hr assignment-induction group joseph, gloria, rachel and sitembiso

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Employee Induction And

rientation

SUBMITTED BY: Sithembiso Khumalo, Joseph Kanyi,

Gloria Bennin and Rachel Coyne

SUBMITTED TO: George Finnegan

5/7/2013



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Introduction

When organisation or companies get a suitable candidate after recruitment or an interview to

fulfil a vacancy within the organisation, that candidate or new employee will pass through

different programs before being admitted or given responsibilities for her or his new position.

This will let the new employee to know exactly what the organisation is expecting from him

and what he can expect to get from the organisation in return, and this is called induction or

orientation.

Induction:

The induction is a beginning of the new career journey for the selected suitable candidate

from the moment he crosses the door steps of the new organisation, the employee will meet a

personnel or someone in charge to show him the basic things about the organisation. At this

stage he can take the tour of the premises, familiarise with the fire exit doors, the assemble

point in case of accident or fire and he will also be introduced to other members of theorganisation and told how each individual relates to others.

Induction training is very important for new employees, it helps ensure that new employees

are retained and swiftly settled in productively. Induction training is about basics the new

employee takes for granted, but which are very vital. For example, to know what the shifts

are, where the notice board is , how holiday and sick leave days are paid and at how much,

the dress code, health and safety rules and fire and safety training. The new recruits also get

a clear outline and explanation of what the organisation dreams and vision are, what the

company intends to do to achieve those dreams and its strategic plans. The method of

operations is clearly explained, time scales and expectations of task completion are set.

Induction training officers also give a clear foundation and expectation terms of what the

organisation hopes to give or is giving back to the society( social cooperate responsibility) ,

what it considers wrong or right, (its ethics) and all other factors that contribute to a

responsible organisation

The way the induction training is given to the new employee gives him the first impression of

the trainer and organisation as a whole. Therefore the way of delivering the induction is very

important because the employee can then base on this whether to take the job offer or not.

Therefore the training should be delivered in professional manner.

Through the induction training process, the new employee gets the opportunity to mix and

know other members of the organisation. This is achieved by giving personal introduction of

other staff to the new recruit. Therefore well-planned induction training accelerates the

employee’s abilities to work cooperatively and have a good rapport with other workers.

Improper induction can create a disadvantage in terms of employee efficiency. The employee

may end up feeling confused and lost after the induction process and may shun away from

asking for clarifications. This will lead to an errors by the employee which will eventually

affect the company’s’ productivity and reputation.



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Preparation:

When preparing for induction all members of the human resources team should play an equal

role in developing induction training methods or techniques.

All the compensations and benefit to be offered to the employee should be agreed on. The presentation on matters such as work place safety, recruitment, promotion and selection

should be involved in the orientation program by the human resources department.

This planning can be a disadvantage to the company because its time consuming but it gives a

perfect result. Scheduling for induction can cause a problem to the employer if that particular

department is short staff. Managers may require the new employee to commence their duties

and responsibilities before they finish the induction training. Group induction can be done but

they also give problem in coordinating and presenting the training to different individuals

with different skills and learning capabilities.

It can be difficult for human resources department to find a suitable location to carry out the

induction training. It is advisable for the management to find a place where the recruit will

not be distracted by any other on-going activities.

Online induction helps to offer self-service training, maximise resources and technology and

reduces time spent by trainers on the process. This time can be used productively for other

activity in the company. The disadvantage with online induction to the new employee is that

it excludes one to one interaction between the employee, employer and co- workers. It is also

difficult for employees who are computer illiterate to undergo the training.

On the other hand we will look at the orientation which is similar and inseparable from the

induction.

The orientation focuses more on the simulation of the new employee, in other words, it will

put the new employee in the heart of the organisation, for example, the new employee is

shown exactly what to do in the organisation, whom to report to, the organisation policies,

sickness report, wages and salaries, and the social and health benefit to be expected from the

organisation.

By giving this type of information the employee’s anxiety is reduced and makes him

comfortable in the new territory. This will help to boost his commitment and confidence in

the job.

The orientation process will further more be followed by a proper training to show the new

recruit the appropriate steps to be followed and the rules and regulation of the company.

The advantage of the orientation process gives the employee a sense of being welcome in the

company and clearly gives a clear picture of his roles and responsibilities.



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It will also build that connection on a long term basis between the new employee and his/her

co- workers. The new employee will undergo different stages of orientation and all the guide

line, rules and policies to be adhered to.

A handbook about code of conduct expected of the employee is often given at this stage. This

hand book also clearly state the law and legislation of the job and the employee has to sign

and agree to the terms and conditions stated.

