EMPLOYEE INDUCTION BOOKLET

FOR SMALL BUSINESSES

Current as at April 2001

Helpful suggestions and hints for employers to successfully introduce new employees to their business. This kit includes examples, check lists and suggested forms for ensuring important information is not overlooked.

TABLE OF CONTENTS
Introducing New Employees ________________________________________5 But what should an induction cover?______________________________5 The First Step _________________________________________________5 On the Employees First Day ____________________________________5 Work Smarter Not Harder________________________________________6 Early on the First Day __________________________________________6 During the First Week__________________________________________6 Employee Guidelines ___________________________________________6 The Meaning of Sexual Harassment _______________________________7 Terms & Conditions of Employment__________________________________8 General Welfare __________________________________________________8 Workplace Health & Safety _________________________________________8 Introduction to the Job ____________________________________________8 Initial Check List__________________________________________________9 Terms & Conditions of Employment_______________________________9 General Welfare________________________________________________10 Workplace Health & Safety ______________________________________11 Introduction To The Job_________________________________________13 Appendices 1 2A 2B 3 4 5 6 7 Job Description Form ______________________________________15 All Employees/Daily Time Record _____________________________16 Individual Employee/Weekly Time Record ______________________17 Leave Application__________________________________________18 Appointment Letter_________________________________________19 Employee Information Sheet _________________________________20 Business Layout __________________________________________21 General Work Guidelines ____________________________________22

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INTRODUCING NEW EMPLOYEES

Induction is the process of introducing new employees to the company, to their supervisors and co-workers (if there are any), and to their jobs. After you have completed the necessary paperwork, youll want to concentrate on bringing your employee into your business by arranging for an induction. Whatever form it takes, an induction session serves several purposes: It gets the new worker started on productive activity. It ensures that new employees get accurate information. Co-workers do not always give the right answers, for whatever reasons. It gives you the chance to develop good work habits in your new employee. It can help the newcomer feel welcome, relieve anxiety, and start the person toward being a loyal, productive member of your business. * Job descriptions are good to have for several reasons. They help in: interviewing and selecting employees introducing new employees evaluating the performance of an employee motivating employees comparing pay between employees determining the essential functions of a job. job descriptions dont have to be complicated.

For a sample Job description, refer to Appendix 1, page 15. The following information should assist you in organising a successful introduction to the job and to your business.

The First Step

But what should an induction cover?
Items to consider could include: a review of the job description *1 with the new employee, so he or she knows what the specific duties will be (although the employee should have a general idea from the interview) some discussion of what your business does and what your business goals are how the employees job fits into the overall picture basic work rules compensation and benefits a tour of the workplace.

On the Employees First Day

When the employee arrives on the first day of work, some of the first things to do are: 1. Show the employee where his or her work area will be. 2. Show the employee where he or she can store personal effects safely, if not at a desk. 3. Give the employee a tour of your workplace, pointing out the restrooms, break room, supply room or area and first aid kit. 4. Introduce the employee to any other employees or co-workers.

1 The job description is the written outline of what the job youre hiring for entails. It is written to describe work currently organised and performed by a fully qualified employee (who possesses knowledge, skills and experience required by the position). Page 5

Work Smarter Not Harder

Running a small business is hard work, so you wont be able to spend a great deal of time with the employee. To free up your precious time you might want to designate a trustworthy employee to be the new employees buddy in case the employee has questions.

The following information may help you shape the business the way you want it.

Employee Guidelines
Its tempting to feel that, if work guidelines or law, dont require rules, theres no reason to bother with them. While you may save yourself some time initially by not worrying about guiding principles, chances are that not having guidelines will cause you some problems in the future, particularly if you have at least a handful of employees. There are three good reasons to consider having formal work rules in your business: 1. Law (eg Sexual Harassment, Anti Discrimination, Workplace Health & Safety) requires some guidelines and policies. 2. They can help you protect your business - many customers will go where they get the best service. 3. They can help you maintain a high quality of work life for your employee. An employer has the right to expect his or her employees to conform to an acceptable standard of conduct. Employees who act in an unseemly or unreasonable way can hurt your business by creating unhappy workers or, even worse, unhappy customers or clients. While you may feel that it should be obvious what is appropriate and what is not, it is very risky to assume every employee has the same point of view. One of the best ways to make it clear what behaviour you expect of your employees is to have a set of general guidelines (Appendix 7). Written guidelines can go a long way in informing your employees what you expect of them and the consequences of not meeting expectations. A person who has been advised that some types of conduct are unacceptable then cannot claim ignorance when he or she does something improper. Also, written guidelines serve to remind employees that youre serious about presenting the business to the public in the best possible light.

