APodA HR Advisory Service

Inducting new employees

New employees, new start – it can be incredibly overwhelming for new employees to begin employment in a completely new workplace, whether it be their first job upon graduation, or their tenth. It is in the employer’s best interest to be able to facilitate their transition into the workplace as smoothly as possible, and this is best done through an induction process.

An induction should be planned from start to finish, and an induction schedule should be prepared for new starters. This should outline the structure of their first few weeks in the role and make them aware of what they should expect when beginning employment.

An induction program is designed to provide employees with all the necessary information they require to excel in their new position. A successful induction should help an employee feel right at home and fully supported, and outline the expectations of their role.

This article will examine the key components of a successful induction program: what to include, how it should be conducted, and its benefits.

Relevant induction documents

To begin, an employer should ensure they provide their employee with the following documents:

Welcome note
An employment contract and job description
Employee details form/s (Tax file declaration form, Superannuation, personal details such as emergency contacts)
Fair Work Information Statement
Casual Employment Information Statement (if applicable)
HR and WHS Policies and Procedures
Any necessary tools and equipment required to perform their duties.

What should take place?

To be most effective, an induction should be planned from start to finish, and an induction schedule should be prepared for new starters. This should outline the structure of their first few weeks in the role and make them aware of what they should expect when beginning employment. This can help alleviate any anxieties they may have about their new employment.

On the first day, an employee should be welcomed to their new workplace, and introduced to their new colleagues. Common bonding activities for new employees can include organising a group meeting, having an informal team lunch, or even meeting up for Friday evening drinks at the end of the week. Other considerations include:

Their workstation should be prepared for them ahead of time and be neat and presentable. This includes ensuring that any requisite equipment or software that is necessary for them to immediately begin their role.
An employee should also be introduced to any relevant award or agreement they are classified under, and the workplace policies and procedures, including company, HR, and WHS policies.
Essential administrative tasks should be completed during induction, such as computer access, security passes, email signatures, as well as providing contact details for key members of staff, including IT and supervisors.
Employers should also make clear their expectations of the employee in the new role. This includes providing them with a job description, but also outlining any KPIs their performance will be measured against, and a timeframe for them to work within during their probationary period.
The ideal induction schedule will also allow for time to provide any relevant internal training that is needed. Importantly, the employee should be given WHS induction training as a matter of priority, so that they understand the business’ protocols around ensuring safety. This can be prepared in a copy of the workplace’s HR and WHS policies and procedures, and should include information concerning safety and emergency procedures relevant to the workplace and their role.

Effective communication tools to facilitate induction can include one-on-one meetings with supervisors, a guided tour of the workplace, videos, and access to online training and resources that may be necessary in the course of their duties.

Culture matters

Induction training may also involve an overview of the history and philosophy of the organisation and its culture. This helps the employee feel included in the company culture from the beginning and provide them with extra drive to get off to a strong new start.

As part of an employee’s induction, a business could also look to assign a “work mentor” to help guide them through this introductory process and familiarise them with their new working environment. This mentor will often be a supervisor or more experienced member of their team.

Communication up front

Throughout the induction process, an employer should regularly encourage the employee to ask any questions or express any concerns they have. This helps prevent any miscommunication about employer expectations or workplace procedures that may lead to negative outcomes, particularly in the initial stages of employment.

As the employee progresses through their first few months of employment, it is important to check in on their progress transitioning into the team and provide them with new opportunities as they arise. Along with verbal check-ins, this should involve scheduled meetings to discuss their performance and, if necessary, highlight any areas they can improve upon.

This also allows managers to receive constant feedback on the induction process itself so that improvements can be identified.

Employee benefits of a successful induction

A thorough induction process will provide the employee with the best chance to settle into their new role, and eventually thrive. For an employee, it can provide the following benefits:

Helps them understand their role in the organisation faster and provides all the necessary information for them to succeed.
Introduces them to the expected standards of work and behaviour, which helps alleviate anxiety.
Helps them feel accepted and respected more quickly by their colleagues.
Provides them with an avenue to ask for help when they need it and promotes healthy communication channels.
Increases employee satisfaction and engagement – The first few months of employment are delicate and can easily affect employee satisfaction, and a successful induction can provide a strong foundation to their attitude towards work.

By providing new employees with the best possible chance for them to succeed, this will ultimately benefit the organisation and the rest of the employees in the process.

Employer benefits of a successful induction

While undertaking a comprehensive induction program in the short term can involve a lot of work, in the long run it will pay off in dividends. For an employer, it can provide the following benefits:

Improves operational efficiency since employees can settle in faster and achieve productivity sooner.
Enhances the company reputation via a professional first impression.
It increases employee retention and thus reduces turnover. This reduces the significant costs that businesses can incur through the recruitment process.
Improves compliance with company policies and procedures, including WHS policies and procedures. This reduces future risks associated with workplace incidents.

Final thoughts

The best workplaces are those that conduct a comprehensive induction process and openly welcome new employees, covering processes and protocols alongside insights into the culture, strategy and vision behind any business. By providing new employees with the best possible chance for them to succeed, this will ultimately benefit the organisation and the rest of the employees in the process.

Need more information?

For more information about this article, please contact the APODA HR Advisory Service on 1300 620 641 or hrhotline@podiatry.org.au. A suite of online resources is also available for members 24 hours a day, seven days a week.

Disclaimer: The material contained in this publication is general comment and is not intended as advice on any particular matter. No reader should act or fail to act on the basis of any material contained herein. The material contained in this publication should not be relied on as a substitute for legal or professional advice on any particular matter. Wentworth Advantage Pty Ltd expressly disclaim all and any liability to any persons whatsoever in respect of anything done or omitted to be done by any such person in reliance whether in whole or in part upon any of the contents of this publication. Without limiting the generality of this disclaimer, no author or editor shall have any responsibility for any other author or editor. For further information please contact Wentworth Advantage Pty Ltd.