An induction, as defined by the Chartered Institute of Personnel & Development (CIPD) is, “an opportunity for an organisation to welcome their new recruit, help them settle in and ensure they have the knowledge and support they need to perform their role”. It will usually start on the first day. Anything earlier than that is typically classed as onboarding, and the length of an induction will depend on the role and the company.
Every company will induct their staff differently, but if you’re new to the game or you need a little guidance, we’ve put together a HR induction checklist below. But first, let’s look at why an employee induction is important.
Why is induction important?
Effective inductions give a positive, first impression and help the new starter to integrate into the company successfully. They are mutually beneficial for both the new employee and the employer. The more effective the induction is, the more likely the employee will feel supported and part of a positive work culture.
Induction is important to ensure that a company has met its legal obligations. This is in terms of collecting relevant documents from the new recruit, as well as providing information related to health and safety matters.
The induction should give the new employee the opportunity to learn about the organisation, its culture and the values of the company. This will help them to settle in quickly and start being productive.
If there is little or no induction, or it is not completed effectively, then this will be detrimental to the impression the new employee has of the company. This can result in poor staff retention rates and high turnover which can prove costly to a business.
What is a HR induction checklist?
A HR induction checklist is exactly what you would imagine. It is either a physical checklist, a checklist stored in a shared area or in another electronic format. It sets out all the key elements of an induction for a new employee from an HR perspective.
What should be on your HR induction checklist?
Before the new member of the team walks through the door, an HR induction should be planned and it will then progress for a number of weeks, possibly months and typically comes to an end when an employee’s probation period is signed off. What goes on a HR induction checklist will sometimes be determined by the requirements of the role or the type of company, but there are some key elements to cover regardless.
Create an induction plan
As the old saying goes, failing to prepare, is preparing to fail. So don’t let a new starter down or make them feel unwanted by not having a plan in place at the outset.
Get your documents together
Make sure you collect a signed copy of all of the important documents you need. This will include a signed copy of the contract, evidence of right to work in the UK and bank details.
Set up all necessary IT equipment
Ensure that your new starter has all the IT equipment they need, that they can log in and can access all the systems and software that they’ll need for their role. There’s nothing more frustrating than arriving at a new job and not being able to get online and actually start working
Ensure a proper workstation is ready
This may seem blindingly obvious, but make sure you have a desk and chair or workstation set up for your new hire to use and go through a DSE assessment with them.
Give them a tour of your facilities
Give your new starter a guided tour of your workplace. Show them the basics including toilets, fire exits, break room etc. so that they are comfortable with their surroundings.
Introduce your new employee to colleagues
Your new employee will need to meet their key colleagues, so you might want to arrange a mentor to support them. Be mindful that starting a new job can be daunting. Don’t overwhelm them and expect them to remember everyone’s name on the first day!
Don’t overloading the training
It might be easy to bombard a new starter with 9-5 training for their first week, but don’t do this! Drip feed training in through shadowing, practical work and information about policies or a staff handbook. Give the employee a chance to ask questions and to give and receive feedback
Share important company information
It’s good to share information about the company’s mission, vision and values. This allows the new employer to understand the culture of the company and how they can contribute to its success.
Reiterate HR information
New employees will most likely need certain information, so the HR induction should reiterate elements of the contract. This includes information like working hours, pay day, holiday entitlement and employee benefits.
How can HR software help with your HR induction checklist?
Using HR software is a great way to manage your HR induction checklist and our HRX system will assist your business and its new employees. HRX already has an induction checklist saved in its Knowledge Base section which is ready to use. Alternatively, you can use it as a guide to create your own. Either way the checklist can be stored in the employee’s own document section and can be updated as induction progresses. This is a great way for the employee and line manager to see exactly what has already been covered and what’s still outstanding.
HRX’s report feature allows employers to see what documents are missing from an employees record so that reminders can be given during induction. Using HRX also covers off a number of key HR admin processes such as holiday bookings and updating personal information. A new hire can self-serve and this gives a much slicker and more user friendly experience.
Sign up to our free trial today
So if you’re about to welcome a new staff member, why not sign up to a FREE 30 day trial of our HR software and see for yourself just how easy it is to use.