Early on the First Day

At some point in the first few hours that the employee is at work, you should: 1. Process any employment forms (including tax forms). 2. Give the employee any information about the job, your business and your products or services. 3. Tell the employee that you are available for questions after the employee has reviewed the information. 4. Arrange for lunch (if you like) with the employee and any other co-workers.

During the First Week

When bringing an employee into your business, it is important to make sure that he or she isnt overwhelmed with information on the first day. Think about what can wait, but which should happen in the first week, including: 1. Arranging for any training that is needed ensuring that you cover the following: the job description or responsibilities performance expectations schedules recording work time equipment and materials

2. Make sure you ask the new employee at the end of the week if any questions or problems have arisen and deal with any concerns raised. Employee guidelines have a broader use than just for inducting a new employee. The way your employees act and treat co-workers and customers can make or break a small business.
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All employees have the right to work in an environment free from all forms of discrimination and conduct which can be considered harassing, coercive, or disruptive, including sexual harassment. The Commonwealth Sex Discrimination Act 1984, describes what is sexual harassment and is an Act relating to discrimination on the grounds of sex, marital status, pregnancy, potential pregnancy or family responsibilities or involving sexual harassment. The following is an extract from the Act.

One of the purposes of the Act is to promote equality of opportunity for everyone by protecting them from unfair discrimination in certain areas of activity, including work, education and accommodation. Meaning of discrimination on the basis of an attribute: Discrimination on the basis of an attribute includes direct and indirect discrimination on the basis of: 1. a characteristic that a person with any of the attributes generally has; or

The Meaning of Sexual Harassment

Definition: a person sexually harasses another person (the person harassed) if: 1. The person makes an unwelcome sexual advance, or an unwelcome request for sexual favours, to the person harassed; or 2. Engages in other unwelcome conduct of a sexual nature in relation to the person harassed; in circumstances in which a reasonable person, having regard to all the circumstances, would have anticipated that the person harassed would be offended, humiliated or intimidated. 3. Conduct of a sexual nature includes making a statement of a sexual nature to a person, or in the presence of a person, whether the statement is made orally or in writing. What is not sexual harassment? Sexual harassment does not refer to occasional compliments of a socially acceptable nature. It refers to behaviour that is not welcome, that is personally offensive, that debilitates morale, and that, therefore, interferes with work effectiveness. The Queensland Anti Discrimination Act 1991 also sets out definitions of nonacceptable behaviour.

2. a characteristic that is often imputed to a person with any of the attributes; or 3. an attribute that a person is presumed to have, or to have had at any time, by the person discriminating; or 4. an attribute that a person had, even if the person did not have it at the time of the discrimination.

The following Induction Booklet is designed to take you through the induction process, step by step. There is a flow chart that you can use as a guide. Each topic on the flow chart is set out in a check list format in the pages following the chart. You can copy this checklist each time you employ someone new and tick the activities as you do them. Good luck.

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INDUCTION FLOW CHART

Terms & Conditions of Employment
Hours of Work Time Keeping Pay Procedures Superannuation Annual Leave Public Holidays Sickness & Absences Contract of Employment Staff Profile Sheet

General Welfare
Social Activities Telephone Rules Public Transport Car Parking Canteen/Lunch Facilities First Aid Facilities Locker Rooms, Toilet Facilities

Workplace Health & Safety

Accident Procedures Fire Extinguishers Emergency Exits Location of First Aid Kit Personal PreCautions ie Hair Protective Clothing General Housekeeping Smoking Regulations General Behaviour

