Introduction to the organization

1. Introduction to the organization 1. The aim of induction 2. Why is induction important? 3. Induction arrangements Case study. The Buddy System Introduction to the organisation

2. Learning outcomes To be successful in this field, you should be able to • understand the importance of orientation of a new employee in the organization • evaluate the effectiveness of different techniques of induction • develop the main stages in the induction process Introduction to the organisation

3. “Recruiting and selecting high-potential employees goes not guarantee they’ll perform effectively.” • “People who don’t know what to do or how to do it can’t perform effectively even if they want to.” ( Gary Dessler) Introduction to the organisation

4. Induction The process of • receiving, • welcoming the new employees and • giving them the basic information they need to start work quickly and happily. Introduction to the organisation

5. Induction Four aims: • to smooth the preliminary stages; • to establish quickly a favourable attitude to the company; • to obtain effective output from the new employees in the shortest possible time; • to reduce the likelihood of the employee leaving quickly. Introduction to the organisation

6. Why is induction important? 1. Reducing the cost and inconvenience of early leavers “…employees are far more likely to resign during their first months after joining the organization.” (Fowler) Example Basic data: • Number of employees in the payroll : 100 • Number of leavers during the year: 15 • Average salary: € 12,500 • Cost of recruitment, induction, etc : 50% of annual salary Task: • Calculate the percentage of the total costs for the leavers to the total payroll Introduction to the organisation

7. Basic data: • Number of employees in the payroll : 100 • Number of leavers during the year: 15 • Average salary: € 12,500 • Cost of recruitment, induction, etc : 50% of annual salary Task: • Calculate the percentage of the total costs for the leavers to the total payroll Solution: • Cost of recruitment, induction, etc : 12,500 / 2= € 6250 • Cost for 15 leavers : 6250 * 15 = € 93,750 • Total payroll : 100 * 12,500 = € 1,250,000 • The percentage of the total costs for the leavers to the total payroll: • 93,750 *100% = 7.5% • 1,250,000 Introduction to the organisation

8. Why is induction important? 2.Increasing commitment A committed employee is one who wants to stay with the organization and prepared to work hard on behalf of it. • Clarifying the psychological contact The psychological contact consists of unwritten beliefs and assumptions about how employees are expected to behave and what responses they can expect from their employer. Introduction to the organisation

9. Why is induction important? 4. Accelerating progress up the learning curve “New employees will take time to reach the required level of performance. The length of learning curve and rates of learning vary, but it is important to provide for it to take place in a planned and systematic manner from the first day to maximize individual contributions as quickly as possible.” (M. Armstrong) 5. Socialization • The social aspects of work – relationships with colleagues – are very important for many people. Introduction to the organisation

10. Induction arrangements • reception • documentation • initial briefing • introduction to the workplace • formal induction courses • formal and informal training activities Introduction to the organisation

11. Documentation The employee handbook • brief description of the company • basic conditions of employment • pay-scales • sickness • leave of absence • company rules • disciplinary procedure • capability procedures • grievance procedure • promotion procedure • education and training facilities • health and safety arrangements …………. Introduction to the organisation

12. The Buddy System The buddy system is a procedure in which two people, the buddies, operate together as a single unit so that they are able to monitor and help each other. ( Wikipedia) Alternative terms include "sponsor" or "peer advisor."   A buddy is someone who can answer the new employee's questions about the work environment and the workplace culture in a positive and encouraging way.  Introduction to the organisation

13. Preferred Qualities of a Buddy • Has volunteered to be a buddy and will be available to the employee • Can be given the time to be accessible to the employee • Holds a job similar to that of the new employee (i.e. peer) • Possesses a full understanding of the work environment (minimum length of service of six months or a year) • Has a good performance record • Enjoys working for the agency/department/work unit • Is proud of the organization and enjoys his/her job • Is well regarded by peers • Has good communication and interpersonal skills • Has patience and is empathetic • Is trustworthy • Exhibits a positive attitude • Possesses a strong sense of confidentiality Introduction to the organisation

