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LEADERS

GUIDE TEAM

TO

MEMBER INDUCTION


Contents Purpose of this guide..........................................................................................................3 If you read nothing else......................................................................................................3 The purpose of induction....................................................................................................4 The importance of carrying out an induction programme...................................................4 The benefits of induction.....................................................................................................4 The programme content......................................................................................................5 Doing the induction.............................................................................................................6 What is ‘OnBoard’ and who is Arthur?................................................................................7 Welcome ‘OnBoard’............................................................................................................7 Involvement in the induction process.............................................................................. 11 Record keeping................................................................................................................ 11 Equality of opportunity in induction................................................................................. 11 The duty to make reasonable adjustments for team members with disabilities............... 12 Part Timers...................................................................................................................... 12 Appendix 1: New starter checklist.................................................................................... 13 Appendix 2: Example Questions…................................................................................... 14 Appendix 3: Health and Safety induction form................................................................. 15 Appendix 4: Team member induction checklist................................................................ 16


Purpose of this guide This guide has been created to help you understand what team member induction means, why it is important, and offer practical support and advice in inducting your teams successfully.

If you read nothing else Below are some key activities and points to remember when performing team member inductions; • A team member’s induction should start from day one This should include setting expectations, introducing the team member to their team and the workplace and also informing them of Company policy and processes. • Ensure the new team member completes the electronic ‘OnBoard’ portal induction The online portal will give your new starter vital information into the Company vision and core values as well as providing them with an understanding of the Company’s policies and procedures. • Put yourself in their shoes Try and imagine what it would feel like to start work in a new role or Company – what would you want to know? What questions would you ask? Give the new starter as much support and guidance as possible to make their integration as smooth as possible.

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• Do not assume Your new team member may appear and behave confidently and demonstrate all the required attributes for the role that they perform, but do not assume that they will feel integrated into the business and job role within a couple of days. A good induction can last weeks or even months. • Keep it fair and accommodate Remember that your new team member may need suitable adjustments making to the induction if, for example, they are disabled or do not speak English as a first language. In order that they receive a thorough informative induction, amendments to the usual induction may need to be considered. If the new team member works part time, do not perform the induction on a day or at a time when the individual would not normally be working. • Do not overload the new team member with too much information The more information you provide to the team member the more likely it is that they will forget it. Give them supporting information to read in their own time. •As leader, take responsibility for the induction of your team member You will want the best out of the team member and by taking responsibility for the process, you will be able to ensure they receive the information you want.


The purpose of induction A well-planned induction to the organisation, department, job and team is essential if a new team member is to become productive and effective as early as possible. While induction is usually viewed as a process to welcome newly recruited people into the business, it can also be effective where team members are transferred to a different part of the Company. In these instances it can help facilitate team member integration into a different working environment. Inductions can also be a useful tool to reintegrate a team member who is returning to work following other forms of extended absence such as maternity leave or sickness. The content of the induction can be adjusted to suit the individual team member’s needs.

The importance of carrying out an induction programme As leaders, you should make sure that each new team member’s induction programme starts from day one, using the tools we have available such as ‘OnBoard’ the online induction, with the learning process continuing over the following weeks and months. A well-planned induction programme will lay the foundations for a positive working relationship that can be built on over time. If induction is left to chance, it is likely that a new team member will end up ill informed about, and poorly trained in, the organisation’s policies, procedures, rules and practices. The likelihood of the team member leaving within the first few months of employment will also increase. “If induction is left to chance, it is likely that a new team member will end up ill informed about, and poorly trained in, the organisation’s policies, procedures, rules and practices”

The benefits of induction We want our team members to work hard and be loyal to the organisation. This commitment will be enhanced further if our team member’s introduction to the organisation is a positive experience. Other benefits of effective induction include the following: • The induction process allows us to promote the corporate image in a positive light. • Team members who gain an understanding of the “big picture” from the induction process are more likely to appreciate how their role fits into it, therefore more likely to be able to perform their role effectively. • Effective induction helps your team members to become competent in their role, to feel secure and comfortable in it, and to experience increased job satisfaction. • An effective induction programme results in team members being more likely to remain with the organisation.

