This is an extract from our full guide ‘Inducting Employees’
Starting a new job can be a very daunting experience. The new starter is likely to feel under pressure to make a good impression and to fit in quickly. By having a carefully thought out and well executed induction process you can ensure the professional relationship is started off on the right foot.
Recruitment Genius has put together a checklist to ensure you don’t miss any important steps. If followed, you will be well on your way to a successful and productive relationship with your new employee.
Before the first day
Write an agenda for the employee’s first week on the job. Schedule training and times for the new hire to meet with staff members.
Involve other staff members; give colleagues the new employee’s CV and job description. Advise them to share a description of their own position, how their roles interact and how they may work together in the future.
Select a buddy for the new hire as an immediate resource for any questions or advice they may need.
Organise a workspace for the new joiner ensuring it is stocked up with office essentials.
Set up their answer phone and email accounts before they arrive.
Organise their desk with the company’s new employee handbook, organisational chart and IT policies.
Organise forms and all relevant administrative forms that the new hire will need to complete within their first week.
First Day Checklist
Greet the person at the door. Leaving the new joiner waiting around to be greeted will not only leave them with a bad impression but it is also likely to make them more nervous.
Be upbeat when you greet them. Be friendly and reiterate how glad you are to have them join.
Show them to their workspace and encourage them to personalise their space if they wish. Their workstation should have an IT information pack with their computer login and password. Ensure they know where to find stationery and what the policy is on locking desk drawers.
Health and Safety: Go through all the health and safety items such as emergency exits and fire procedures early on in the day.
Encourage other employees to introduce themselves to take the pressure off the new joiner.
Tell them the basics: Give them an overview of where to find the bathroom, kitchen, printer and so on.
Show them how to use basic things such as the telephone, emails, photocopier and where to save files.
Give them an information pack to refer to if they are unsure of anything. This pack should include company information, personal use of phones/emails, names of senior staff and their roles etc.
Explain their role and provide reassurance if they seem nervous. Answer any questions they may have.
Give an overview of the company such as the history, values, visions, strategy, growth targets, customers and competitors.
Map out their first week: spend some time going through the plan for the first week with them and answer any questions they may have.
Introduce them to their buddy: make good introductions to their allocated buddy explaining they will be their main point of contact for the first few weeks. Encourage the buddy to initiate friendly conversation to help put the new joiner at ease.
Organise their pass: If the building requires a security pass to get in, ensure you provide the new joiner with one on their first day.
Check in: Make sure you do this throughout the day. Ask questions, see if everything is going well and check they have everything they need.
Organise a second point of contact: In case there is risk of you becoming very busy during the week, make sure there is a second person the new joiner can speak to. Organise this with the selected colleague and make good introductions with them.
Remind the new joiner when they are due to training: In the first couple of weeks it is likely that the new joiner will have to attend some trainings/meetings. Remind them when they are due to attend and accompany them to the location to ensure they don’t get lost.
Complete forms: Ensure all HR housekeeping is done within first couple of days. Take a photocopy of their passport (or other proof of eligibility to work in the UK), request their P45/P46, confirm personal details and their National Insurance number. Provide contact details for HR and payroll in case they have any problems.
Explain the department structure: Explain who’s who within the department and direct the person to the organisation chart (which should already be on their desk). Clarify the department’s objectives and how these fit in with the bigger picture.
Go through the timesheet system: Ensure the person knows where to obtain the timesheet, how to fill it in and submit it. Explain when they should submit the timesheet and what to put if they take holiday. Ensure they also know who to send it to.
Explain training policies: Allocate time to explain what training they will receive. Ensure you inform them of who to contact if they wish to discuss their training.
Explain appraisal policies: Make sure the new joiner understands how the appraisal system works. Inform them of when their first appraisal should take place, what factors are taken into consideration and why appraisals are used at the firm.
Offer some IT training: If needed, you should provide IT training in their first week so they can get used to the company’s IT systems. The training should cover basics such as how to use the email software, where to find company specific templates and where the save files.
Explain the firm’s confidentiality policies: It’s important that the new joiner fully understands the firm’s privacy and confidentiality rules. Ensure the consequences of a breach of confidence are explained.
Explain the firm’s policy on flexible working: Inform the new joiner of their start and finish time and whether there is any flexibility. You should also inform them on how long to take for lunch and whether or not there is overtime. If the firm has a specific flexible working policy document, make sure you provide them with a copy.
Guide them through the firm’s intranet site – if your company has an intranet site, ensure that within the first week the new joiner can find and use it.
By completing this checklist you can ensure the employee’s first day is a pleasant experience that will get him or her excited about their new job.