If you have read any of my previous features on motivation you will probably know that I consider employees to be a company’s greatest asset, and that they hold in their hands the success and reputation of the business itself. Recognising this, many businesses go to great lengths to recruit the right person, only for their motivation and potential to be stifled because they are not integrated into the business as efficiently and effectively as possible. In this feature we will look at the importance of and the methods of providing a proper induction processes for new employees. You would not buy a top of the range all ‘singing and dancing’ washing machine only to fail to plumb it in properly, so don’t do it with your staff!
Basically there are two main reasons behind a thorough induction process, and these are legal, and economic.
- Legal: Under the terms of various bills of employment legislation there are many obligations an employer needs to comply with when hiring new staff. Good information is available on this web site, https://www.accountsandlegal.co.uk/legal-advice/employing-staff-what-you-need-to-know-step-by-step and of course the government web site, https://www.gov.uk/employing-staff provides essential information. The obligations are numerous and as one would expect cover matters such as the legal right to work in the UK, having employer’s liability insurance, health and safety training, risk assessments, ensuring the employee is trained to carry out work safely etc. Different legislation may apply to different roles and businesses, so always check if unsure. If in doubt as to your legal obligations do visit the government web sites for further guidance.
- Economic: An informed, skilled and motivated employee will evidently be more productive and effective. They will also probably have less days off sick, be more committed to the business, and unlikely to prematurely or unexpectedly leave their job for another. The business therefore is saving on production costs and the costs of training and recruitment where a high turnover of staff exists. The ‘window of opportunity’ when a new employee starts is also very valuable in terms their receptiveness to what standards, ideas and philosophy you want them to adopt. New starters can often be shaped into adopting processes that more established employees are reluctant to accept, and by so doing they can help to force cultural change in your organisation. It also makes sound economic sense to complete all mandatory training with new staff as soon as possible. The fines and bad publicity generated by an accident at work for example, due to inadequate training can often force a business under.
So, what is the best way to induct new staff? Obviously this will depend on the sort of business you have and the role of the new employee, but generally the following key points will apply;
- Have a plan. Have a check-list and file of information ready prepared and applicable to any new employee. Make sure the information is updated regularly. Arrange a timetable perhaps over a period of weeks so the new employee is neither bombarded with information nor bored by the induction. Consider ways to make the process interesting and varied using different people to take part, video, internet and E learning. If time permits, customer and supplier visits, can be arranged. The new employee could also be attached to other teams for a day or so, attend internal briefings and, most effectively, shadow another employee to see how to do a task and what’s involved.
- Be prepared. How often does it happen that the agreed start date of an eagerly anticipated and urgently needed new employee seems to take everyone completely by surprise! How many of us have actually experienced that ourselves, turning up to an office or work site where no one quite seems to know what to say to us or what we should do? This is wasted time and wasted opportunity! Once a start date has been set, perhaps a pack of general information could be sent for the person to orientate themselves a little before they arrive. Make sure an appropriately experienced or qualified person is on hand to welcome them and start the induction, that this person knows what they are doing, and that they have the time needed for the process.
- Be general. How much does your new employee need to know or wish to know about your business? Obvious this will depend on their role to certain extent, but generally an employee will feel more committed and involved if they have a good idea what you are about, and be better ambassadors for the business. A brief explanation about the history of the business, its structure, objectives and ethics could be included here.
- Be specific. What information or training does this particular new employee need to be of maximum efficiency in their job? You may for example have recruited someone for their excellent attitude who lacks plant knowledge. How and when will this training be carried out. What skills do they need to be shown and in what priority? Working a till may be crucial for example on the first day.
- Be practical. Don’t assume they know where the toilets are, fire escapes, evacuation procedures, cloakrooms, canteens, lockers etc! Make sure these are pointed out early on, or are written in the induction material.
- Be legal. Have a list, plan and tick off mandatory training. Get them to read through (and sign they have read) any appropriate policies and procedures relating to the business. A staff handbook is a useful way of making sure employees have the information they need – and to cover yourself legally.
- Review. A few months after the induction, get the new employee to look back at the induction process they experienced and review what helped, and how it could be improved. They will inevitably have found out something it would have been more helpful to know on their first day of the job
So, get your induction process right and your new employees will become effective quicker, are less likely to leave in the short term and will feel great about working for you.
Neville Stein MBA
Horticultural Business Consultant
Tel: 0044 7778 005105
Email: info@nevillestein.com
www.nevillestein.com