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The programme content The content of an induction programme will vary depending on any specialist areas involved in the job, and the new team member’s level of responsibility; job duties; previous work experience and individual training needs. This should not however be a one off event.

Timescale Detail to take the team member through You must action all the points on the New Starter checklist (Appendix 1) The specific business objectives that they will be helping achieve.

Within Week 1

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Within Week 1 - 2

End of Month 1

The structure of the organisation – the different departments, their functions and how they interact with one another. The functions of the department in which the team member will work and his or her team members’ roles. This should include a tour of the business or department in which the new starter will work and introductions to their fellow team members. Please remember that new team members will not know their way around the workplace at first. The purpose and key responsibilities of the new person’s job, and where it fits into the department as a whole. The standards of performance that will be required in the role. The processes or systems used in their particular job role such as PDSN, Showroom or Pinnacle. The new team member should be given all appropriate documentation for reference purposes i.e. key processes relevant to their role. This will allow the team member to take in the relevant details at his or her own pace. The career and development opportunities potentially open to the team member in the longer term. The Company policies, procedures and rules, including its health and safety procedures, and disciplinary and grievance procedures Information specific to the work environment, for example the telephone system, filing systems, and rules on email and internet use. Team member should be given an opportunity to complete the online induction programme ‘OnBoard’ which can be found on Arthur. This has some fantastic content - please see the section “What is OnBoard and who is Arthur?” Hold a review with the new starter to discuss their progress so far, give feedback and their strengths, answer any questions that they may have, identify areas of good performance and areas requiring further coaching and development.

“Remember that the induction of a team member links closely to the activities and process of probationary period. Please refer to the Leaders Guide to Probationary Period in conjunction with this guide for how to proceed after month 1”


As leaders, you should pay particular attention to the basic things that a new team member will need to know immediately. Examples include • Any facilities for lunch, snacks, tea, coffee and soft drinks • Whether or not there is an outside smoking shelter, and, if there is, where it is • What breaks are allowed and when they may be taken • Where the toilets are located • How to use the telephone, and whether or not personal phone calls are permitted To assist you, please refer to Appendix 2 which will give you a list of questions to help prompt you on the information that your new team member will want to know during the induction. Top tip It may be helpful for the leader to nominate a “buddy” who could, for example, accompany the new team member to lunch on his or her first day, and be the first point of contact in respect of any questions that he or she has during the first few weeks of employment.

Doing the induction Dos & Don’ts Do take responsibility for each new team member’s induction. Do ensure that induction begins on day one of employment. Do make time for the new team member. Do make the new team member aware of your expectations for their performance, attitude and behaviour Do recognise that starting a new job is stressful and the new team member will need reassurance and support. Do encourage the new team member to ask questions. Do pay particular attention to his or her specific needs where the new team member has a disability. Don’t forget to cover the “big picture” as part of the induction process, as well as the duties of the job and other immediate matters such as processes particular to the job i.e. Sales Process. Don’t assume that the new team member will feel comfortable in his or her new role after only a day or so. Don’t overload the new team member with too much information at once. Don’t overlook the needs of part-timers, who should be given access to all elements of the induction programme in the same way as full-timers.

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What is ‘OnBoard’ and who is Arthur? If you haven’t heard of Arthur then you are missing out on a real treat. Arthur is the HR Learning and Information Gateway which has a wealth of HR related guidance, support and functionality on. It contains our online induction called ‘OnBoard’ which we will be inviting all of your new starters to complete.

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Welcome ‘OnBoard’ We want our new people to feel like they have joined something special and that we value them joining our business. The ‘OnBoard’ process will be controlled by the HR team at Head Office, but will involve your new starter being sent an invite letter to log into Arthur and complete the ‘OnBoard’ induction process as part of their induction into your business. Remember though that this does not replace the responsibilities you have as their leader to introduce them to the business processes, team members and expectations. ‘OnBoard’ will compliment this by giving your new starter an introduction into the greater picture of the Company that they have chosen to join.


