Induction and staff training

1
Induction and staff training

• Orienting and inducting staff to the agency is a
  way of planning to maximize staff performance
• By using an effective induction policy and
  procedure is a way of ensuring that new workers
  are successfully integrated into the workplace
• A new employee represents a considerable
  investment of time and cost for your agency
  therefore a well planned induction program will
  ensure that the new employee contributes as
  quickly as possible

2
Induction Policy and Procedure

• Should include
• Appointment of another employee to support new
  worker
• A folder with
• Organisational Chart
• Job description
• Copy of business/strategic plans
• A list of key external contacts
• Annual report
• Induction timetable with clear priorities
• Times for staff meetings, management meetings and
  any rosters
• Job contract

3
Induction Policy

• Work Hours
• Supervision and staff appraisal, training
  development
• Policies and procedures manual
• Provided desk, chair, phone, computer, diary, etc
• Show how to operate photocopier, computer, fax,
  postage, email, lights, alarm, etc
• Briefed on the administration systems including
  filing system, petty cash, expenses, travel, etc
• Letter of welcome from management

4
Induction Policy continued

• Within the first week the new staff member will
  attend a staff meeting where the agenda will
  include
• A formal welcome
• What each person is responsible for
• What the new person is responsible for
• Challenges facing the organisation the near
  future
• Time for questions by the new staff

5
Responsibilities of Staff Member

• To ask questions about the job and the
  organisation
• To take time to read reports and materials about
  the agency
• To ask for any resources needed for the job
• To learn the office policies and procedures

6
Responsibility of the Executive Officer

• To arrange a Buddy and ensure that they prepare
  the new staff members work space and are ready
  to meet them on arrival
• To prepare the contract of employment for new
  staff
• To tell the new staff in advance working hours
• To convene the meeting for all staff where the
  new staff member will be welcomed
• To check on the new staff member after a few days
  to address any early concerns

7
Staff Training and Development

• Goals of Training
• Main goal is to match the skills, knowledge and
  development activities of staff to the agency
  needs.
• To provide opportunities for staff development
  and encouraging staff to expand their knowledge
  and skills and as a result improve service to its
  clients.

8
Difference between Informal and Formal Training

• Formal Training is a planned, structured activity
  with clear, measurable outcomes linked to the
  goals of the organisation

9
Difference between Informal and Formal Training
continued

• Informal training or on-the-job training as it is
  sometimes called is where people learn by doing
  the job.
• The distinction between formal and informal
  training is important in relation to the Training
  Guarantee legislation which only recognises
  formal structured training.
• On the job training can be recognised under
  traineeships and Apprenticeships

10
Benefits of training

• Make the organisation more productive and
  successful
• Motivate employees
• Provide employees with additional skills
• Help in the induction process for new employees
• Provide opportunities for promotion and
  developing an employee with the agency so that
  they dont feel they have to leave to get new
  employment opportunities
• Increase customer service
• Help meet occupational health and safety

11
What are the alternatives to training?

• For performance and safety problems that are not
  due to the a lack of knowledge or due to
  inappropriate attitudes training may not be
  enough
• Other alternatives may include
• Counselling
• Movement of staff
• Salary review
• Recruitment or more skilled staff
• New equipment
• Job redesign
• Employee relations audit or an occupational
  health and safety audit

12
How do I know if Training is Needed?

• Shortage of skills or people
• Undue internal friction
• Inadequate numbers of promotable employees
• Unsatisfactory production records
• Excessive number of grievances
• Unsatisfactory safety record
• Poor punctuality and attendance record
• Increase in union activity
• High labour turnover

13
How can I tell if training is cost effective?

• You can work out the cost effectiveness of a
  proposed training program following the following
  steps
• Define your objective or problem you are trying
  to address
• Put dollar values on the benefit to be gained
  from resolving problem
• Design which of the following options are
  feasible
• In-house training
• External training
• No action
• Outside consultants
• Recruitment
• New equipment
• Job restructure
• 4. Compare costs of feasible options
• 5. rank the options on the basis their likelihood
  of success
• 6. Decide on best option overall

14
How do I identify training needs?

• This is where you identify the important areas of
  your agency and decide whether you and your staff
  have the skills knowledge and attitudes to meet
  the needs of the organisation
• By the end of the needs assessment you should be
  able to answer the following questions
• What are the skills needed to run the
  organisation?
• What skills do you and the present staff have?
• Are those skills current or out of date?
• Are the skills already available in the agency?
• Are certain employees not being used in areas
  where they would be most suited?
• Are the skills shortage in certain areas?