Importance of Induction 834

8/2/2019 Importance of Induction 834

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ARTICLE ON

IMPORTANCE OF INDUCTION IN THEORGANISTION

By

P.B.S. KUMAR

MANAGER-HRB.Sc,MA(PM),MA(Ind.Eco.).MBA(HR),BGL,DLL,PGDPM


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INDEX

PAGE

1. Introduction 3

2. What should we tell them ? 4

3. Who should tell them ? 5

4. When should they be told ? 6

5. Special Induction some special cases 8

6. How Induction carried out 9

7. Induction checklist 11

8. How do we measure the Induction feed backOf New Employee 13


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IMPORTANCE OF INDUCTION

1. INTRODUCTION :

Recruitment and Training are a major cost to any organization. Employerstherefore need to maximize staff retention to ensure that this investment is notwasted. The initial impression of an Organisation on an employee usuallystays with them, and it is therefore important to make this experience apositive one. Induction is a greatly neglected area of management policywhich aims to achieve just this.

The New members of staff need to have a basic information about their terms

and condition of employment, immediate working environment. However, thisis not enough. People whatever their industry or profession, want to know howthey fit into the organization as whole and how their work relates to that ofother people and other departments. Naturally they also want to meet theircolleagues and line managers.

All these things should be covered in an Induction Scheme. However, all toooften there is no formalized system for ensuring that this takes place.

Recruits are left to pick things up as they go along or taken on the traditionalhandshake tour. This is simply asking the new employee to adopt an

indifferent attitude towards the organisation, thereby reducing the chances ofthat employee staying long enough to contribute their full potential. Labourturnover cost money too. In addition it reveals an unacceptable wastage of anorganisations human resources; the most valuable assets it has. InductionProgrammes assist in reducing labour turnover by integrating new employeeseffectively into the organisation.

THE PROCESS OF INDUCTION:

Induction is the process by which new employees are integrated into anorganisation so that they become productive as soon as possible.

In order to ensure that this happens quickly and effectively, the process needsto be planned, managed and adopted into the organisations overall trainingplans.

In order to arrive at an induction action plan there are three main questions tobe considered.

1. What should we tell them ?2. Who should tell them ?3. When should they be told ?


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2. WHAT SHOULD WE TELL THEM ?

There are five main categories of information that should be given to newemployees.

A. ORGANISATIONAL INFORMATION

This should include information about the Organisation including size,history, and if appropriate details of who the parent company is and / or itssubsidiaries. It is important that employees know exactly who it is that theyare working for.

B. PROCEDURAL INFORMATION

This comprises information concerning organisational procedures whichaffect all members of staff. The information provided should include:

Terms and conditions of employment Disciplinary and grievance procedures Safety & House Keeping procedures Rules on entering and leaving the premises. Various Formats systems

C. JOB INFORMATION

This relates to what is necessary for a new employee to know in order todo a job effectively. The information provided should include :

A job description detailing the major tasks and accountability of thejob.

Details of any training which is involved. Procedures for obtaining equipment, stationery, or tools.

A copy of relevant sections of an organisation chart as it isimportant to inform recruits not only of what they have to do but alsowhy it is important and how it fits into the department andorganization.

D. PERSONAL INFORMATION

This is the area which affects a new employees private life and personalneeds, for example; how salaries are paid, where to eat, and the locationof the toilet facilities. Everybody has anxieties on starting a new job and tohave to ask about these fundamentals only adds additional stress.


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E. TEAM INFORMATION

Team information will provide knowledge of all those things which willencourage employees to integrate into the working group. This category

needs to cover the informal as well as formal aspects of working life, e.g.the fact that we all go for a pint at lunch time on Fridays can be moreimportant to this process then knowing who the shop steward is.

3. WHO SHOULD TELL THEM ?

The golden rule governing the passing on of information is that when in doubt,the informant should be the new employees immediate line manager orsupervisor. However, there are a number of people who could be involved.