How can you get access to Arthur and ‘OnBoard’? Please see below for some of the information your team member will see:

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It is important that as a leader you understand what information is being shared with your new starter, so if you haven’t had a chance to visit Arthur and would like to go through the ‘OnBoard’ content yourself, please feel free to follow the steps below so we can get you on our information highway. 1.

Go onto the Intranet

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2.

Click on the Quick Link “ARTHUR – HR Gateway”


3.

Click on the “Request Login” once in Arthur

4.

Simply complete the information and we will be in touch with your own username and password

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Involvement in the induction process The induction programme is likely to involve input from a number of different leaders as well as the new team member’s team. As leader, you should take overall responsibility for ensuring that the induction programme is completed and that others contribute their input as and when the programme dictates. Departments and leaders that might be involved in the process include: • The team member’s immediate leader/ supervisor (most likely you) - to provide information about the job, how it fits into the section, and the roles of other team members in the section. • The reporting leader (if different from you ) or Dealer Principal/ Senior leader - to give the team member an insight into how the section in which he or she works sits within the overall department, and the functions of the department as a whole.

Record keeping Following completion of the induction, you will need to complete the Team Member Induction Checklist and retain this for your records in the team member’s personnel file (refer to Appendix 4). This will include information such as when the Health and Safety Induction form was completed (please refer to Appendix 3 for the Health and Safety Induction Form).

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Equality of opportunity in induction When carrying out induction, it is vital for you as a leader to make sure that no team member is placed at a disadvantage on account of a disability or his or her sex, race, religion or belief, sexual orientation or age. Be flexible in the way in which induction is carried out if this is necessary to accommodate the needs of a particular team member. This might be the case if the new team member does not speak fluent English, is very young (a school leaver for example), or has a disability. You should make sure that: • Any new team member with a limited understanding of spoken or written English is given special coaching or additional training, or is provided with the information in another format (for example in his or her native language); • Sufficient resources are made available to facilitate the thorough introduction of all new team members into the organisation (use of intranet and access to online induction programme).


The duty to make reasonable adjustments for team members with disabilities As an employer, we are under a duty to make reasonable adjustments to any provision, criterion or practice that we apply to our team members, and to any physical feature of our business premises, to accommodate the needs of disabled team members. This is to help such team members overcome any disadvantage that their disability would otherwise cause them. The overall question of whether or not a new team member with a disability requires any adjustments should be discussed at interview and appropriate arrangements put in place. Guidance can further be sought from your Divisional HR Business Partner or AskHR at head office on 01623 725079 if you are unsure as to what or how we need to make such arrangements. Remember however, that there may be specific adjustments that would help the team member during the induction programme. The starting point is to ensure that the methods used during the induction programme, for example the forms of communication used, do not exclude the disabled team member. Examples of reasonable adjustments in induction include: •Making special arrangements for a team member who uses a wheelchair to learn about different parts of the organisation if he or she is physically unable to access all parts of the building. • If the team member has limited mobility, arranging for individuals to visit his or her place of work to carry out various parts of the induction programme, rather than requiring the team member to visit their place of work (if the induction usually takes place at a different location). • Considering fire safety in relation to a team member who uses a wheelchair or who has a mobility impairment, to ensure that others are trained to help him or her in the event of an evacuation of the building. • Modifying instructions and reference materials, for example providing them in Braille for someone with a visual impairment (you can discuss Health and Safety formats with the Health and Safety department at Head Office). • Providing additional support during the induction period where a team member has learning difficulties.

Part-timers Part-timers must be afforded the same opportunity to undergo a full induction programme as their fulltime counterparts. Induction training should be structured to take place at times convenient to part-time team members.

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Appendix 1: new starter checklist Team Member Name Commencement Date

File

Item

1

New team member welcome pack checklist complete.

