Employee Induction, Orientation & Socialization

Orientation (Induction)

• Sometimes this proverb is stated: A journey of a thousand miles begins with a single step.

• And taking that first step of the journey is the simplest one but, at the same time, often can be the most challenging, often fearful.

• It can be a step into the unknown

Orientation (Induction).

• We must all know that after a candidate joins the firm, the first step he or she goes through is the firm’s orientation/induction program.

• Orientation or Induction is the first important step in the process of human resource management.

• It involves familiarization of the newly appointed employees to the work environment of the organization as well as to the fellow employees.

Orientation (Induction).

• Induction is a socializing process by which the organization seeks to make an individual its agent for the achievement of its objectives.

• The new employees should be oriented to the organization and to its policies, rules and regulations.

Objectives ..Induction serves the following purposes: .

A. Removes fears

• A newcomer steps into an organization as a stranger. • He is new to the people, workplace and work environment. • He is not very sure about what he is supposed to do. • Induction helps a new employee overcome such fears and

perform better on the job. • It assists him in knowing more about: – The job, its content, policies, rules and regulations. – The people with whom he is supposed to interact. .

Objectives ..Induction serves the following purposes:

.

B. Creates a good impression:

Another purpose of induction is to make the newcomer feel at home and develop a sense of pride in the organization. Induction helps him to: – Adjust and adapt to new demands of the job. – Get along with people. – Get off to a good start.

• Through induction, a new recruit is able to see more clearly as to what he is supposed to do, how good the colleagues are, how important is the job, etc. He can pose questions and seek clarifications on issues relating to his job. Induction is a positive step, in the sense; it leaves a good impression about the company and the people working there in the minds of new recruits. They begin to take pride in their work and are more committed to their jobs.

Objectives ..Induction serves the following purposes:

.

C. Act as a valuable source of information:

• Induction serves as a valuable source of information to new recruits.

• It classifies many things through employee manuals/handbook. Informal discussions with colleagues may also clear the fog surrounding certain issues.

• The basic purpose of induction is to communicate specific job requirements to the employee, put him at ease and make him feel confident about his abilities.

Induction or Orientation Program Is designed to achieve the following objectives : -

• To build up the new employee's confidence in the organization and in himself so that he may become an efficient employee.

•To develop among the newcomers a feeling of loyalty towards the organization.

•To foster a close and cordial relationship among the employees.

•To ensure that the new employees do not form a false impression and negative attitude towards the organization or the job.

•To give the employees the necessary information like facilities, rules etc about the organization.

Steps In Induction Program

The HR department may initiate the following steps while organizing the induction program:

Welcome to the organization Explain about the company. Show the location, department where the new recruit will work. Give the company's manual to the new recruit. Provide details about various work groups and the extent of

unionism within the company. Give details about pay, benefits, holidays, leave, etc. Emphasize

the importance of attendance or punctuality. Explain about future training opportunities and career prospects. Clarify doubts, by encouraging the employee to come out with

questions. Take the employee on a guided tour of buildings, facilities, etc.

Hand him over to his supervisor.

Content : The areas covered in the employee induction program may be stated as follows :

Induction Program: Topics

1. Organizational issues o History of company o Names and titles of key executives. o Employees' title and department. o Layout of physical facilities o Probationary period o Products/services offered o Overview of production process o Company policy and rules o Disciplinary procedures o Safety steps o Employees' handbook

2. Employee benefits o Pay scales, pay days o Vacations, holidays o Rest pauses o Training Avenues o Counseling o Insurance, medical, recreation, retirement benefit

Content : The areas covered in the employee induction program may be stated as follows : (cont..)

3. Introductions o To supervisors o To co-workers o To trainers o To employee counselor

4. Job duties

o Job location o Job tasks o Job safety needs o Overview of jobs o Job objectives o Relationship with other jobs

Source: Keith Davis, Human Resources, pg 257.

