Smooth employee inductions are essential to set up new employees for success. When inductions are planned out and successfully executed – employee workplace satisfaction goes up whilst turnover rates go down.
Usually, induction programs are largely comprised of compliance needs such as contracts, safety training and documentation. While important, a great induction should go beyond just compliance & focus on the new employee experience.
In this checklist, we have compiled a step-by-step guide so you can ensure you are providing maximum business value through the new employee induction process.
- Clearly state all terms of the contract
- Allow time for review and sign-off from approval managers
- Finalise contract terms & send to candidate
- Allow ample time for the candidate to read contracts and potentially come back with questions or concerns (all need to be planned into time schedule)
- Important to have signed contracts before an employee starts
2. Provide All The Appropriate Administrative Documentation
A digital platform can help ensure that all key documentation is sent, signed, returned and stored on file during inductions. Although there is a lot of mandatory documentation, it doesn’t need to be sent out all at once – another solution is sending downloadable links so staff are not overwhelmed with 45 page starter packs.
Here is a list of the documents essential for each new starter to acknowledge and return:
- Tax File Number
- Visa and Work Requirements
- Police & Working with Childrens check
- Employee Handbook
- Superannuation form
- Bank Account form
- Fair Work Information
- Company Policies
3. Get Them Up To Scratch With Safety Training
To make training more effective – make sure it is participative. Asking questions relating to content is a great way of accessing whether the new hire is absorbing the information. Another way to ensure new hire is absorbing information is to stagger the information throughout induction.
Here are a couple checklist items you should consider including in your training:
- Occupational Health & Safety
- Equipment, chemical, manual handling or environmental training
- Emergency procedures
- Who is the contact in an emergency
- Fire exits
- Assembly point
- First aid kits
- Any company tests, policies or procedures before day 1
4. Get All The Necessary Provisioning Done Before Day 1
This step is important to complete before day one. Provisioning during inductions doesn’t take that much time – but makes a huge difference for the new hire. It is crucial to ensure all passwords, electronics and access keys are set up before the new hire starts – this will hold up their integration into the workplace and is frustrating to follow up.
Here are our must-have provisioning items:
- Electronic devices (laptop, mobile etc)
- Wifi access
- Office entry security access (fobs etc.)
- Any key passwords
- Social network (e.g. Slack, Messenger)
5. Make Sure They Feel Welcome On Their First Day
The new hires first week is imperative for building first impressions. So ask yourself these key questions- What impressions do you want to have on the employee? What is the best way to show your values and culture? How can you help foster team relationships?
This is the step where you can get creative and set up anything for your new hire that shows off your corporate culture and team values. At HROnboard we decorate the new hire’s desk for Day one – equipped with fun gadgets and stationary – on top of a team ‘get to know you’ lunch. Although decorating a desk can seem childish…it creates an inclusive environment and a happy ‘welcome’.
Aside from the creative – here are a few of our ‘must-have’ information points that should be disseminated to the new starter on their first day:
- Workplace tour:
- Welcome them to the team
- Send out employee schedule before day one: set up their first couple of days to ease them into the workday
6. Manage The Probation Period
After the beginning induction phases are complete – probation is the next step to ensuring employees are adhering to obligations and adjusting to the organisation. Probation periods allow time to see if the ‘fit’ of employer to employee works well for both parties.
The outcomes of probation reviews should not be a surprise to either the employee or organisation. We recommend setting up meetings to provide an opportunity for regular feedback between the employee and the manager.
- Schedule set meetings every couple of weeks to run through employees progress and provide constructive feedback for improvement
- Set clear goals at the beginning of the employees journey
- Measure employee success by setting clear metrics for delivery
- Send out communication reminding employees about their probation review and how to prepare for it