How to create a “Positive Workplace Culture”: Step 2
How to Create a “Positive Workplace Culture”: Step 2
Onboarding is the process of integrating new employees into an organisation.?Without successful onboarding procedures, companies spend ridiculous amounts of money on employee turnover, loss of productivity, and most importantly help maintain a Positive Organizational Culture!
?What aspects are important when you develop your Onboarding program?
1.??????Develop and use an Induction Checklist
The induction checklist is a very useful way of ensuring that all arrangements and preparations have been taken care of before the employee commences service. Information is imparted to new employees when they are likely to be most receptive. It avoids overloading employees with information during the first weeks whilst ensuring that all areas are covered.?
The list should include arrangements to be made for the employee to visit any relevant departments with which they have regular contact in the course of their duties. At the end of the process, the induction checklist should be signed by the relevant parties and placed in the member of staff's personnel file. Make sure that you follow the checklist in order not to forget anything.?Appoint a dedicated person such as HR or any other to ensure the checklist is followed from the beginning to the end.
2.???Start onboarding before the official start date.
One way to give your new employee a taste of your culture and to ease their first day of work anxiety is to start the onboarding process?before?they actually set foot in the office.
Start with the employment contract and offer letter.?Customize it to make it feel authentic with language that represents your values and gives new hires a taste of what is to come.
Second, allow them to complete paperwork ahead of time. It’s less awkward for them and more efficient for you.
The third part of prepping involves relieving some of their anxiety by answering any questions they may have, such as:
-???????Should I pack my lunch on the first day, or is there a team lunch scheduled?
-???????What time should I arrive at the office?
-???????Where do I park?
-???????Which floor is the office on?
-???????Who should I ask for when I arrive?
-???????What will I be doing on the first day?
-???????Do I need to bring my computer, stationery or anything else?
-???????What should I wear?
-???????Does the office have coffee?
-???????Where do I sit?
-???????Who do I ask if I have questions?
It’s easy to assume that new employees will be able to find the answers to these questions on their own, but you want them to feel welcome and confident on their first day—not socially exhausted, bewildered, or embarrassed. Make it easier on them by eliminating the logistical questions they likely have but may be reluctant to ask.
2.??????A Welcome pack
If you have an onboarding box or a few welcome gifts, think about how to make it reflect your brand and make them feel special at the same time. It doesn’t have to be fancy; it just has to be thoughtful.
3.??????Tools and Equipment
Preparations should be made for the arrival of the new employee well in advance, for example, arrangements should be made to provide desk, equipment, parking, stationery, internet connectivity, etc.?The PC must be set up in advance and be ready with an email address etc.
4.??????Appoint a “Buddy”
In order to ease a new employee’s anxiety is to assign someone to take them around the office and meet people.
Most new employees tend to be concerned primarily with two matters:
a) Whether they can do the job and
b) How they will get on with their new colleagues.
The new employee will want to get to know his/her colleagues and quickly become part of the team.?A “buddy” will show the new employee where everything is and also make him or her feel welcome and help him/her to settle in.
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5.??????Introduce the Employee
Before you introduce the company to the employee, introduce the employee to the company in order for him or her to feel important.
Welcomes can be done in different ways depending on the size and operation of your company i.e.:?
-???????Email to all staff which includes an email
-???????Personal introduction with a standard staff meeting in the same start week
-???????Personal introduction to each employee
Ensure the entire workforce know about the new employee and not only his or her position but how he or she fits into the company and to get to know him or her better by providing a small background of the employee (with his or her permission in case you want to mention some private info like hobbies and interests etc.)
6.??????Introduce the Company
Prudent information that must be shared:
- Access to training and development opportunities
- Employee wellness, health, and support services
- Work from home and flexible work hours
- Team Buildings and year-end functions or any other functions
- Bonuses and Increases
- Reward and Recognition system
- Payroll process, how travel claims work, and when must it be submitted or any deductions submitted or any deductions in order for the employee not to be surprised with the first salary check – this is a big NO NO!
5. The?outlines of your company culture. Let each new employee know what types of behaviors are encouraged or discouraged.
6. Inviting new employees to ask questions about how you formed your mission and what your goals are can help them to form a better understanding of your culture.
7. Most important and strategic company policies and procedures (i.e. Operational SOPs, Leave, Grievance, Training, Recruitment, Social media, Dress code policy, and Disciplinary code and procedure)
8. Company’s organogram and explain how and where the employee fits in the organisation by providing him with his job description or a brief summary of duties.
9. Let the CEO or one of the executives welcome him or her in person in order for the employee to feel important.
10. Your company handbook is the right place to include in-depth explanations and examples of?the company. Always include a broken-down explanation of your company's origin story, vision, and mission. Give each employee a formal copy of your handbook.
11. In the first few months, new employees should be welcomed into regular one-on-one meetings to learn how they are adjusting during their probation period. This creates an opportunity to ensure that each new employee is adapting and?participating in your company culture. Address any issues at this time and decide how well each new employee is settling in and whether or not further training or induction is necessary.
Do not give too much information on the first day. Do not give too little information as they might get the wrong impression
7.??????Lunch
A celebration lunch that includes other team members is a great way to welcome your new hire. A setting that is away from the company office like a local restaurant can be the perfect venue for relaxed conversation that will help everyone get acquainted.
Conclusion:
Monitoring is one of the most important phases of Induction.?The reason is that the employer needs to have feedback from the employees undergoing the process.?
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