There are some other innovative methods that can be tried

Have a walkabout arranged, showing the facilities, cabins, exits, washrooms, cafeteria, library, while introducing them to people along the way!

Add another badge to their employee-card which may read "I am new, so were you! So please help me" or "I am willing to learn, Are you willing to teach" or "I have joined here to help our organization grow" or " I am the newest member of the family“

you can take the badge from them after 1 month

There are some other innovative methods that can be tried (cont..)

Have a corporate video made and presented, that contains the job that you do, welcome note from the board and the heads, testimonials by employees etc!! This has a really good impact since many times the management may not be available!

Have bouquets organized for them, which shows appreciation!

The Induction and orientation training programs benefits are explained below:A. Benefits to the company:• It creates a positive perception of the organization and an

understanding of the corporate culture, values, vision, mission and goals.

• It can set a precedent for ongoing training, by showing the employee that the organization is serious about developing his skills to perform his job competently.

• It can also helps in motivating the existing employees who are included in the process.

• A good induction program can also help in cutting down recruitment costs as new staff is more likely to give longer term commitment to the organization.

• Can benefit from the insights, objectivity and fresh ideas of a new employee. A new employee can also give insights onto how the company is perceived externally.

The Induction and orientation training programs benefits are explained below:

B) Benefits to employees:

• Feel welcomed and comfortable (building relationships) • It confirms the employee's decision to join the

organization. • It helps to build self-esteem, morale and motivation. • It establishes good communication and relationship

between the employee and his supervisor from the first day.

• Makes the employee familiar with the corporate environment, rules, systems and regulations.

The orientation program should not be very lengthy and it need not necessarily be given on the same day when the employees join the organization. It may be given formally after some time. Also, in case of small firms, the induction program is likely to be more informal and of short duration. While, in big organizations, it is more of the formal types and of longer duration which may extend up to two to four weeks.

Organizational Socialization

• Socialization is a process through which a new recruit begins to understand and accept the values, norms and beliefs held by others in the organization.

• HR department representatives help new recruits to internalize the way things are done in the organization".

• Orientation helps the newcomers to interact freely with employees working at various levels and learn behaviors that are acceptable.

• Through such formal and informal interaction and discussion, newcomers begin to understand how the department/ company is run, who holds power and who does not, who is politically active within the department, how to behave in the company, what is expected of them, etc.

• In short, if the new recruits wish to survive and prosper in their new work home, they must soon come to 'know the ropes'.

In short….• Organizational socialization is the

process through which organizational culture is perpetuated, by which newcomers learn the appropriate roles and behaviors to become effective and participating members

Food for thought:

Is there any difference between Induction and Socialisation or can they

be used interchangeably?

Employee Induction Program: Three Examples

• Example 1 : Aptech: • The company takes its new entrants through a structured

induction-training program. The one-day Program includes a briefing on the company's market position,

• The business it is in, its functioning style, its organizational structure and its HR policies. The entrants are also familiarized

• with what others do before being deputed to their own departments. A six-month behavioral training is also offered in team building, self-development, customer-sensitivity etc. Finally, the recruits are put through an appraisal process to gauge fitment and progress.

Employee Induction Program: Three Examples

• Example 2 : Maruti Udyog: • The company customizes its initiation programs to

suit the profile of the new recruit. • For engineers, the program is offered in four parts:

(1) familiarize with various functions and meet division heads

• (ii) work on shop floor • (iii) work at various other departments • (iv) work finally in departments for about 2 months,

where they will eventually work.

Employee Induction Program: Three Examples

• Example 3 : Standard Chartered Bank: • The management trainees are picked up from premium B-

schools and undergo introduction training for about 6 months.

• During this period, the trainees see me in the various divisions of the bank to get a holistic view of the bank's operations, and get a chance to meet each of the bank's business heads.

• A two-day session dedicated to team building is also conducted thereafter.

• After taking charge of the job, the new recruits have to attend a review session about the job itself.