A. THE HUMAN RESOURCES DEPARTMENT

The main role of the Human Resources department in Induction is indevising and maintaining an effective system. Initial Induction may bedone in group sessions or individually, depending on the organization. Ineither case personnel should be responsible for providing information onspecialist areas such as contracts of employment, administrativeprocedures of the organization, Leave administration, safety & housekeeping activities etc. They can also be responsible for passing onorganizational and procedural information.

B. THE IMMEDIATE BOSS

This is the person who has the greatest vested interest in an effectiveInduction procedure and who is responsible for ensuring that the employeegets the right balance between job, personal and group factors.

Induction also represents and ideal opportunity for boss and subordinateto get to know one another and to start developing their workingrelationship.

Responsibility for the Induction of a new recruit should never be delegated.Other people in the department may become involved, but the immediateline manager should introduce them to the new employee and follow up toensure that their work has been satisfactorily carried out.

C. ON JOB- TRAINER

It can be of great benefit to give some responsibility for Induction to one ofthe new employees fellow workers. It can give the new recruit anopportunity to make a friend which will be particularly helpful in the

passing on of personal and group information.


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Every working group develops its own unwritten customs and habits andfor someone to unwittingly contravene these customs can be bothembarrassing and humiliating.

D. THE SHOP STEWARD / STAFF REPRESENTATIVE

New employees should be introduced to their shop steward or staffrepresentative. As well as being able to provide information, these peopleare important in making sure that the new employee is aware of thechannels of communication within an organisation.

E. DIRECTOR OR SENIOR MANAGER

A short interview with one of the new recruit senior line managers willallow the recruit to recognize senior management and can give a widerappreciation of the role of the department. It also gives the manager anopportunity to meet every new recruit and to monitor the effectiveness ofthe Induction programme.

4. WHEN SHOULD THEY BE TOLD?

Induction is a continuing process and may well spread over several days orweeks after the recruit starts work. New employees are only able to take in alimited amount of information at any one time, and the aim of a systematicinduction programme should be to cover all the ground in the shortesteffective time.

A. PRE-EMPLOYMENT

The Induction process begins during recruitment and selection. Before joining an organization, the new employee should be aware of theimportant terms and conditions of employment, and these should have

been provided in writing. However, the recruit also needs to be givenspecific instruction for the starting day. These should include :

Where and when to report Who to ask for What to bring Where to park


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Employers should also prepare for the recruits arrival by providing:

All equipment, clothing, safety wear etc. A timetable for people who are involved in inducting the new

employee.

B. DAY ONE

Whatever the size of the orgnaisation, what happens on the first day atwork makes a big impression. Recruits should therefore be made to feelwelcome by everybody that they meet. It is usual for new employees toreport to the personnel department who will cover the essential paperworkwith an employee either as part of a group induction or individually beforetaking them along to their department.

Once all the necessary paperwork has been completed ; bank details,Provident Fund , ESIC forms etc, ; organizational and proceduralinformation (Employee Hand Book) should be given. This should includedisciplinary and grievance procedures etc.

New employees should be introduced to the people that they are going towork with so that there are some familiar faces in the department the nextday. This should include the on-job trainer allocated to the recruit.

It is important to remember to restrict the information given on day one inorder to maximise what is retained by the employee.

C. IN THE DEPARTMENT

The aim of department Induction is to ensure that new employees settledown into their work and that their levels of performance reach a setstandard as soon as possible. The complexity and length of thedepartmental Inductiion programme will vary according the job.

Individuals should have their Induction programme detailed to them bytheir immediate line manager or supervisor. This means that they willunderstand what has been planned for them and will also allow them theopportunity to prepare questions in advance, minimising the tendency toonly think of important things after the event.

The areas covered at this stage are job information and personalinformation. These can be given by the immediate line manager orsuperivisor and the on-job trainer. The extent of the role of the on-jobtrainer will be dependent on their skills and experience.


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D. FOLLW-UP INDUCTION

After 8-12 weeks, the new employee should be settled into theorganisation. Some will find this easier than others and some may developproblems which are potential reasons for leaving. All starters should

therefore be followed-up individually and problems and concerns dealt withbefore they result in a possible resignation.