Introduction to the Job

Products, Customers Business Overview Training Culture Introduction Provide Staff List Introduction to Colleagues Introduction to Supervisor Security & Confidentiality Equipment & Machinery Workplace Tour

The Job itself

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INDUCTION FLOW CHART

Initial Check List
Terms & Conditions of Employment
Content Hours of Work Points To Be Covered Starting & Finishing times Meal & tea breaks Overtime arrangements Location of time sheet/cards etc Instruction/Aids Required Applicable award Check P

Time Keeping

Time sheet/card. (Appendix 2A & 2B) Show location during factory inspection

Pay Procedures Superannuation

Amount, time & method of payment. Qualifying period Contributions - Company & Employee Entitlements. Process for applying for leave. Any mandatory close down periods Entitlements - work on public holidays Leave entitlements: Sick leave Maternity leave Paternity leave Family leave Long Service leave Bereavement/emergency leave Regulations for sick leave (ie Doctors certificate required after 2 days) Authority required for absences Application Form

Annual Leave

Applicable award. Leave application form. (Appendix 3) Applicable award Applicable award. Sick leave form

Public Holidays Sickness & Absences

Contract of Employment

This should cover written particulars of the main terms & conditions of employment. Forms required, ie Employment Declaration Form (Taxation Department)

Applicable award. Letter of appointment - if applicable. (Appendix 4) Employment Declaration Form An Employee Information Sheet. (Appendix 5)

Staff Profile Sheet

The new employee should supply personal contact details in case of emergencies. This should include nearest relative and a list of any allergies

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INDUCTION FLOW CHART

General Welfare
Content Locker Rooms, Toilet Facilities Points To Be Covered Location of facilities. Any rules regarding the use of locker rooms or other areas where staff may store belongings during the day. Instruction/Aids Required Layout of building, with relevant areas marked. (Sample - Appendix 6) Include in workplace tour. Canteen/Lunch Facilities Location of facilities. Any rules regarding their use, ie is coffee supplied, who washes dishes etc. Layout of building, with relevant areas marked. Include in workplace tour. Smoking Regulations Public Transport, Car Parking Telephone Rules When and where smoking is permitted. Bus and train timetables. Location of bus stops and railway stations. Social Activities How to use the telephone system. Taking of messages. Rules of usage, ie, personal calls. Location of nearest public telephone. Bus and train timetables. Any manual for using telephones. Check P

Do staff regularly socialise?

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INDUCTION FLOW CHART

Workplace Health & Safety
Content Accident Procedures Points To Be Covered Routine to be followed for simple and emergency situations Use of accident report form or logbook Importance of having all injuries treated and recorded Do you have a Workplace Safety Officer? What to do in the event of a fire Location of fire alarms and how they should be activated Where to assemble after evacuation of premises Instruction/Aids Required Accident report form or log book. Check P

Fire Drill & Alarms

Have emergency numbers located next to all telephones. Mark assembly location on the map of the premises and surrounding area. Mark locations on the map of the premises. Mark locations on the map of the premises. Map of premises, with relevant areas marked. Include in workplace tour.

Fire Extinguishers Emergency Exits First Aid Facilities

Location of extinguishers How to use extinguishers

Point out location of emergency exits and stairs Location of first aid box and location of trained first aid staff.

Personal Precautions

Situations where long hair, loose clothing, and jewellery may be hazardous. Specify rules, ie hairnets Is protective clothing required? If so in what areas Is protective clothing supplied? How is it issued? What happens in the event of loss or damage? A brochure of clothing, footwear or other protective equipment.