Let us try to understand the process of orientation better by going step by step through the following orientation program being followed in

“Toyota Motor Manufacturing, USA”

Orientation (it is called "assimilation") at Toyota Motor Manufacturing, USA is a case in point. While it covers traditional topics such as company benefits, it's mostly intended to socialize new employees, that is, to convert Toyota's new employees to the firm's ideology of quality, teamwork, personal development, open communication, and mutual respect. It lasts four days, as follows:

• Day One - The first day begins at 6:30 a.m. with an overview of the program, a welcome to the company, and a discussion of the firm's organization structure and human resource department by the firm's vice president for human resources. The vice president devotes about an hour and a half to discussing Toyota history and culture, and about two hours to employee benefits. Another two hours are then spent discussing Toyota's policies about the importance of quality and teamwork.

• Day Two - The second day starts with about two hours devoted to "communication training-the Toyota Motor Manufacturing way of listening." Here the importance of mutual respect, teamwork, and open communication is emphasized. The rest of the day is then devoted to general orientation issues. These include safety, environmental affairs, the Toyota production system, and the firm's library.

• Day Three - This day also begins with two-and-a-half to three hours devoted to communication training, in this case "making requests and giving feedback." The rest of the day is spent covering matters such as Toyota's problem-solving methods, quality assurance, hazard communications, and safety.

• Day Four -. Teamwork is stressed in the morning session. Topics include teamwork training, Toyota's suggestion system, and the Toyota Team Member Activities Association. This session also covers what work teams are responsible for and how to work together as a team. The afternoon specifically covers fire prevention and fire extinguishers training.

• Day Three - This day also begins with two-and-a-half to three hours devoted to communication training, in this case "making requests and giving feedback." The rest of the day is spent covering matters such as Toyota's problem-solving methods, quality assurance, hazard communications, and safety.

• Day Four -. Teamwork is stressed in the morning session. Topics include teamwork training, Toyota's suggestion system, and the Toyota Team Member Activities Association. This session also covers what work teams are responsible for and how to work together as a team. The afternoon specifically covers fire prevention and fire extinguishers training.

• Employees thus complete the four-day orientation/assimilation/socialization process having been steeped in-and it is hoped converted to-- Toyota's ideology, in particular its mission of quality and its values of teamwork, kaizen/continuous improvement, and problem solving. That is a big step toward winning new employees' commitment to Toyota and its goals and values.

• Day Three - This day also begins with two-and-a-half to three hours devoted to communication training, in this case "making requests and giving feedback." The rest of the day is spent covering matters such as Toyota's problem-solving methods, quality assurance, hazard communications, and safety.

• Day Four -. Teamwork is stressed in the morning session. Topics include teamwork training, Toyota's suggestion system, and the Toyota Team Member Activities Association. This session also covers what work teams are responsible for and how to work together as a team. The afternoon specifically covers fire prevention and fire extinguishers training.

• Employees thus complete the four-day orientation/assimilation/socialization process having been steeped in-and it is hoped converted to-- Toyota's ideology, in particular its mission of quality and its values of teamwork, kaizen/continuous improvement, and problem solving. That is a big step toward winning new employees' commitment to Toyota and its goals and values.

Summary

• After a candidate is selected for employment, he is placed on the job. Initially, the placement may be on probation, the period of which may range from six months to two years. After successful completion of the probation period, the candidate may be offered permanent employment.

• Now we know why after the initial placement of the candidate on the job, his induction is necessary. Induction is a technique by which a new employee is rehabilitated into the changed surroundings and introduced to the purposes, policies and practices of the organization, employee's job and working conditions, salary, perks, etc. In other words, it is the process of introducing the employee to the organization and vice versa.

Activity• Form groups of 2-3• Assuming the role of HR design an induction

program for a group of 20 new trainee software engineers joining your organization

• Take into consideration all the minor details

TRY TO INTRODUCE SOME NEW INNOVATIVE IDEAS INTO YOUR PROGRAM