Module 4: New Employees

4.1 Preparing for a new employee

The first thing you will need to focus on when it comes to a new employee joining the team is the orientation.

What is orientation?

Orientation is a process which is used extensively in human resources. It involves everything from the initial interview through to the end of the probation period, which can be anything from a couple of weeks to a few months, depending on the company and the type of industry that you work in. The aim of any orientation is to promote a positive impression and to help the employee reinforce their decision and ensure that they are still happy with the choice to join the company moving forward.

There are a few things you can do to help the employee feel more welcome and ensure they know everything they need to know from before they arrive. Start by sending the new employee a welcome letter before they arrive. The letter should provide them with everything they need.

It should include, but not be limited to:

-The date, time, and where to report for duty on their very first day.

-Who they should look for or ask for on arrival.

-Their job description within the company.

-Their position and salary as agreed.

-How long the probation period is.

-A chart outlining their department, so they know who to report to and who reports to them before they even sit down at their desk on the first day.

-Directions to get to their department from the front desk, to save them time and energy.

-Parking arrangements and recommendations.

-Attire requirements and suggestions

Ensure that you make the department aware of the new employee arrival before the date. The department should already know their name and designation, along with their responsibilities before they walk in the door. This will reduce the risk of confusion and ensure the person feels welcomed right from the start. Identify someone within the department, a supervisor or colleague, someone who will be on hand to answer questions, provide advice, and assistance for at least the first week of the new employee's arrival. This person should be responsible for providing the new employee with a tour, introducing them to departments and department heads, and making them feel as welcome as possible for their first few days.

Always ensure their desk or office is cleaned and ready for them and you have ordered essential supplies. Depending on the position, you can ask about the supplies needed at their confirmation interview, so you can have everything in place and ready for them when they walk through the door on their first day. Place the order for business cards and ensure they are ready for that first day. You will also want to put a selection of manuals together from directories to computer manuals, extension lists, and anything else you feel is going to make the transition that bit easier.

Essential training

In some instances, additional and immediate training may be needed, such as how to access a phone line, how to call the switchboard, or even how to access their email, voice mail, or calendar. These days, companies tend to operate online or at least on the computer, and many companies provide access to cloud based services so employees can work from anywhere at any time. Ensure you provide adequate first day training so the new employee has access to their user name, password, and PIN if needed. This way they can immediately access their email and voicemail and start providing the company with their skills without delay.

4.2 Day one

The probationary period should be broken up over days, weeks, and months with different training, assignments, and procedures being followed. The first day is an important one. It is your priority to make the new employee feel welcome and you want to set aside a large piece of your time to introduce them to their department and ensure that they feel comfortable in their new surroundings.

On day one, you should:

-Introduce the new employee to department staff and department heads in other departments. Provide information on parking and obtain an ID if needed to gain access to the company or building.

 -Give them information about the company's policies and procedures, covering things in the employee handbook. Get the employee to both read the manuals and sign that they have read and understood what the manuals entail.

-Discuss the issuing of keys, their work schedule, working hours, breaks, dress code, and attendance requirements. You may also want to cover the importance of punctuality and security. Also ensure the new employee is aware of the company's smoking policy.

-Give the employee a chart of their department and discuss their functions, objectives, and goals within their position.

-Ensure that they understand the function of their department and the members within their department.

-Arrange for the new employee to have a tour of the building and cover the work area, conference area, lounge, restrooms, and vending machines.

-Also ensure the new employee knows where to find the photocopy machine, fax machine, supply room, and bulletin boards.

Work assignments on day one

You don't want to throw a new employee into the deep end on their very first day in the office. The first day is a day for them to identify where they are, who they work with, and how their department works. This should be a useful day which should reduce anxiety and make them feel more welcome and relaxed.

On the first day, they should:

-Set up a password and user name for their email and a greeting and password for their voicemail, if applicable.

-Set up one on one interviews with members within the department.

-Attend a meeting and meet the key people within the company.

-Get to review the files from the previous person in their position.

-Ensure that they know how to operate any equipment and where it is located so that they can complete their job to the highest standard.

-Attend any essential training sessions.

-Meet the owner, CEO, or manager and be given an opportunity to ask questions and review any important information relating to their position and duties.

4.3 First week

The first week is where the new employee starts to settle into their duties and their department. They start feeling comfortable with what is expected of them and start learning their way around the building.

During this week, you may want to conduct a few steps to ensure that they are settling into their routine and position with ease, such as:

-Identify if they require any clarification on anything, from their duties to their department.

-Provide them with a training schedule.

-Discuss their goals and objectives relating to their position or department.

-Speak to them about their strengths and how these relate to their duties.

-Identify if you or they feel any further training is needed during the probation period.

-Review their performance.

-Give them initial jobs to start working on.

-Explain how payroll works.

-Discuss their week so far and any concerns that they may have.

