Everything you need to know about induction in human resource management. Induction means introduction of a new employee to the job and the organization.
It is the process of receiving and welcoming an employee when he first joins a company and giving him the basic information he needs to settle down quickly and happily and start work.
It is a welcoming process to make him feel at home and generate in him a feeling of belongingness to the organization. In the process of induction the new comer is explained his duties and responsibilities, company rules, policies and regulations so as to make him familiar to the organization.
The prime aim of an induction session is to guarantee a successful integration of the employees and the management.
Research has also shown that a well-planned induction programme increases staff retention. It is important for the new employees to get a proper idea of the organization’s values and objectives, and the job they are required to do.
Induction is the biggest event of the organizational life of a new employee. It is beneficial to both, employee as well as organization.
But many organizations treat it as a formality and, therefore, take it lightly and not in its true perspective. Such organizations cannot create favourable image in the minds of new recruits and to that extent, their effectiveness is affected adversely.
Learn about:- 1. What do You Mean by Induction? 2. Characteristics of Induction 3. Objectives 4. Need 5. HRM’s and CEO’s Role in Induction 6. Induction Program.
Induction in HRM: Meaning, Characteristics, Objectives, Need, Role and Program
- What do you Mean by Induction?
- Characteristics of Induction
- Objectives of Induction
- Need for Induction
- HRM’s and CEO’s Role in Induction
- Induction Program
Induction in HRM – What do You Mean by Induction?
When a new employee reports to duty, he will be new to the organization and to its policies, rules and existing employees also. New employee will be a stranger to the work, place and to the entire environment. Unless he is familiar to the organization, he cannot work with confidence and pleasure. Therefore, there is a necessity of introduction of an employee to the organization which is technically called Induction.
Induction means introduction of a new employee to the job and the organization. It is the process of receiving and welcoming an employee when he first joins a company and giving him the basic information he needs to settle down quickly and happily and start work. It is a welcoming process to make him feel at home and generate in him a feeling of belongingness to the organization. In the process of induction the new comer is explained his duties and responsibilities, company rules, policies and regulations so as to make him familiar to the organization.
Induction covers the following:
History- The organization’s traditions, customs, myths, background of founders and the present members in the top management.
Company Coals- Coals of the organization with rules, values or principles directing the organization.
Language- Jargons, slangs, and technical terms unique to the organization.
Politics- Ways and means to gain formal and informal information about jobs and relationships/power structures in the organization.
People- Nuances in initiating and maintaining relationships with peers.
Performance Proficiency- Effectiveness in acquiring and using knowledge, skills and abilities needed for the job.
In addition to the above, induction includes communication of HRM policies such as work hours, pay procedures, overtime requirements/company benefits, and duties and responsibilities of new members; In large organization the members are shown the various physical facilities available. Important aspect is introduction of the new employee to his supervisor and co-workers.
Induction is taken care of by the employee’s supervisor/manager or the HRM personnel. Sometimes computer-based programmes are used.
Induction in HRM – 8 Important Characteristics
The important characteristics of induction are:
(i) Encouraging employees to ask questions.
(ii) Including information on both technical and social aspects of the job.
(iii) Making the new employee’s manager responsible for the orientation.
(iv) Avoiding embarrassment to the new members.
(v) Arranging formal and informal interaction with managers and peers.
(vi) Providing relocation assistance such as house hunting, information about the local society, and etc.
(vii) Giving information about the company’s products, services and customers.
(viii) Familiarizing adequately with the culture of the organization such as how work is done, what matters in the organization, which work- related behaviours are acceptable or unacceptable and etc.
Induction in HRM – 6 Main Objectives of Induction
The main object of induction is to make the new employee feel at home and develop a sense of pride in the organization and commitment to the job.
The following are the some of the other important objectives:
(i) To help the new employee to develop a close and cordial relation with the existing employees.
(ii) To give the new employee necessary information such as – location of the different building, company rules, leave rules, rest periods etc.
(iii) To help the new employee overcome his natural shyness and nervousness in meeting the new people in the organization.
(iv) To develop a sense of belongingness and loyalty among new employees.
(v) To help the employees know the different facilities and opportunities available in the organization.
(vi) To help the new employees to minimize the “reality shock” that they may undergo after reporting to duty.
Induction in HRM – Need for Induction
As companies work hard to recruit the right candidate for their organization, it is equally important for them to carry out a well-planned and organized induction session for the new recruits. Proper training sessions can make these recruits invaluable assets to the organization.
The induction programme is an ideal occasion for the managers to influence the candidates positively, in order to extract the best possible outcome from them. An induction process is also conducted for the benefit of the experienced employees, who have been either transferred or promoted.