Trough out the company’s progress it is vital for the management to visit the company’s

mission and values from time to time with the employees. This will help in always reminding

the employees of why they are there and what expected from them. This orientation process

also gives the employee the opportunity to know what the employer has to offer in terms of

fair employments and equality in the work place.

Orientation programs have advantages and loopholes at the same time in that most employers

rely on this initial orientation which is given to employees only at the start of their employment. In this way they employees lack information on the changes that take place in

the company. To avoid this employer should keep constant communication with their

employees and keep them updated on any development. Also it should be noted that the

orientation process should not be given only to new recruits but also to the existing members

of the organisation.

The same as the induction process orientation should be carried out on a proper environment

to allow workers and new recruit to assimilate the new ideas and training which shall be

given to them without any disruption or interruption.

An orientation roster or schedule can be difficult to set especially if employers need staff to

cover a busy period. The orientation is then done in haste and this result in inadequate

training. The employer may allocate more resources to profit generating activities and forego

the orientation process. This may result in a reduced human resource output due to lack of

knowledge and employees not knowing what exactly are expected of them.

Management can also assign an inappropriate person to do the training and orientation. If this

trainer does not have the abilities and the knowledge of what they are talking about then the

new recruit is bound to be miss informed and miss trained.

Orientation need to be specific and clear. Each part of the training should be presented by a

person who is experienced and competent in that department. If just one trainer is assigned to

train employees in all areas then some important information may be missed.

During orientation with managers and trainers trying to get the work done quickly, time is a

factor which does not allow them to cover all the orientation material effectively. This result

in more questions which remaining unanswered by the trainer to the new employee.



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The materials and information to be presented to the employee need to be selected carefully

as too much information and materials can decrease the interest of the new employee to the

job.

When giving orientation, the trainer should have skills and intellectual level that suit the

position because if the orientation is elementary, it will cause some trainees to be frustrated

and bored. The most disadvantage of hiring this expertise is the cost to the company.

The quicker the induction and orientation is given the better the relation and rapport between

employees and goals of the company will be easily and effectively accomplished.

The final question to be asked is how much orientation and induction is to be given and how

often. It is hard to separate orientation and induction but orientation seems to be a long term

training process unlike induction which is just a short term.

To the question of saying that these two programmes are a thing of the past and companyshould not carry them out, it still seems vital for these programmes to go on, because without

them the new recruit and existing employees will not know the present and future of the

company and what is expected of them.

It is like someone coming to check in in the hotel and does not find personnel to assist him by

showing him his room and all the facilities of the premises.

If the company wants to have a good image and attract more suitable and competent

candidate it should think about the induction and orientation training because it has been said

that bad news spread more quickly than the good news. Once a new employee was malintroduced and received by it new employer it can create a bad image and give the bad

anticipation of what will follow to the new recruit and this can also result by him/her refusing

the offer.

Conclusion

Induction in an organization is vital for all new employees. It helps them see how things are

done in the work place, they learn about the different policies, rules and regulations of the

organization and it also familiarises the new employee various equipment (if used) in the

organisation. Orientation differs greatly from induction in that, orientation is all much longer

than induction and is also more formal. Induction, on the other hand, is shorter and informal.

Orientation is the actual physical training up of the employee in the organization and prepares

the new employee for the job. However, induction does not always go well. Badly organized

inductions can create problems with line-managers and the new employees. Many line-

managers aren’t happy to release employees weeks or months after they have joined the

organization to take part in their induction programme. Well-structured induction should

begin as soon as the new employee walks into the organization and before they begin their

work. Elements of an induction week can include the importance of communication in the

workplace, a tour of the workplace, fire, health and safety and manual handling training.

Organisers of an induction week can also assign a mentor or a ‘’buddy’’ to help the new



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employee in the first few weeks of working in the organization, where everything can seem

very bewildering and also the new employee can even be a bit apprehensive during these

early few weeks on the job. This is where the mentor aides the new employee in any queries,

questions or doubts about anything and also shows the new employee how to do something

properly. Induction is very useful in an organisation and done correctly, can be of great benefit for both the new employee and the organization. References:

Armstrong, M (2006).Human Resource Management Practise.10th ed.Great Britain.

Cambridge University.

Foot, M (2011).Introducing Resource Management.6th ed.Europe. Printice Hall.

Griffin, / Denisi. (2005) Human Resource Management.2nd ed. Houghton Mifflin

Taylor, S (2002). People Resourcing. 2nd ed. Europe: Chartered Institute of

Development Enterprises Ltd. 115 -120.

Torrington, D etall (1998). Human Resource Management.4th ed. Europe. Printice

Hall.

hr assignment-induction group joseph, gloria, rachel and sitembiso

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