How to Onboard a New Employee

You should make sure that every new hire has a positive first impression of your workplace. So, it's important to plan an induction process that will help them settle in quickly. And tells them everything they need to know before starting.

Whether it's introducing them to new business practices, or collecting bank details, a good induction process is a valuable asset. Without it, you could face high levels of employee turnover, low employee engagement and damage to business reputation.

In this guide, we'll look at what an induction process is, why they're important and what to include in them.

What is an employee induction process?

An induction is the process of introducing new employees to your working environment. It's a chance for a new hire to meet their colleagues - and learn more about your company's history and culture.

It's also a chance for you to go over any specifics about the job description and identify necessary training needs.

Why is the induction process important?

An effective induction programme is beneficial for both you and your new hire. When new employees receive an effective induction, they're more likely to have a positive perception of your company.

If a job induction is done well, a new hire will be able to adjust to the company culture quickly. This can ease their transition and help them begin their role. It also shows new employees that your team have effective communication techniques.

Who is responsible for inducting a new employee?

Employee inductions are often a collaborative effort. The person managing the process will often depend on the specific needs of the new hire.

For example, if you have recruited a new junior member of the team, you may decide to have HR manage the process. This way they'll be able to answer specific questions about a new starter’s employment and contract.

However, if an employee is returning from parental or maternity leave, you could have their line manager handle this. This is because the employee already has an insight into the company policies and culture. However, they may need a refresher on working practices and the day-to-day responsibilities of their role.

What is an induction checklist?

An employee induction checklist helps you ensure that you cover every aspect of a formal induction course. It's a way for your staff to manage the process easily and efficiently.

They make sure that the induction programme is uniform across your company. So you know that every new starter is getting the information they need.

What are the benefits of an effective induction process?

A streamlined induction process has several benefits for both you and your new starter. It's important to look at it as more than just a tick-box exercise. When the whole process is managed effectively it can have great benefits for your organisational culture.

Let's explore these in more detail.

Saves time

Hiring can be a costly and time-consuming process. But when a new starter joins, having a clear induction process in place can save managers time..

Having a step-by-step induction checklist can help managers cover everything they need to do quickly and efficiently. This also ensures that new employees have a positive experience when joining your business.

Improves employer brand

A crucial part of an employee induction program is sharing your organisation's values. It’s also an opportunity to present your employer brand.

This isn't a solo effort. But when done correctly, your induction programme can have a positive effect on your new employee's engagement levels.

Can improve staff turnover

Recruitment can be hard, which is why employers need to develop their talent management skills. Every employer wants to improve their staff turnover levels. But businesses are less likely to retain top talent with an ineffective process in place.

Long-time employees will have great insight into how your business works. So it's important to keep your staff happy from their first day of employment.

Improves employee engagement

When an employee is engaged in their workplace they're more likely to go above and beyond what is expected of them. A lot of things can contribute towards engagement levels, but feeling supported in the workplace can boost this.

A good employee induction plan can help new employees feel supported, meaning they are more confident in their abilities. This can boost productivity levels and create a more positive workplace culture.

What should you include in an employee induction?

The exact steps needed in your induction process will differ slightly depending on your company and specific industry. While some companies choose to create more formal presentations, others prefer a more relaxed induction process.

Let's explore what you should include in your induction checklist.

Pre-employment communications

A good induction process begins before your new hire even enters the building. Reaching out to them before their start date - and giving them an overview of their first few weeks - can help them get quickly settled into the new role.

You can also give them the chance to ask any questions about their first day, such as start time and dress code. This can simplify the onboarding process as you’ve already covered some of the more basic issues.

Meet colleagues

Good team relations are a crucial part of any business. So it's important to introduce new starters to key contacts in their team. This can help create strong working relationships within the first few weeks of employment.

By doing so, a new hire may be more comfortable during group discussions. This means that they're more confident in sharing their ideas.

Make sure you consider key contacts from outside your department. As good cross-functional relationships can improve teamwork, productivity and company culture.

Conduct a workplace tour

Your new recruit will need to know the layout of your workplace. From the kitchen to the first aid box, a thorough tour of their new job can help them adapt to their new environment.

Helping a new hire settle in quickly is mutually beneficial. When you welcome new recruits into your workplace, you might see higher levels of employee satisfaction and productivity.

Cover health and safety information

As part of your organisational orientation, you need to inform new employees about health and safety procedures. This includes information about fire exits and other key aspects of safety. Such as first aid training and safety protocols.

If your workplace is relatively low risk, a simple written statement about safety requirements should suffice. However, high-risk workplaces may want to provide a more in-depth written statement about safety requirements.

Get relevant documents in place

All new starters need to have received and signed a written statement of employment. This is usually given in the form of an employment contract. And should be given on their very first day in the role.

You will also need to check and retain copies of proof of their right to work in the UK. This is usually done with a passport or other legal documents. A new employee will also need to provide their bank account details and P45 for payroll.

Cover company policies

A good induction programme can help your new employee get to grips with your company policies. You can do this by providing new starters with an employee handbook. This can be either a physical or online copy.

Your handbook should cover all your company's policies and procedures such as dress code, probation period and induction policy. You will also need to cover any legal requirements they will need to follow such as data protection and emergency procedures.

Explain key responsibilities

New team members need to understand their role early in the induction process. In the first week, you should outline what you expect from the new starter. And detail their main responsibilities.

You should also make them aware of who their line manager is and how you structure your organisation. This information can help them understand how their role fits within the wider team.

Knowing where they fit within the business can help them adapt to your organisation's culture. And encourage new recruits to work harder and excel in their new roles.

Identify training needs

The recruitment process will give you a good idea of a candidate's skills and abilities. But, during their induction process, you should identify any gaps in their knowledge.

By doing so you can arrange further training for new recruits. This can help them improve their abilities and become a positive asset to your business.

Arrange follow-up meetings

A new employee will often need more regular feedback about their work compared to some of your more long-term members. This information can determine whether they are on the right track and address any issues.

Arranging regular one-to-one discussions in their first few weeks can also contribute to a positive company culture. Whilst ensuring employees remain motivated and engaged as they begin working with you.

Get advice on the induction processes from Peninsula

As an employer, you want to make sure that all your staff get the support they need when joining your business. If not, they could struggle to adapt - and might look elsewhere for employment.

A good induction process ensures that staff get the support they need. This can lead to better retention rates, higher levels of engagement and increased company loyalty.

Peninsula offers you expert 24/7 HR advice and support, to help your HR department manage new employees. As well as providing further advice on their employment rights. Contact us today on 0800 0282 420.