The prime aim of an induction session is to guarantee a successful integration of the employees and the management. Research has also shown that a well-planned induction programme increases staff retention. It is important for the new employees to get a proper idea of the organization’s values and objectives, and the job they are required to do. Induction helps in reducing the time period required for these functions.
The reasons for induction, therefore, are fairly simple and straightforward:
i. Employees have the right to a proper orientation to any new job position. Fowler (1983) stated that, new employees need to have realistic expectations of their jobs.
ii. They need to be helped to fit rapidly into the organization and into the working group.
iii. They need to know clearly what is expected of them- the standards and style of the work they are to perform.
iv. They need to understand their organization’s rules and regulations.
v. They must know who’s who at work, and who can make decisions about which issues.
vi. They should be helped to develop their aptitudes and talents.
vii. They need to feel that their employer has a respect for them as individuals, as potentially resourceful humans rather than as a mechanistic human resource.
Once the objectives of induction are clear, it is wise to plan the content and duration of sessions carried out during the induction programme in order to get the best from the employees.
Induction in HRM – HRM’s and CEO’s Role in Induction
1. HRM’s Role in Induction:
(i) Induction function can be performed by HRM, line management or a combination of the two.
(ii) In spite of preference for a combination strategy, HRM plays a major role in new-employee induction.
(iii) HRM ensures that appropriate components are in place.
(iv) Moreover, HRM also serves as a participant in the program.
(v) As it is appropriate that offer letters should come from HRM, orientation must be coordinated by HRM.
(vi) When job offers are accepted, HRM should instruct the new employee when to report.
(vii) Before the new employee formally reports himself/herself for duty, HRM must be prepared to handle some of the routine needs, particularly well-prepared answers to the long list of questions about the benefits the company offers.
(viii) Some organizations are proactive and prepare a package focusing on important decisions the new employee is expected to take such as choice of health insurance, banks for direct deposit of pay packs, tax deduction information etc.
(ix) HRM must spend some time addressing what assistance it can offer to the new employee in future.
(x) In addition to providing an array of services such as career guidance, employee training etc., the HRM should let the new employees know what else HRM can do suppose many HRM services are outsourced.
2. CEO’s Role in Induction:
In the earlier days, CEOs never bothered to take part in the induction programmes. Consequent to the advice given by the management consultants many top managers started making themselves visible in their organizations, meeting and greeting employees and listening to employee concerns.
(i) Having the CEO present from day one, and addressing new employees, helps allay the fears about the new job/organization.
(ii) The CEO’s first responsibility is to welcome new employees and talk to them about the good job choice they made. It is similar to cheerleading pep rally.
(iii) The CEO is in a position to inspire new employees by talking about what it is like to work for the organization.
(iv) The CEO can discuss what really matters in the company i.e. an indoctrination to the organization’s culture.
(v) When a CEO is present in the induction programme, the organization shows that it truly cares for its employees.
Induction in HRM – Induction Program: Objective, Contents, Importance, Evaluation, Making Induction Programme Effective
Induction is the activity of introducing employees to the organization and its policies, procedures and rules. In a formal orientation/induction program, employee is provided with all the information about company’s history, current position, its leave rules, its benefit programs to which he will also be a part.
In some organizations induction takes a week, whereas, in others it may take a day or two. Informal interactions are also held where the top executives give some guidance to new recruits about their career growth. New recruits are given films, CDs, handbooks etc. to know the organization well before they start the work.
The major purpose or objective of induction program is:
(a) To make employee well informed with the rules, regulations, procedures and policies etc. of the company.
(b) To build confidence in employees by telling them about job content, people with whom they have to work, terms and conditions of employment and names of superiors who can be contacted in times of any problem. This will enhance the impression of the company in the minds of newcomers. They will adapt themselves to the demands of the new job and will be more committed to their job.
A formal induction programme may be arranged from a day to a fortnight depending upon a number of employees to be inducted, size of the organization, nature of the business etc. Induction or orientation programme may be arranged in different way like tour of the plant or office, lecture or talk on the history or background of the organization, distribution of company hand book or manual, use of film slides or group seminar etc.
Generally a formal orientation or induction programme should provide the following information:
i. Company history and its products and operation.
ii. Organization structure of the company.
iii. Policies, rules and regulations.
iv. Location of the department and daily work routine.
v. Facilities available and safety measures provided.
vi. Terms and conditions of service.
vii. Payment of salaries and wages, working hours, overtime, holidays etc.
viii. Rules regarding disciplines.
ix. Opportunities for training, promotion, transfer etc.
x. Grievance procedures and suggestion schemes.
Induction or orientation programme offers the following advantages:
(i) Helps to develop close and cordial relation – Induction helps new employees to develop close and cordial relation with present employees.
