The induction of employees is a common practice nowadays. When new employees join an organization, they must undergo an induction to get acquainted with their new company and settle into their new position.
The HR department usually handles this task; hence, it is their responsibility to support the new employee with everything they need to know about their new company.
Since the induction process helps the employee in developing a ‘first impression’ on the employee, it is often credited with making or breaking the company’s image in their minds.
A good employee induction program ensures that the new employee feels at home in their new office and is ready to tackle their daily duties effectively
What is the HR Induction Programme?
Employee induction is a part of the onboarding process of new hires in a company, which helps them get acquainted with their organization and new teammates.
Their induction helps them understand the company’s vision and mission and ensures that the new staff member is eased into their new role.
Since induction is the 1st experience of the new employee with their company, it is essential to ensure that the experience is positive for them. The induction also ensures that employees understand their daily duties well and experience their work environment. Hence, every organization should have an effective employee induction programme, regardless of size.
Requirement of the Induction Process
The induction of employees is a must-have process for any company, as it benefits both the employer and the employee.
For the employee, it helps them familiarise themselves with their new company. As for the employer, it ensures that the employees are engaged right from the onset of their work.
Employee induction is significant as it helps with the following:
Acquaint the New Employee with their Company
Employee induction begins with helping the new employees familiarise themselves with their new company and work. The induction process also helps the new hires feel welcome in their organisation and team.
The new hire can also learn about the company policies and objectives and the organisation’s history to better understand its values.
The employees also start feeling secure and optimistic about their new place due to induction. They will be able to realise the value of their work for the organisation. It helps in keeping them engaged and hence, retaining them for longer.
Introduce them to their Colleagues
Introducing a new employee to his or her team members is vital to the induction process. A new employee should get to know their teammates as they will work with them daily. You can also go one step further and provide them with a dedicated buddy to ensure they feel welcome in the team.
Such kind of easier first interaction with the team members also helps the employees ease into their new position. It will also help them approach their team with any doubts they have. Additionally, it would also reduce HR’s burden in having to answer all their doubts.
Complete the Paperwork
Documentation is another vital component of the employee onboarding process. Since they would have submitted all the required documents at the time of onboarding, they might be asked to sign the employment contract and non-disclosure agreements (in case of sensitive data) during their induction. You can also collect their photograph for ID cards as well as sort out any discrepancies with their other documents during their induction.
Employee induction is also an excellent time to take the new employee’s KYC documents for linking their bank account with the company’s salary disbursal system. It ensures that no additional step is required from the employee’s end to ensure they get their first salary on time.
Understand the Company Policies
Employee induction is the ideal time to make your new employee aware of company policies. You can even provide the employee handbook to let them understand the company’s policies on common topics such as dress code, annual leaves, annual holidays, salary cycle, etc.
Another good use of employee induction is providing new employees with information on various health and safety policies. Being new employees, they should be aware of the various office risks and the disaster procedures to be undertaken in an emergency. For example, they should be aware of the designated fire huddle zones in a fire emergency. You can also let them understand your IT policies and procedures as well as any cybersecurity measures that you undertake.
Benefits of Employee Induction Programme
Employee induction has several benefits, the major ones being increased productivity, improved engagement, and retention. Effective induction reduces short-term turnover as the new employee would feel welcome in their new office. It will also motivate them to work better and be comfortable in their new environment.
Let us check out some of the significant benefits of employee induction:
Save Time and Resources
An effective employee induction program helps save time, money and efforts as the newly appointed staff member will be retained for longer. Hence, one need not spend on expensive recruitment efforts for the same position again.
An effective induction program also motivates your employees to perform their duties well, improving their productivity and increasing your earnings. Additionally, a well-crafted induction program would also help your new employee be more productive in a comparatively shorter time, as they would know the inner working of your organization better.
Develops Good 1st Impression
The common adage that the first impression is the best is true in the case of new employees too. If your company’s first impression is terrible in their mind, they are more likely to leave your company in a short period. On the other hand, with the help of a robust induction program, you can control their first experience with your company, ensuring that their first impression is excellent.
You can educate your new employee about the company values, mission statement and vision to let them understand the higher purpose of your organization than mere profits. It gives them the sense of being a part of something bigger than their contributions. You can also let them know of your organization’s past achievements, which gives them a sense of being a part of a successful team, thereby improving their morale.
Helps Employees to Ease into their Role
As a part of their induction, the new employees would be introduced to their teammates and reporting manager. Some companies also provide a ‘buddy’ who would act as a mentor for the latest team member. All these efforts by the company ensure that the new hire can ease into their new role while socializing with their new team.
Additionally, the team members would educate them regarding their company’s working and its ethical business practices. The sense of support and being listened to will work wonders for the new hire’s morale and confidence, improving their productivity and helping them attain their full potential within a comparatively shorter duration.
New Employees’ Onboarding Checklist
Since employee induction is the first step in your new employee’s journey with your organization, one should ensure that you cover all the required parameters that help them settle into their position in the shortest duration.
Below are some of the essential things you should take care of with employee induction:
- Instructions on joining
- Employment Conditions and Clauses (optional)
- Right to Work Document (mandatory in certain countries)
- Organization Content like Employer Video, Brochure, etc.
- Security Processes
- Confidentiality Documentation
On-site Health and Safety
- Explaining the Health and Safety Policies
- Explaining Evacuation Procedures
- Understanding First Aid Facilities, Emergency Exits, etc.
- Reporting Workplace Accidents
- Company Background
- Products & Services Explanation
- Quality Control Processes
- Customer Service Policies
Culture & Values
- Understanding the Employer Brand
- Explaining Company Mission Statement
- Understanding Company Values
- Explaining Payment-related Policies
- Understanding Payment Methods
- Explaining Other Benefits
- Understanding Employee Expenses and Reimbursements
- Working hours, overtime, and related payments
- Holidays and Annual Leave Policies
- Probation Period Details
- Understanding DEI Policies
- Explaining Well-being Strategies
- Grievance Process and Disciplinary Actions
IT & Networking Policies
- Sharing Telephone Codes
- Sharing IT Codes, such as Passwords, Access Codes, etc.
- Publishing Security Passes
- Providing access to various IT Tools and Software
- Understanding the Office Premises
- Publicising Car Park Pass
- Guided Tour of Canteen & Pantry
- Job Requirements
- Duties related to the Employee’s Designation
- Introduction to Team Members and Reporting Manager
- Introducing the Key C-Suite Employees
- Learning & Development Programs
- Career Management Policies
Employee induction is an essential part of the employee journey. Since it is the beginning of the new employee’s role in your organization, ensuring that they understand you are welcoming and supportive of them is crucial. Through induction, you can highlight your company values, culture, and past achievements to your new staff member.
Employee induction also helps the new hire adjust to their new position and socialize with their new teammates. It ensures that they can build excellent rapport with their colleagues and eases them into fulfilling their daily responsibilities. Hence, induction is a must-have process in any organization.