Although it seems as if an induction is a monotonous exercise with a checklist, this does not have to be the case. An induction process can be a wonderful opportunity for the company to get to know the employee a little better, and vice versa. It is important to note that there is no “one size fits all” approach to new employee inductions. The important aspects are outlined hereunder, but these merely serve as a guide and are not intended to be an exhaustive list.

Each company has its own values, mission, vision, and culture, through an induction process employees have the opportunity to understand these aspects. The following are some of the important aspects of an induction process:

1.      General introduction:

This will include various general overviews and introductions.

This is your opportunity to let the employee become acquainted with the history of the company, the objectives of the company, the company vision and mission, the social and environmental impact of the company, and even what sets the company apart from the competition. 

Introduction to fellow employees and management. This is merely a short introduction and new employees may meet a bunch of new people. Employees will get an opportunity to become better acquainted with their colleagues through the course of employment. Employees may be more eager to start working if they at least have seen the faces of the people with whom they will be working.

Introduction and tour of the workplace. A quick tour of the office will assist employees in navigating the office space. If a tour is given, employees will not have to ask other employees for directions. This will help familiarise employees with their working environment. (It may also save them some embarrassment if they walk into the director’s office thinking it is the kitchen.)

2.      Managing Expectations

It is important to explain to the employee what is expected of them; whether they have any specific sales targets, whether there are specific timeframes prescribed to work, how their functions play a roll in the overall functioning of the company, and their place in the company. The only way that new employees will know what is expected of them is if it is clearly communicated.

This is not aimed at frightening new employees with threats of dismissal or disciplinary action. This is to let the employee know what is expected of them. New employees may be given some leniency with targets and timeframes in the very beginning, just so that they get the hang of everything. This does not mean that new employees should be coddled, or that this should go on for an indefinite period. 

The management of expectations is important in setting boundaries and providing guidelines regarding the working relationship. This assists employees in establishing healthy relationships, maintaining their mental health, empowering employees, and it also establishes methods of accountability. 

3.      Employment policy and procedure training: 

Although most workplaces have similar policies and procedures, each company has its own unique set of customs, procedures, and rules. These are not passed down from generation to generation of employees like a story of your great great grandfather, and how he held the town record for holding his breath. 

This part of the training is where we return to the ignorance is bliss consideration. The company rules and procedures are there to ensure the efficacy of the company. You did not start this company with the hopes of barely making it through the month, you wanted to be successful. The rules and procedures have been introduced so as to ensure that employees perform in the manner that is expected of them, and also as a means to protect the health and safety of everyone at the workplace.  

Employees cannot be expected to smell the rules and procedures of the company. Granted, there are general rules and regulations which will be found in all workplaces, but each company still has its own unique rules and regulations. Employees should be made aware of of the company’s expectations as to conduct and behaviour, working hours, dress code, internet and phone policies, leave policies, sickness policies, and any other rules and regulations of importance. It is best to go through the various policies so as to avoid confusion at a later stage. 

3.      Training

You may have unique processes, systems, programmes, and/or standards which are used within the company, or even just a very specific quirk with the coffee machine. This stage provides you with the opportunity to train employees on specific aspects of their work. 

Employees should be provided with training on any of the above, or others, of which it is expected they will not be aware. The best way to ensure that employee understands the processes, systems, or programmes is to provide training, and an opportunity to test the aforementioned for themselves. 

The purpose of this training is to familiarise employees with the company’s systems, processes, programmes, or standards. This will save the employee time, as they will not have to try and everything out for themselves through trial and error.

During the induction, it may become apparent that an employee requires additional training in one or more aspects. This additional training can then be arranged for a later date and time when it is more convenient. 

4.      Signing of important documents

It is best to have these documents prepared before the employee arrives at the induction process, as this will ensure the smooth transitioning into this stage of the induction. If the documents are prepared, the complete bundle can be provided to the employee. Prior to the signing of the documents, you should go through the documents with the employee, to make sure that they know what they are signing. 

This stage may include a variety of documents, such as: employee information sheets with a variety of their personal information, such as; banking details and documents, next of kin, medical aid (if applicable), tax information, contact details, and address (to name a few); contract of employment; the list of equipment being issued to the employee; and an acknowledgement of having attended the company induction and that they are aware of the various rules, procedures, and policies of the company.

If, during this stage, the employee has never registered as a taxpayer, an opportunity can be provided to the employee to register online.

5.      Performance Assessment

This stage does not occur during the initial induction process. The purpose of this performance meeting is to assist the employee. This assessment is to guide the employee, and to make sure that they are on the right track. It can also be used to assist the employee to maintain a high standard of work. Make sure that you inform the employee during the initial induction that a performance assessment will take place, and when this will be, albeit it in 2 (two) weeks or a month.

These performance assessments also form part of the probation period (if applicable), the importance of which will be addressed in a separate post. These assessments assist the employee by providing evaluations of the employee’s standards against what is expected of them, providing assistance, guidance, counselling, or training (as the case may be), and helping the employee to reach the expected standards.