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 member’s 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 don’t 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?