14. TheRole of a Buddy • Providing as much clear and concise information as possible to help the new employees feel comfortable in their work environment  • Being a resource on work rules, workplace culture and norms, and unwritten policies and procedures. • Helping socialize the new employees with peers, joining them for lunch, etc. • Identifying resources in the workplace • Providing a tour of the workplace if the supervisor has not already done so • Being available to answer questions • Reporting any serious issues/concerns to HR or manager/supervisor • Referring to appropriate resource • Instilling a sense of belonging Introduction to the organisation

15. Tips for Buddies • You don't need to be an “expert.” Your personal work experience is important to new employees. • It takes time to develop a relationship. Don't try to cover everything right away. Growth occurs over time. • Don't try to force a relationship.  Follow the lead of the new employee if he is receptive to being mentored by you. • Accept that a new employee has his own perspective and work style that may be different than yours.  Don't try to turn a new employee into your clone or best friend.   • Try to be an active listener. • Keep a good attitude and stay in a teaching spirit. Introduction to the organisation

16. Commonwealth of Massachusetts Human Resources Division Suggested Onboarding Checklist for New Employees Pre-Arrival • Schedule HR/Payroll meeting • Send offer/welcome letter • Assemble agency orientation packet • Prepare employee work area • Arrange telephone and computer access  • Select employee 'buddy” • Make “welcome call” to new employee • Plan employee's initial work assignment Introduction to the organisation

17. Suggested Onboarding Checklist for New Employees • Day 1 • Send email announcement to unit/dept. • Provide orientation schedule to new hire • Provide bldg./agency tour • Key personnel introductions • Introduction to “buddy” • Review time/attendance requirements incl. lunch, breaks & absence call-in • Review evacuation plan • Provide office supplies if necessary • Explain transportation/parking options • Explain telephone/voicemail/email systems and policies • Explain mail/fax/copier procedures Introduction to the organisation

18. Suggested Onboarding Checklist for New Employees • Week 1 • I-9 paperwork completed by 3rd day • Ensure direct dep./tax w/h forms returned • Add new hire to email system, email distribution lists & telephone directories • Schedule weekly buddy meetings • Explain pay schedule/timesheet policies • Arrange security ID and parking (if any) • Explain after-hours bldg. access • Explain agency's emergency policy regarding essential/non-essential staff • Define first job assignment and performance expectations • Schedule req. training i.e. PC/telephone Introduction to the organisation

19. Suggested Onboarding Checklist for New Employees Week 2 • Ensure all outstanding GIC forms returned to HR within 10 days of hire • Ensure all other outstanding HR forms completed and returned to HR • Take new employee to lunch • Continue regular meetings with supervisor and buddy Week 3 • Solicit feedback from new employee re:  orientation process and job expectations • Continue regular meetings with supervisor and buddy Week 4 • Hold planning stage for EPRS/ACES & establish performance goals • Continue regular meetings with supervisor and buddy Introduction to the organisation

20. Suggested Onboarding Checklist for New Employees Months 1 and 2 • Continue regular meetings with supervisor and buddy Month 3 • Schedule Employee Call Back Meeting to provide opportunity for new employee to ask questions, raise concerns, etc. Introduction to the organisation

21. Summary • Without basic information on organization rules and policies, new employee may make time-consuming and even dangerous errors. • Recruitment costs, induction costs, costs of extra supervision and error correction may be considerable. Introduction to the organisation

22. Summary (cont.) • The first step in achieving commitment is to present the organization as one that is worth working for. • The general fears of a new employee may be reduced by ensuring the first contacts in a new organization are friendly and helpful. Introduction to the organisation

23. Summary (cont.) • The use of a buddy can supplement the team of managers, supervisors, and colleagues who work towards a common goal: ensuring that newemployees feel welcome and have the resources to find any answers they need.  Introduction to the organisation

24. Case study Read the case “The Buddy System” http://www.winningworkplaces.org/library/success/the_buddy_system.php Task. Evaluate the firm’s corporate buddy system from the position of • a new employee • a direct supervisor • an outside buddy Introduction to the organisation