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The employee induction process

It is good practice to have a formal induction process for all new employees to ensure that they get off to a good start.

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It is good practice to have a formal induction process for all new employees to ensure that they get off to a good start. You've gone to a lot of trouble to select the right person for the job and so it is in your best interests to ensure that they feel welcome and fully integrated into your team. This is also the time to take them through the terms and conditions of their employment.

The new employees should not be ‘thrown in the deep end' and left to get on with the job in question. Appoint someone to be responsible for his or her induction, and involve others, as required. In a small business, the person who interviewed the candidate could conduct the induction process. You may also consider it appropriate to have a form of induction process for those returning to work after maternity leave or long-term sickness. The induction process should cover the matters to follow.

Documentation

This should include:

  • The job specification
  • The person specification
  • A copy of the job offer letter
  • The contract of employment (terms and conditions of employment), which will be issued to and signed by the new employee as well as on behalf of the employer
  • A copy of any staff handbook
  • The grievance and disciplinary procedures
  • If appropriate, a copy of the quality specification
  • If appropriate, an organisation chart
  • Confirmation of the probationary period, which should also form part of the terms and conditions of employment
  • Health and safety documents, including risk management reports and procedures
  • Details of pay Documents relating to the provision of any company equipment and/or company car, with signatures and receipts to be obtained, as appropriate.
  • If any or all of these documents are included in the staff handbook or in the terms and conditions, this should be explained to the new employee.

Company handbooks

It is not obligatory to have a company handbook; however, many employers consider that having one serves a useful purpose in that it can include not only the mission statement and introduction to the company but also policies and procedures which will not necessarily be found in the statement of terms and conditions of employment.

Premises

A tour of the business should be arranged and should cover:

  • Where personal belongings such as coats, bags and so on should be kept, for example, lockers
  • Where to obtain equipment such as tools, stationery and so on
  • Procedure for entering and leaving the building – signing or clocking in/out Fire exits
  • Location of any food and beverage machines or water coolers Location of first aid equipment and identification of qualified first aiders
  • Accident book WC and hand washing/hygiene facilities
  • Location of fire and security alarms, and fire extinguishers
  • The location of the health and safety law poster, and specific requirements for health and safety in the workplace
  • The location of notice boards.

Introductions

You should ensure that the new employee is introduced to those he or she will be working with or be responsible to, including his or her immediate superior.

Training

Where training is involved, ensure that this is undertaken. Make sure that this process also includes the measures needed to achieve your quality standard, where this is a requirement.

Monitoring performance

Plan dates to ensure the monitoring of the new employee's performance in accordance with any probationary period.

More information This article was taken from the Forum's practical Employment Guide which is available to buy or included in Advanced membership. To find out how the Forum can support you in recruiting and managing your employees, call us on 01565 626 001

Last updated 7th June 2016

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