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TRAINING _ ORIENTING A NEWCOMER

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TRAINING _ ORIENTING A NEWCOMER Powered By Docstoc
					EMPLOYEE
ORIENTATION
Benefits .............................................................................. 3
      What is Orientation? ............................................... 3
Your Kit.............................................................................. 5
      What to Include in Your Kit .................................. 5
      Plan .................................................................................. 6
Supervisor’s Checklist .................................................. 8
      Overview of Company ............................................ 8
      Department Functions ............................................ 8
      Job Duties..................................................................... 8
      Policies and Procedures ....................................... 9
      Tour of Department ................................................. 9
Human Resources Checklist .................................... 11
      Compensation ......................................................... 11
      Policies and Procedures .................................... 11
      Benefits ....................................................................... 11
      Safety and Accident Prevention ..................... 12
      Employee and Union Relations ...................... 12
      Economic Factors .................................................. 13
Employee Checklist .................................................... 15

Cautions .......................................................................... 17
      Methods to Avoid ................................................... 17
      Tips ............................................................................... 17
                   How to Use this Document

               Customize this document to suit
                 your company or organization.
             Provide your new employee with a
            copy of the Employee’s Checklist to
            make sure that all of the points have
                                   been covered.




              This document was provided free
                  by Wordplay Documents Inc.




                 www.wordplayweb.com
                   wordplay@telus.net




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                                         BENEFITS


WHAT IS ORIENTATION?
An orientation is method of introducing an employee to your organization.

Here are some of the benefits of a well planned orientation:

       Reduce and eliminate errors.
       Achieve productivity sooner.
       Spread responsibility around.
       Ensure a smooth introduction.
       Less anxiety about new job.
       Sense of belonging.
       Understand what is expected.
       Eliminate gaps.
       Satisfy physical, mental, social and emotional needs.
       Help management clarify policies.
       Efficient use of time when planning involved.
       Develops skills of supervisor and team leader.




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                                        YOUR KIT


WHAT TO INCLUDE IN YOUR KIT
A handbook, in binder format, could serve as a permanent reference. You might want to
include the following references:

      Telephone numbers of key personnel.
      A company organization chart.
      A map of your facility.
      Key terms and acronyms unique to your company or industry.
      A policy handbook.
      A copy of a union contract (if applicable).
      Job descriptions.
      A list of company holidays.
      Compensation and benefits information.
      Performance evaluation forms.
      Other forms widely used.
      On-the-job training opportunities.
      Emergency and accident prevention information.
      Sample company newsletters.
      Insurance plans.




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                                                                                 Orientation


PLAN
Your plan can be built from a simple table like this one; use a landscape format. Fill in
what you plan to do for each day within the orientation period.

                                EMPLOYEE ORIENTATION PLAN
                    Day 1        Day 2            Day 3            Day 4         Day 5
  Week 1

  Week 2

  Week 3

  Week 4

Sample Week 1
     Greeting, overview of company or department, orientation plan, overview of
        tasks and responsibilities, show work site. Introduce to other staff and buddy.
        Provide training for first task or have employee accompany buddy. Lunch with
        buddy.
     Explain standards expected. Provide documentation which will help newcomer.
     Tour of building. Discuss safety and emergency procedures.
     Visit to Human Resources office for information about compensation and
        benefits.
     Review tasks and provide constructive feedback.
     Hold informal review of the week.

Sample Week 2
     Review policies and procedures.
     Continue training and tasks as appropriate.
     Provide constructive feedback.

Sample Week 3
     Visit to Human Resources or Safety to discuss accident prevention, human
        resource policies, union activities.
     Introduce to upper management. Provide business cards.




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                                                             Orientation


Sample Week 4
  Review policies and procedures to ensure understanding.
  Review tasks and standards expected.
  Discuss quality of work.




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                                        SUPERVISOR’S
                                        CHECKLIST

Here are some checklists for the supervisor or team leader. Add new items as needed.




OVERVIEW OF COMPANY
     Goals and vision.
     Traditions and history.
     Services and products of organization.
     Customers (internal and external).
     Structure and branches.
     Reporting and authority for decision making.
     Community relations.



DEPARTMENT FUNCTIONS
     Goals and current priorities.
     Organization and structure.
     Operational activities.
     Relationship to other departments.