During orientation, you should always present new employees with the company's employee handbook and policies and procedures manual. Ensure that the employee has taken the time to read these and collect their signed form confirming that these have been read and understood.

4.4 First month

The first month is a 'hit and miss' month.

This is the month you can identify if you think you have recruited the right person for the job, but at the same time, you need to bear in mind that the employee is doing the exact same thing. You need to remember a new employee is going to go out of their way during this time to showcase their abilities and skills.

Ensure you give them the time to learn how things are done, the company's procedures, and how things are laid out, as it will differ from their past company, even if the position is very similar.

In the first month, you will want to check on three things:

1. Did the employee get all the training they needed to complete their duties?

2. Have they met your expectations regarding their job description?

3. Ensure you meet at regular intervals to discuss any concerns or issues the employee or the department may be experiencing.

FACT

30% of employers reported talent shortages in 2014, increasing focus on assessment testing and skills-based interviews

Source: hrmorning.com

4.5 New employee checklist

Before the new employee arrives:

-Complete paperwork and place employee on the payroll system.

-Set up an email account and ensure that they will have access to the network.

-Set up their telephone and voicemail and add them to the company extensions list.

-Prepare the office or desk, ensuring it is clean, and provide supplies.

-Ensure department head and team members are aware of the new employee arrival and their position within the department to make them feel welcome when they first arrive.

-Set up an itinerary for the first week.

-Order business cards, if needed.

The first day checklist:

-HR welcomes the new employee as they arrive at the office.

-The new employee is escorted to their desk or office.

-They are introduced to colleagues within their department and their manager or supervisor.

-They are given a tour of the office.

-The itinerary is reviewed for the first week.

-Sit down with HR to complete necessary paperwork.

-Keys, user name, password, and PIN are provided to give full access to offices, computer systems, telephone systems, and network as needed.

-Instructions are given on how to use the phone and how to get through to the switchboard.

-Hours of employment confirmed. Discuss procedures for sick leave, holidays, etc.

-Job description must be discussed along with responsibilities.

-Copies of staff list, extensions list, policies and procedures manual and employee handbook is given to the new employee for their perusal, study and understanding.

In the first week of employment, the checklist should include the following:

-Meet with department heads to discuss goals, missions, and standards within the department.

-Also advise on team work, confidentiality, communications, service, and behaviour.

-Sit down with the manager to discuss goals for the position, performance expectations, probation, and any general procedures important to their performance and work moving forward.

-The new employee should be provided with a plan for their on the job training, meeting dates and times, calendar for their department.

In the first month, the checklist should include:

-Goals are developed and expectations set down.

-Performance appraisals completed.

-Training plan put in place.

-Feedback received from the new employee.

Ongoing checklist:

-Performance appraisals completed regularly.

-New staff member encouraged to take part in departmental activities.

-Regularly update employee on departmental goals, successes, and achievements.

-Ongoing training provided as needed.

4.6 New employee induction

Induction isn't only for the employee; it is a useful resource for the manager who oversees the employee and their HR officer within the company. Induction is designed to help the new employee adjust to their new position and surroundings as quickly as possible in order to achieve the best productivity within the shortest space of time. What the new employee will be doing within the company will determine how long their induction programme is and what it will entail.

The focus of a new employee induction programme is to help them settle into their role, feel comfortable and be able to get to work and start producing without delay.

4.7 Training guidelines

Induction programmes should be completed over a few weeks, if not a few months. In some instances, you may want to spread the induction over the length of the probation period. So a three month probation period will attract a three month induction programme. This reduces the risk of scaring the employee and eliminates any risk of overloading them with too much information and responsibility too soon.

Do not overload

The first rule of thumb when it comes to setting up an induction programme is not to overload the employee. Being over intensive and providing too much information in one go may prove ineffective in the long run.

Identify priorities

You will have to sit down and identify what needs to be relayed to the new employee in their first day or week and what can wait for another day or another week. Identify what is more significant in the first month compared to the second month, and so on. This way you reduce the risk of overloading them with information and spread out the induction into manageable segments that are guaranteed to be effective in the long run.

Relevant information

When it comes to sharing information it is more likely to be understood by the new employee if they understand its relevance and how this information relates to their duties within the company.

Use a number of training techniques

Remember that every new employee is unique and what may work for one employee may not work for another. You will find that some employees will learn quicker if they are given written materials, while others will absorb what they are told. Consider combining these techniques to ensure that every new employee gets the information and training they need at all times.

Get others involved

Training doesn't have to be boring and it doesn't have to be completed in one sitting. You can enlist the assistance of direct supervisors or managers of the new employee, let them learn from their colleagues, and help them to learn while on the job to improve their effectiveness.

4.8 Documentation

It is essential that every new employee is given documentation to provide them with the information they need to help them complete their job to the highest

standard while helping them settle into their role. Of course, the new employee should be presented with a contract of employment either before their first day at work or on their first day. Bear in mind that most employees like to read over the clauses, make sure they are 100 percent happy with everything, and then sign to give them peace of mind before they join the team.