A formal follow-up Induction also gives the opportunity to impart furtherinformation. Ex.; Education and Training facilities or transfer policies,which it was not appropriate to cover in the initial induction period.

All new employees will have questions after this length of time and willprobably want to know more about the organistion. It may therefore beappropriate to arrange a tour of another part of the company, Ex.;Corporate Office, Head Office or staff visit to all group of companies etc.

5. SPECIAL INDUCTION SOME SPECIAL CASES

While the principles outlined so far are the guidelines to good Induction, thereare some special cases. These require additional considerations over andabove the normal Induction process.

A. FRESHERS FROM THE INSTITUTIONS / COLLEGE LEVERS

Most Technical Training Institutions (ITI) and Engineering college leaverswill be nervous and excited about starting work and therefore need to beput at ease as soon as possible. They need to develop a positive attitudetowards work and an effective Induction progremme provides anopportunity to ensure that any initial interest and enthusiasm which existsis developed and encouraged.

The Induction programme for Fresher needs to place particular emphasison ensuring that they appreciate their importance to the organization andunderstand where their job fits into the greater whole.

In order to build commitment, there is a need to place considerableemphasis on why something should be done or done in a certain way,rather than just giving instructions. Opportunities for training anddevelopment should also be clearly outlined.

The use of an on-job trainer or mentor can be of particular benefit to thiscategory of new employee. A Fresher confidence can easily be destroyedand such assistance will help ensure that they do not break any of theunwritten laws of the workplace, as well as aiding the formal Inductionprocess.


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In Fresh Graduate Induction tend to see their own objectives simply interms of their own subject and need to develop an appreciation of theconstraints in which they will work. Management trainees need tounderstand the business.

For this process to be fully effective, it is essential that a GraduatesInduction programme involves undertaking specific jobs or tasks at allstages. This will ensure that Induction is perceived by the Graduates asrelevant. This helps to maintain their motivation and interest.

Women returning to work have special anxieties. One of these maymanifest itself as lack of confidence-feeling that they will not be able tocope because of the changes in working practices and technology.

An effective Induction programme should recognize this and placeparticular emphasis on skills training. This will build confidence and enable

the employee to feel that they can make a worthwhile and valuedcontribution to the organisation.

6. HOW INDUCTION IS CARRIED OUT

Whatever the size or resources of an organization, Induction should be ;

Part of a systematic plan Written down Recorded at each stage as completed Constantly monitored

A. LARGE ORGANISATIONS

In large organizations with a personnel and training department, groupinductions can be arranged. These can cover the organizational andprocedural information categories. It is useful to use visual aids such asfilms and slides whenever possible, as what is seen makes more impactthan what is heard. Specialists should be used wherever possible to talkabout their own subjects. These should include ;

The Manager HR (Terms and conditions of employment) The Security Officer (Security policies and procedures) The Health and Safety Officer ( Accident reporting and

standards of health and safety procedures )

Concern department heads ( About the departmentproceedings)


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B. SMALL ORGANISATIONS

In small organizations with no personnel and Training department it is not

possible to arrange group Inductions. Induction progremmes therefore need tobe specifically tailored to each individuals needs from day one. The Inductionwill be wholly the responsibility of the new employees immediate linemanager or supervisor. The same checklist for large organisations can beused, but the line manager or supervisor will have to decide who is bestqualified within the organisation to cover the various items. This will thenmean arranging meetings with specialist members of staff including ;

The person responsible for wages and salaries

The union / staff representative

Managers / supervisors from other departments.

It is essential that everybody involved is fully aware of the programme and therole that they are expected to play in it.

7. INDUCTION CHECK LIST

The Induction Check List is a planner, which the HR department has toframe the planning of the new recruiter has to follow. Here is a model

format for HR department, like that the concern HOD has to prepare thecheck list how to give the induction to the new recruiter in his department.

A MODEL INDUCTION CHECK LIST IN THE NEXT PAGE


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INDUCTION CHECKLIST

Name of the Employee:Date of Joining:.

Designation:. Department:Section:..