Protective Clothing and footwear

General Housekeeping (Accident Prevention)

Discuss: Safety responsibilities, employers and employees Untidiness - how this leads to accidents. Disposal of wastes etc Checking of equipment

Workplace Health & Safety Act Material Data Sheets

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INDUCTION FLOW CHART

Workplace Health & Safety - continued
Content General Housekeeping (Storage of Flammable Goods & Environmental Hazardous Substances) General Housekeeping (Power Leads, Air Hoses etc) General Housekeeping (Waste Management) Machinery & Equipment Points To Be Covered Location of emergency procedure information Discuss reason for flammable & hazardous goods area Instruction/Aids Required Goods usage instruction and/or material handling sheets Mark location on map of premises. Check P

Location of power leads Company policy re power leads & hoses over walkways etc Power leads safety tags Area for damages leads & hoses Location of designated waste disposal bins Location of waste fluid drums Discuss waste management policy reasons etc and safe disposal Demonstrate the safe usage of equipment used in your business

Company policy manual. Safety check list Company policy manual. Mark location on map of premises. Manuals for all equipment Safety work sheet

General Behaviour

Discuss acceptable and nonacceptable behaviour, including sexual harassment. Discuss the possible safety consequences of practical jokes.

General Behaviour Guidelines (Appendix 7)

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INDUCTION FLOW CHART

Introduction to the Job
Content Workplace Tour Points To Be Covered General layout of premises Show new employee the areas mentioned previously: Time sheet/cards Toilet facilities/locker room Canteen/lunch facilities Fire extinguishers Emergency exits First Aid facilities Demonstrate the safe usage of the equipment to be used in job Instruction/Aids Required Map of the premises Check P

Machinery & Equipment

Manuals for all equipment Safety work sheet

Security & Confidentiality

Explain any security obligation that must be observed and the businesss policy about confidentiality Introduce new employees to immediate supervisor and any colleagues A chart or list of employees with roles and responsibilities indicated Describe and discuss: Company training history Training plan Apprenticeships (if applicable) Traineeships (if applicable) In-house training Off the job training Describe and discuss: Company History Your competitors Market trends Business aims Describe and discuss: Your product or service Your customers Level of customer service expected

Hand out material covering requirements

Introduction To Colleagues Provide Staff List

Informal introductions but avoiding use of nicknames Employee list

Introduction to the Company Training Culture

Company training manuals Log books (apprenticeship or traineeship). Any brochures or information sheets available

Business Overview

Products & Customers

Any brochures or information sheets available Customer expectations

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INDUCTION FLOW CHART

Introduction to the Job - continued
Content The Job Itself & Expectations Points To Be Covered Describe and discuss: Duties What other jobs feed into or rely on this job What is the new employees expectations of the job When and if meetings occur Provide sample of product (if appropriate) Outline priorities of work tasks Instruction/Aids Required Job Description (Sample - Appendix 1). List of Tasks Any product samples Check P

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Appendix 1

JOB DESCRIPTION FORM

Job Title: _____________________________________ Incumbent:____________________________________ Date: ________________ Employment Status: Permanent Business Name: _______________________________ Temporary Full-time Supervisors Name/Title:_________________________ Part-time Standard hours worked: _____________ /wk When was the last time this position description was updated? Date:________________ What is the overall purpose and objective of this position (why does the position exist)? ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ List in order of importance the major responsibilities of the job and estimate the percentage of time spent on each responsibility (the main function of the job may or may not be the one where the most time is spent). 1. ______________________________________________ _____________________% 2. ______________________________________________ _____________________% 3. _____________________________________________ _____________________% 4. _____________________________________________ _____________________% 5. _____________________________________________ _____________________% 6. _____________________________________________ _____________________% Total: 100% Is this position closely, moderately or minimally supervised? _______________________ Please explain: ___________________________________________________________ Does this position have supervisory responsibility? Yes _________ No ___________ If yes, list the number and title for positions that directly or indirectly report to this position ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ What kind of work experience (including length of time), training, and/or level of education is necessary for this position? _________________________________________________ ________________________________________________________________________ List any required technical skills: _____________________________________________ ________________________________________________________________________ What other special training and/or abilities are necessary to qualify for this position? ________________________________________________________________________ ________________________________________________________________________ MINIMUM REQUIREMENTS (What is required to perform the essential duties?) __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ I have reviewed and determined that this job description accurately reflects the position. Supervisors signature ______________________________ Employees signature _______________________________ Date:_______________ Date:_______________