JOB DUTIES
     Detailed explanation of job based on job description and results expected.

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                                                              Orientation

  Explain why the job is important to the organization.
  Performance standards and basis of evaluation.
  Daily work hours and times.
  Overtime needs and requirements.
  Coverage for others.
  Records and reports.
  Equipment checkout methods.
  Common problems and solutions.
  How to get help.
  Relations with inspectors (if applicable).



POLICIES AND PROCEDURES
  Rules unique to the job or department.
  Handling emergencies.
  Safety and accident prevention.
  Conflict of interest.
  Security.
  Breaks, lunch times and lunch rooms.
  Time sheets.
  Employment equity.
  Personal telephone calls.
  Internet use during work hours.
  Requisitioning supplies.
  Monitoring employee performance.



TOUR OF DEPARTMENT
  Work area.
  Food services.
  Washrooms.

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                                                             Orientation

 Entrances and exits. Security and access.
 Parking.
 Supply room.
 Equipment rooms.
 Copier.
 First aid stations and contact people.
 Fire drill “muster station”.
 Introductions to others.




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                                       HUMAN
                                       RESOURCES
                                       CHECKLIST

Here is a checklist for Human Resources and the new employee.




COMPENSATION
    Pay rates and ranges.
    Deductions.
    Holiday pay.
    Sickness.
    Discounts.
    Loans from associated financial institution or direct deposit.
    Reimbursement for expenses.
    Tax shelter options.
    Stock options.



POLICIES AND PROCEDURES
    Review policies and procedures.



BENEFITS
    Insurance.


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                                                             Orientation

  Medical and dental plans.
  Disability and Workers’ Compensation.
  Holidays.
  All types of leave.
  Retirement plans.
  On-the-job training opportunities.
  Counselling services.
  Recreational and social activities.



SAFETY AND ACCIDENT PREVENTION
  Emergency contact information.
  First aid.
  Safety precautions.
  How to report hazards.
  Accident procedures and muster station during drills.
  Physical exam requirements.



EMPLOYEE AND UNION RELATIONS
  Terms and conditions of employment.
  Promotion.
  Sickness and lateness.
  Employee rights and responsibilities.
  Managers and supervisor’s rights.
  Employee organizations.
  Union contract provisions.
  Performance evaluation.
  Grievance procedures.
  Termination of employment.
  Content of personnel records and access to information.

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                                                               Orientation

  Political activity on site.



ECONOMIC FACTORS
  Costs of damage (if applicable).
  Cost of lateness, accidents, theft and absenteeism.




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                                            EMPLOYEE
                                            CHECKLIST

Employee ____________________________________________                Date____________

TOPIC                                                         YES    NO      NEED TO
                                                                            KNOW MORE
Can explain my job responsibilities.                                         
Standards have been explained and are clear to me.                           
Understand how my job fits with other jobs in my                             
department.
Have met co-workers.                                                         
Have met supervisor/managers.                                                
Have met upper level management.                                             
I know what to do in an emergency.                                           
I am able to describe our products and services.                             
I know whom to ask for help.                                                 
I know where to get supplies and equipment.                                  
I can explain the terms and conditions of my employment.                     
I am aware of on-the-job training opportunities.                             
I know what skills are needed to advance.                                    
I can explain who our customers are.                                         
Company policies and procedures have been explained.                         
I have been given documentation relevant to my job.                          




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                                       CAUTIONS


METHODS TO AVOID
    Don’t provide too much paper work or reading manuals.
    Don’t skimp on the basics.
    Avoid Mickey Mouse assignments.
    Don’t overload with too much, too soon.



TIPS
    Share the most important things verbally and in writing.
    Provide relevant information in small, manageable chunks.
    Be sure to discuss responsibilities in advance with all staff involved in helping
     new employee.
    Include a cross-section of employees in the orientation.
    Anticipate employee’s potential problems.
    Use a checklist to make sure you covered everything.
    Insist that the recruit signs the checklist to prove that the information has been
     received.
    Use a binder as a kit for the employee.
    Clearly explain expectations and how well tasks should be done.
    Use a buddy system. Select an effective, well-informed worker with a positive
     attitude.
    Ask for ongoing feedback and impressions so that you can address any gaps and
     get to know your employee.




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