7 Things You Must Do to Properly Induct New Staff

After you’ve spent a lot of time, effort and other resources on recruitment, got the best candidate to accept the job offer and sign the employment contract, you want to make sure that you properly induct your new employee into your business so that he or she can contribute to your company’s success as quickly as possible. Proper induction also allows both you and the new staff member to clarify your obligations as an employer, as well as your expectations of all your workers. Here are seven things you must do to help your new hire get off on a great start and want to continue growing with your business.

1. Get all relevant details and put them in their employee file.
This is a basic requirement, but easy to overlook. Make sure your new employee’s secure file (whether paper-based, digital or uploaded in your HR Software System) includes details such as their home and mailing addresses, contact numbers, birthdate and two emergency contacts.

2. Provide them with a copy of the Fair Work Information Statement.
It is your obligation as an employer to give the Fair Work Information Statement to all new employees as soon as possible after they start their employment with your company.

3. Make sure they have a copy of their position description, and that they understand and agree with what’s in it.
The position description (PD) is a formal document summarising a specific job’s functions. It must accurately state the actual duties, responsibilities and requirements of the job, as it is an essential tool that enables you, your manager and employee to clarify the role and its reporting lines. Ensure the PD is clear and easy to understand, and that it includes appropriate and relevant Key Performance Indictors and Key Result Areas that will set what you expect from your employee. The PD also allows you, your manager and staff to identify areas of strength and professional development opportunities.

4. Explain the performance management process that’s in place in your business.
Your new staff member must understand the performance management process as well as other processes in your business. Clarify whom they should approach or what avenues they can take should they encounter any difficulties or issues. Discuss your expectations of their role as per their position description, set the benchmark of what you want them to achieve and be clear about the performance level that will leave you dissatisfied so that there would be no surprises during their probation period.

5. Have them read your company policies – and get them to sign to indicate that they understand each of your policies.
Company policies and procedures help employees understand what you expect from them, demonstrate that your business operates efficiently and professionally, and minimise any risk that may arise from disputes. Get your new employee to read and understand all of your company policies and procedures, and sign off on each of them to indicate their understanding and agreement. Include your policies and procedures in your employee induction manual, if you have one, and have a policies and procedures manual that all employees can easily access. With the changes to the workplace bullying laws that came into effect on 1 January 2014, it is also a good time to check whether your grievance procedure is clearly in line with your company policies.

6. Give them a tour of your business premises.
Show them around your site, offices and/or store, taking care to include any OH&S or WHS concerns, the location of fire extinguishers, emergency exits and the designated evacuation meeting place. Also, let them know who your emergency and/or fire safety officers are.

7. Prepare a training and development plan for their first four weeks, eight weeks, three months and six months in your business.
Demonstrate that you and your company are well organised and prepared by developing an induction and training plan for your new employee to help him or her celebrate milestones in your team and identify any areas of further development. Check in with them regularly to see how they are doing, conduct one-on-one discussions and review your training and development plan with them. Praise them for their efforts and help them with any challenges they might face, and you should soon have a successful employee who is well on the way to becoming a future leader in your business.

If you require assistance in recruiting or inducting the best staff members for your business, contact our HR Team on 1300 4 ADVICE or info@keyba.com.au.