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Appendix 2A

ALL EMPLOYEES / DAILY TIME RECORD

DATE Employee Name Time In Lunch Begin Lunch End Time Out Total Signature

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Appendix 2B

INDIVIDUAL EMPLOYEE / WEEKLY TIME RECORD

Name: _____________________________________________________________ Date: Time In Lunch Out Lunch In Time Out Week beginning: ______/______/______ Total Hours

Grand Total for Week of ______/______/______

Signature:

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Appendix 3

LEAVE APPLICATION
PAYROLL NUMBER:

PERSONAL DETAILS: SURNAME

GIVEN NAME

PHONE NUMBER:

SECTION:

ADDRESS WHILST ON LEAVE:

PHONE NUMBER: ARE YOU WISHING TO:

(Please tick appropriate box)

1. APPLY FOR LEAVE Wednesday Thursday

Friday

2. AMEND LEAVE Saturday

Sunday

Monday

Tuesday

LEAVE TYPES: (apply in days) Recreational Sick

Long Service

Maternity

Paternity

DATE OF FIRST DAY:

DATE OF LAST DAY:

APPLIED FOR HRS/DAYS OF LEAVE:

HOURS:

DAYS:

APPLICANTS SIGNATURE:

DATE: / /

The undersigned (Manager/Supervisor approves the above leave and pay in advance) Signature: Date: / Print Name: Phone Number: /

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Appendix 4

APPOINTMENT LETTER
Use letterhead or insert company details

Date

Employee Name & Address

RE: Your appointment to the position of: Job Title

Dear Employee Name This letter is to confirm your employment from date as job title at a salary based on award or agreement that is currently $ salary per week or fortnight Specify any benefits or conditions Normal hours of employment are number of hours per day including time for lunch breaks. Your salary will be reviewed every time period, eg. Twelve months. I would also like to confirm your commencement date as date at time, am / pm. You should report to insert name at insert location. I would like to take this opportunity to welcome you to the company, etc.

Yours faithfully

Name Manager / Business Owner

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Appendix 5

EMPLOYEE INFORMATION SHEET

Name: Position/Job Title: Address: _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ Home Phone: Mobile Phone: _______________________________________________________________ _______________________________________________________________

Emergency Contact Details*

Name: Address: Phone (Business Hours): Phone (Outside Business Hours): Name: Address: Phone (Business Hours): Phone (Outside Business Hours):

Are you a subscriber to the Queensland Ambulance Service (Please tick)

Yes

No

Optional:
If you would like your work colleagues to know about any conditions you have that may assist in emergency care (eg. Haemophilia, diabetes, asthma) please provide details below: _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ Emergency Medical Contact (Name): _________________________________________________________________________________

Phone Number:___________________________

*Note: It is important to ensure you have current information in case of emergency. Please place on employee file and review regularly.

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Appendix 6

BUSINESS LAYOUT
Location map, including map of area and buildings eg; Street Entrance Customer Parking

COMPANY PREMISES
Toilets M&F

S t r e e t N a m e

Female

Male

Show Room

Workshop

Managers Office

Reception Area

Bus Stop

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Appendix 7

GENERAL WORK GUIDELINES

[Company name] wants to encourage a safe and pleasant work atmosphere. This can only happen when everyone cooperates and agrees to suitable standards of conduct. The following are acts that the company considers unacceptable. Any employee found engaging in these will be subject to disciplinary actions including reprimand, warning, suspension, or dismissal: Failure to be at the work place, ready to work, at the regular starting time. Wilfully damaging, destroying, or stealing property belonging to fellow employees or the company. Fighting or engaging in horseplay or disorderly conduct. Refusing or failing to carry out any instructions of a supervisor. Ignoring work duties or wasting time during working hours. Coming to work under the influence of alcohol or any drug, or bringing alcoholic beverages or drugs onto company property. Intentionally giving any false or misleading information to obtain a leave of absence. Using threatening or abusive language toward a fellow employee. Smoking contrary to established policy or violating any other fire protection regulation. Wilfully or habitually violating health and safety regulations. Failing to wear clothing conforming to standards set by the company. Being late or taking unexcused absences from work. Not taking proper care of, neglecting, or abusing company equipment and tools. Using company equipment in an unauthorised manner. Possessing firearms or weapons of any kind on company property.

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