Some of the documentation you may want to provide your staff with includes:

-Employee hand book.

-Health and safety policy.

-Fire safety policy.

-Sick and annual leave arrangements and guidelines.

-Information on any pension fund which may be offered.

-Discipline and grievance procedures and who to contact.

Welcome pack

Putting together a welcome pack you can use for each new employee can save you time and energy while ensuring that every new team member has the information that they need at their fingertips from the minute they walk through that door to start work for the very first time.

Things to include in the welcome pack:

-Organisational structure.

-Map of building, if a large site, factory or industrial building.

-Information regarding parking.

-Their ID tag if needed to gain access to the building.

-Location of the nearest cafeteria, shop and bank.

-Smoking policy.

-Staff list complete with designations and extension numbers.

-Leave arrangements and where to apply.

-Sick leave arrangements, numbers to call, and guidelines.

-Lunch breaks and tea and coffee breaks.

-Location of fire extinguishers and fire meeting point outside.

-Arrangements for working late and access to and from the building.

Other things to include in the pack:

-Responsibilities and duties.

-Who the new employee will report to.

-Procedures manual.

-Training opportunities.

-Ordering of stationery.

4.9 Good practices

Most HR departments will have the basics and they know what is needed when it comes to welcoming a new employee, but this is just information. You need to be able to go beyond the call of duty, making the new employee feel welcome and comfortable, helping them build their confidence in that first day to ensure that the orientation programme you provide is effective.

See orientation as a process

Orientation is not an event, but a process. It takes place over a period of time and is a chance to share valuable information and advice with new employees to help them be equipped to complete their duties. So many employers make the mistake of overloading new employees with information on the first day, which can leave them feeling overwhelmed. The orientation process should be seen as a learning curve and ongoing support that the new employee can rely on to help them settle into their new position with ease and confidence.

Remember this is a process, so you need to plan it accordingly. This means sticking to a careful schedule of information sharing and activities, pacing everything to not overwhelm the new employee, but ensuring they are given the information they need as they need it.

Good impressions can last a lifetime

The experience a new employee has on their very first day can last throughout their time with the company. The first day is a chance to welcome them to the company and to the team, and to make them feel comfortable. Look at the first day from the employee's perspective and ensure you do what you can to make it easy, fun, and interesting. You want to offer positive emotions from the start and keep them inspired to work hard and stay with the company for years to come. Retention should be on your mind from that very first day.

Don't get too caught up in paperwork

Paperwork can be overwhelming for anyone on the first day of a new job. There is the contract, the policies and procedures, the grievance procedures, and so much more which needs to be read and signed. So many HR departments make the mistake of focusing on documentation first and foremost, leaving the new employee stuck at a desk reading paperwork rather than meeting colleagues and getting to know everyone. Spread out the documentation over a few days, maybe allowing the employee to take some home and read it there. Focus on making them feel welcome and part of a team rather than burying them in paperwork on their very first day.

Make induction meaningful

The entire orientation process should be meaningful and be designed to meet the new employee`s needs. Basic information is something you need to provide to each and every new employee that joins the company, but there are some things that will only be needed by some of the employees.

Help new employees build their network

New employees will have to identify who is who in the company, their roles, and also how to interact with everyone within the company on a daily basis. In order to become a valuable member of the team, the employee will need to know who they should be calling when something needs to get done. They will need to know who they must report to. Put time aside for a formal and an informal orientation process to ensure the new employee is given a number of opportunities to engage with colleagues.

Share workplace cultures and informal practices

An orientation process should not only cover the policies and procedures of the company, but also the informal daily operations and culture of the workplace.

Ensure information is accessible

Most HR departments will provide a new employee with a handbook as part of their orientation process. The handbook is a reference and covers everything that is discussed during the new employee`s orientation. This handbook can be a reference and the employee is able to revisit the handbook as and when needed in the event that they need clarification. If you have access to an intranet, then placing schedules, forms, FAQ, and materials on the intranet is an easy way for new employees to gain access to information as and when needed. They can access the information at any time. This can include company policies and procedures, reminders, updates, and more.

Assign mentors from day one

It is common for an employee to have a senior employee as their mentor within the working environment as they settle into their new role. This can be a useful method to make the new employee feel at home by assigning a mentor to each new employee for their first few days. This assigned person can provide them with answers to questions and be available to provide assistance as needed.

In addition to helping the new employee, this is a great way to make other employees feel part of the new employee process. It forces interaction between employees and helps both of them feel comfortable with their roles and their value to the company.

Module summary

This module covered everything you need to know about welcoming a new employee to the company, from preparing for their arrival to creating an effective orientation programme and induction programme. You learned about documentation you should include, how to create a welcome pack, and some good practices to keep in mind throughout the process.