SUBJECT RESPONSIBILITYSIGNATURE

(of HOD) REMARKS1. ORGANISATIONAL

INFORMATIONA) Group Information

NameHistoryProducts / ServicesLocations

B) COMPANY

INFORMATIONNameOrganisationProduct / serviceCustomersManagers names

C) WELFARE ANDBENEFITSCanteenLockersMedicalSportsSocial

Share option2. PROCEDURAL

INFORMATIONA) CONTRACT OF

EMPLOYMENTHours of workNotice periodsWages / SalaryWhere /when/howBonus schemesSicknessNotificationCertification

PayHolidaysPay slip

B) RULES ANDPROCEDURESCompany rulesMisconductCodes of dressDisciplinaryGrievanceAppealsSafety


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Name of the Employee:Date of Joining:.

Designation:. Department:Section:..

SUBJECT RESPONSIBILITY

SIGNATURE

(of HOD) REMARKSC) COMMUNICATIONS

PROCEDURESTrade Union (if any)Staff councilInternet and using

D) MANPOWERDEVELOPMENTPOLICIESPerformance AppraisalsIncrements, PromotionsTransfers

3.DEPARTMENTINFORMATIONOrganisation NamesRules , Meal breaksClocking in ClockingOut job descriptionEquipment Standards ofPerformance Hours

_________________________________________________

GROUP INDUCTION TIME TABLE

TIME DESCRIPTION RESPONSIBELITY09.00 a.m. Welcome and Introduction Manager-HR09.30 a.m. Paper work (e.g. PF/ESI etc

Bank forms fill up ) Pay Roll in charge10.00 a.m. Video (History of the company)10.30 a.m. Coffee Break10.45 a.m. Conditions of Employment11.30 a.m. Company Administrative

Procedures & Rules12.15 p.m. Welcome from M.D./CEO

12.30 p.m. Lunch Break01.30 p.m. Welfare and Benefits02.00 p.m. Education and Training02.30 p.m. Safety Procedures Safety Officer03.00 p.m. Security Procedures Security Officer03.15 p.m. Tea Break03.30 p.m. Issue of Uniform / Safety

equipment04.15 p.m. Meet Department Heads05.00 p.m. Good Luck


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8. HOW DO WE MESSURE THE INDUCTION FEED BACK OF NEWEMPLOYEE

This exercise helps in evaluating the kind of Induction received. This can also

be used to review and improve the induction process. One needs to think

back to when one started his/her current job. Read each statement and

TICK either True or False as it relates to the induction received. Then check

the rating in this box following this Questionnaire.

18 20 True: Induction was outstanding.

15 17 True: Induction was above average. Make some improvements.

11 14 True: Unfortunately a typical Induction received. There is a lot one can

do to help the organization with future Induction.

10 or less: One should be congratulated for sticking it out. Dont let the same

thing happen to others.

SEE THE CHECK LIST NEXT PAGE


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_________________LIMITED

Name of the Employee: __________________ Department:___________

INDUCTION FEED BACK CHECK LIST

Tick True or False

SL.NO. DESCRIPTION TRUE FALSE

01 I was made to feel welcome02 I was introduced to other members of the work group03 My boss paid attention to me and made me feel

welcome04 My induction seemed well planned05 Company Benefits were well explained the first day06 My office or work space was set up and waiting for me

07 I received a tour of the organization by a qualifiedperson

08 All the necessary paperwork and forms were available09 I received a copy of relevant literature, such as the

companys employee Hand Book, Operation Manualetc.

10 I learnt about the companys history and Future Plans11 My boss reviewed my Final Job Description with me12 I was invited to lunch the first day by my boss or key

individual he or she selected13 I met people from other Departments14 I was able to observe colleagues at work before

starting a task15 I was given a specific job assignment along with

instruction or training16 Office Hours, dress codes, sick leave and other policies

were explained to me.17 I was shown the phone system18 I had opportunities to ask questions19 Payroll policies were covered my first day20 At the end of the first week I felt like a member of the

TEAM

Total Number of TRUES =

Total Number of FALSE =

__________________ __________ ____________SIGNATURE OF THE H.O.D MANAGER-HR

EMPLOYEE

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Importance of Induction 834