Making new staff members familiar with your organisation is an important process. Not only does it provide a newcomer with a first impression, but a well-conducted induction process ensures faster assimilation, thus saving you time, money and energy.

Guidelines for organising an induction process

1. Assign a coach
   
   Find an experienced team member who is both willing and able to keep an eye on the new recruit. Having a dedicated contact for questions, problems etc will provide helpful support and stops other colleagues from getting regularly interrupted. However, be prepared to find an alternative contact if the relationship is not working.


2. Draw up an induction scheme
   
   Get a few people together - including the coach - and discuss what should be part of the induction programme. Draw up a list of essential topics to be covered and draft a schedule, taking into account the amount of time needed for each topic. Don't overdo it: we all know from experience that too much information in the first few days goes straight over our heads. Do you really expect someone to memorise every name in the building if you take them on a tour of all departments on the first day? Stick to the basics and gradually build up the amount of information provided.


3. Avoid clutter
   
   Keep the work area for the new recruit free of clutter. Files, boxes and documents laying around are only going to lead to confusion. Start off with a clear desk and put away everything that is not strictly necessary.


4. The first day
   
   Begin the day with basic housekeeping stuff, e.g. where the toilets, coffee, canteen and stationery cupboard are. Introduce the newcomer to the immediate colleagues and team members. The person responsible for Personnel usually provides an overview of issues surrounding illness, holidays and salary payments.
   Prepare a manual containing all essential information in writing, e.g. telephone lists, organisation charts, job description and - if available - a list of all staff members with their photos.


5. Don't forget health & safety procedures
   
   It is important to make newcomers aware of health & safety procedures as soon as possible. Point out where the nearest fire exit is, where fire extinguishers are located and what the procedures are in case of an emergency. Are there any other procedures of which new staff members should be aware?


6. Organise a group induction
   
   Depending on the size of your organisation and staff turnover, it is a good idea to organise a collective induction session for all new staff members. Such a meeting could be chaired by a senior manager together with the person responsible for Personnel and would cover the organisation's history and current developments, staff procedures and social programme etc. Introducing new recruits to eachother provides them with support and makes them feel they're not the only ones new to your organisation.


7. Clarify what is expected
   
   Tell the new recruit what procedures are in place for performance review. Is there a probation period followed by a critical look? What are the priorities for the new recruit's work? Are there any personal priorities or - horror - office politics of which the newcomer should be made aware?


8. Check regularly
   
   If you are not working directly with the new member of staff, check back regularly to see if everything is alright. Also, ask the assigned coach what the experiences are. It helps avoid problems later on and makes the new colleague feel welcome. A quick, informal chat usually does the trick, but be prepared to make time for a more in-depth conversation if you feel this would be appropriate.