2

Personnel file set up to include the Company standard personnel file contents page

This form would have been issued to your new starter by the AskHR team, along with their contract of employment. Section C provides a list of steps which the leader should undertake with the new starter on their first day of employment

Note – the items in bold are the minimum legal requirements that must exist

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3

The name of 2 referees is included on the new starter personal details form

4

References applied for (if applicable)

5

References received from AskHR (if applicable).

6

Copy of professional/ qualification certificates received (if applicable)

7

Health and Safety Induction Form completed

8

Attendance record set up

9

Log on for computer set up

10

Email and Internet (if applicable) set up

11

Telephone extension number allocated

12

Telephone directory updated

13

Intranet updated with new team member details

14

Telephone training completed – record on training record

15

Induction booked – record on training record

16

Team talks booked (if applicable) – record on training record

17

Leaders induction day booked (if applicable) – record on training record

18

Security badge form completed and issued (if applicable)

19

Team member advised of Business Continuity Plan (if applicable)

Maximum 6 months after commencement of employment

Reference

Date When Completed


Appendix 2: example questions 1. Who is the immediate leader/ supervisor of the team member? 2. Who does the team member refer to in the absence of their supervisor? 3. With whom will they work? 4. What does their team do? 5. What does the team member actually do as part of their role? 6. Where does the team member work? 7. Are there car parking/transport problems? 8. How is clocking on/off managed (if applicable)? 9. Where does the team member wash, lunch, find coffee, tea, toilets, etc? 10. Is there a notice-board and if so where? 11. How does the team member use the telephone and what restrictions are there? 12. How does the team member gain access to e-mail and the internet, and what rules and restrictions are there on the use of these facilities? 13. What security arrangements exist for:

• The Workplace?

• Documents?

• Equipment?

• Cash And Valuables?

14. Is overtime required and will it be paid for? 15. What is the team member’s holiday entitlement? When can the team member start taking holiday? 16. Who should the team member contact if absent through sickness or other cause? 17. Are there any requirements for dress? 18. Have any reasonable adjustments that I need because of a disability been made? 19. What are the arrangements for training, formal and informal? 20. What should be done in the case of fire? (eg the alarm system, fire exits) 21. How does the team member get medical attention? 22. How does the team member report an accident? 23. Where is the first aid box located?

Subsequently 1. How is the department organised and where does the team member’s job fit in? 2. Can the team member meet relevant people in other departments? 3. What are the main priorities in the job? 4. What are the limits of the team member’s responsibilities?

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Appendix 3: health and safety induction form Team Member Name Commencement Date Training Given By Section 1 -FIRE

Team/Franchise

Areas to Cover:

Signed by Team Member

Date Of Training Position

Explanation of fire signs Escape Routes Fire Exits (Fire Call Points) Weekly fire alarm test Location of fire extinguishers In the event of fire procedure Assembly point Fire wardens Thumbscrews on fire doors

Section 2 -GENERAL Areas to Cover:

Signed by Team Member

Location of first aid boxes

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First aiders Accident book Eating areas Toilets Location of Health & Safety manual Health & Safety noticeboard Health & Safety at work poster

Section 3 -WORKSTATION (this should be demonstrated by your team leader) Areas to Cover:

Signed by Team Member

Demonstration of adjustable chair Explanation of display screen adjustments

Section 4 -Risk Assessments (these are held by your team leader) I have read and understood the Risk Assessment

Signed by Team Member

Please hand this completed form to your team leader for placing in your personnel file.


Appendix 4: team member induction checklist Team member induction checklist Name of team member: Name of team leader: Date employment commenced:

Content of induction Training given (please specify)

16 State the policies that the team member has been informed of (i.e. email):


Insert all processes and systems the team member has been shown (i.e showroom, pinnacle, PDSN and Including dates)

17 Tour of the workplace (Y/N and dates): Introduction to fellow team members (Y/N) Health and safety induction form completed (date) (retain copy in personnel) Completion of the new starter checklist (Y/N) Completion date of induction: Date team member completed online induction programme: Team leader (sign and date): Please retain this form in the Team Member’s personnel file.


My Notes

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