It can be incredibly overwhelming for new employees to begin employment in a completely new workplace, whether it’s their first job after graduation or their tenth. 

It is in the employer’s best interest to facilitate the employee’s transition into the workplace as smoothly as possible and this is best done through an induction process. 

An induction program is designed to provide employees with all the information necessary to excel in their new position. 

A successful induction should help an employee feel at home and fully supported and should outline the expectations of their role.

What should be provided?

An employer should ensure that they supply their employee with the following:

• a welcome note
• an employment contract and job description
• employee details forms (including a tax file declaration form, details about superannuation and personal details such as emergency contacts)
• a Fair Work Information Statement
• a Casual Employment or Fixed Term Contract Information Statement (if applicable)
• information about HR and work health and safety policies and procedures
• any tools or equipment required to perform their duties.

What should take place?

To be most effective, an induction should be planned from start to finish and an induction schedule prepared for new starters. 

The schedule should outline the structure of their first weeks, providing clarity about the beginning of employment and easing any anxieties. 

For simplicity, categorise the induction into pre- commencement, commencement and the initial period until the end of their probation.

Pre-commencement

The pre-commencement stage allows employers to fulfil administrative requirements before the employee starts. 

This includes making existing employees aware of the newcomer, completing administrative tasks such as issuing, signing and returning the contract of employment, and notifying IT about the new employee’s technology requirements. 

Of course, tasks can be adapted to suit your specific business needs.

Commencement

The commencement period of the induction and onboarding process marks a crucial moment in welcoming a new employee. 

It typically starts with a guided office tour, facilitating introductions to colleagues and fostering a sense of familiarity with the workplace.

A crucial element in this phase is a thorough company induction led by the employer or a direct supervisor. 

This session establishes a solid understanding of the organisation’s history, philosophy and culture, makes the new employee feel included and instils motivation for a strong start. 

Essential information on security and work health and safety policies is provided, ensuring the wellbeing of the new team member and upholding work health and safety obligations.

Employers should also make clear their expectations of the employee in the new role. 

This includes providing them with a job description and outlining any KPIs that their performance will be measured against, along with a time frame for them to work within during their probationary period.

The final touch is a personalised introduction to the employee’s workspace, accompanied by explanations about computer access, equipment usage and other systems specific to the workplace.

This allows for a seamless transition into their daily responsibilities.

Initial period

Once the employee has settled into their new role, they are ready to complete on-the-job training and to start working towards meeting performance standards and objectives.

As part of an employee’s induction, a business could consider assigning a ‘work mentor’ to help guide them through this introductory process and to familiarise them with their new working environment. 

A mentor will often be a supervisor or a more experienced member of their team.

This also allows managers to receive regular feedback on the induction process itself so that improvements can be identified.

Benefits of a successful induction

While undertaking a comprehensive induction program can involve a lot of work in the short term, in the long run it will pay off. Benefits include (but are not limited to):

• improved operational efficiency because employees can settle in faster and achieve productivity sooner
• enhanced company reputation due to a professional first impression
• increased employee retention and therefore less turnover, reducing the significant costs that businesses can incur through the recruitment process
• improved compliance with company policies and procedures, including work health and safety policies and procedures, which reduces future risk associated with workplace incidents
• new employees quickly understanding their role in the organisation and obtaining all the necessary information to help them succeed.

In summary

The best workplaces are those that conduct a comprehensive induction process and openly welcome new employees. 

Providing new employees with the best possible chance to succeed will ultimately benefit the organisation and its other employees as well.

Content supplied. 

The HR in Practice specialist workplace relations and work (occupational) health and safety advisory service is operated by Wentworth Advantage.

APA Business Group Premium Principal members can contact the HR in Practice service on 1300 138 954 or email or visit the website to access the full suite of online resources.

For more information about joining the APA Business Group, email or call 1300 306 622.

Disclaimer: The material contained in this publication is general comment and is not intended as advice on any particular matter, nor should it be relied on as a substitute for legal or professional advice. Wentworth Advantage Pty Ltd expressly disclaim all and any liability to any persons whatsoever in respect of anything done or omitted to be done by any such person in reliance whether in whole or in part upon any of the contents of this publication. ©Wentworth Advantage Pty Ltd. 2024