(ii) Helps to get necessary information – Programme helps to get necessary information about location of plant, company rules and regulations, leave rules, rest periods etc.
(iii) Helps to overcome natural shyness – It helps employees to overcome their natural shyness and nervousness in meeting people working in the organization.
(iv) Helps to know different facilities – It helps to know the different facilities offered and opportunities available in the organization.
(v) Helps to build confidence – It helps employees to build confidence and enables them to be efficient and sincere.
(vi) Enables employees to develop team spirit – It helps employees to develop a sense of belongingness and team spirit among themselves.
(vii) Provides opportunities to express difficulties – It provides employees an opportunity to express their difficulty and problem relating to work and helps them to avoid their fear and misconception about their company.
(viii) Helps to maintain good communication – Proper communication can be maintained between workers and management through induction programme.
Evaluation of Induction Programme:
1. There must be an annual review to find out if the objectives of the induction programme are achieved and to identify future improvements.
2. To improve induction there must be candid, comprehensive feedback from everyone involved in the programme. Feedback is induction are received through many ways- in-depth interviews with randomly day one well forming selected employees and supervisors, questionnaires for coverage of all the new employees and round table discussions with the new employees after their first year.
Points to Ponder in Induction:
(i) As first impression must be the best impression, day one is crucial. It must be managed well because employees remember it for years.
(ii) The impressions formed during the first 60-90 days on a job are lasting reasonable.
(iii) New employees are interested in learning about the organization as a whole and how they fit into it.
(iv) Employees are given major responsibility for their own induction through guided self-learning with direction and support.
(v) Overloading of information is to be avoided; information are to be induction provided in reasonable amounts.
(vi) It must be recognized that community, social and family adjustments for improvement are critical aspects of induction productivity and that it is.
(vii) The immediate supervisors are made responsible for the success of induction process.
(viii) Thorough induction is a ‘must’ for improvement of productivity.
(ix) Induction is a vital part of the total management system.
Making Induction Programme Effective:
Induction is the biggest event of the organizational life of a new employee. It is beneficial to both, employee as well as organization. But many organizations treat it as a formality and, therefore, take it lightly and not in its true perspective. Such organizations cannot create favourable image in the minds of new recruits and to that extent, their effectiveness is affected adversely.
In order to make an orientation programme effective, there are following prerequisites:
1. Involvement of Top Management:
Top management involvement is a pre-requisite for the success of any human resource management function. However, it has specific relevance for orientation programme because of two factors. First, involvement of top management in orientation process sends a right signal about the importance that the organization attaches to its human capital. Second, involvement of top management in orientation programme is quite significant from the point of view of the new recruits.
A new recruit might be more impressed by shaking hands with his chief executive than the beautiful folders he receives during orientation. These folders carry information but shaking of hands carries attitudes, and for human beings, attitudes are more important than information which they can collect otherwise.
2. Preparation for New Employees:
No new employee feels himself a part of the organization unless he is fully inducted into it. The induction programme must focus on this and there must be proper preparation before the employees come to the organization. There must be someone to receive them and make them comfortable before the orientation programme begins.
It becomes quite embarrassing for a new recruit if someone asks him, “Who are you?” “Oh!, I did not realize that you were coming to work today.”
Such impersonalization does not create an atmosphere of initial acceptance and trust. Before a new recruit becomes a part of the organization, he is a guest and deserves the treatment which is accorded to a guest.
The present employees with whom the new recruit is likely to work must also be informed about the arrival of the new recruit; they must be convinced about the need for the new recruits. This is essential specially when the new entrants are likely to erode the position and status enjoyed by the existing employees.
3. Determination of Information Need of the New Employees:
What the new employees should know at the time of orientation must be worked out in advance. While determining the information need to new employees, two factors must be evaluated. First, the new employees should be provided all such information which is of their immediate relevance.
Second, there should not be information overload at the time of orientation as the employees go on learning something throughout their organizational life.
4. Planning the Presentation of Information:
It should be planned before the commencement of the orientation programme that ‘who will provide what information’. There should be linkage in providing such information at various stages of the orientation with a view that all necessary information is provided and there is no unnecessary duplication of the information.
HR department should be given the responsibility for providing information about organizational issues, HR policies and rules, employee benefits, etc. Line supervisors should present information related to the job such as work-flow processes, work rules, and other aspects of job performance.
5. Concluding Session:
Towards the end of the induction programme, a concluding session should be organized; many companies call it special anxiety reduction session. The main objective of the session should be to identify whether the newcomers have understood all that was intended. They should be encouraged to raise queries about those aspects which are not clear to them and attempt should be made to clear the ambiguities. The session should be organized in a friendly way and not in the threatening way.