So, you have found the perfect person to fill that vacant position – now what?
We’ve been working with businesses on their induction process, and explaining how this can affect the business and the employee(s) that have just been brought onboard.
We have some great tips on how to make new employees feel welcome, to ensure they embrace their new positions, the workplace culture, and how to demonstrate the level of professionalism embodied in your business.
During the week before the new employee starts have all their IT logins arranged, mobile phone, swipe cards and access codes ready and an email drafted to explain where to park, who will meet them on their arrival and where.
On their first day, have a handwritten letter on their desk welcoming them to the business this is their first impression and a powerful first step.
Have their welcome pack ready, containing a directory of their colleague’s roles and a blurb on what they do, how to best contact them, and where they are located in the premises. The Welcome Pack should also contain a staff handbook with any employee benefits programs, their name badge or ID, FAQs about the company and step-by-step instructions with screen shots on how to log in at work and remotely with an orientation of the intranet and file storage.
Having an induction plan helps to spread out essential information and avoids overload. Use an induction checklist to go through workplace information including WHS, safe work practices, culture in the business, human resources, workplace incidents/accidents, worker’s compensation, payroll, rostering, leave, computer systems and acceptable use policy , social media policy and any other policy that relates to their role. Embed the position description into the induction and sign off the check list at each stage. Make introductions to staff members who can help them gain a greater understanding of the business and to give them opportunities to build strong relationships quickly.
Take some time introducing them to their workplace mentor and explain how this mentoring process works. Show both the mentoring plan and run through their responsibilities with clear timelines. Book meetings for the next few weeks to review progress and identify any points of issue. These meetings should be at one week, one month, six weeks, eight weeks and the final one at the ten-week mark when probation should be signed off or extended. Any extension should provide two weeks to demonstrate improvement or an exit strategy.
Probation is a time for both parties to observe their fit to the business and culture and for both to decide if it will work. Throughout probation the business should be encouraging the employee to perform their role to the required standards. Many businesses do not use the probation period effectively – this can result in a staff member that does not fit into the organisation. Yes, we all have a least one of them.
Sometimes it is better to admit you made a mistake and start the process over again than to retain a staff member that is not to up to standard.