A systematic approach to orientation requires attention to attitudes, behaviors, and information that new employees need. Unfortunately, too often orientation is conducted rather haphazardly. The general ideas that follow highlight the major components of an effective orientation system: preparing for new employees, providing them with needed information, presenting orientation information effectively, and conducting evaluation and follow-up on the initial orientation.

Preparing for new employees

New employees must feel that they belong and are important to the organization. Both the supervisor and the HR unit should be prepared to give each new employee this perception. Further, coworkers as well as the supervisor should be prepared for a new employee’s arrival. This preparation is especially important if the new employee will be assuming duties that might be interpreted as threatening a current employee’s job status or security.

The manager or supervisor should discuss the purpose of hiring the new worker with all current employees before the arrival of the new worker. Some organizations use coworkers or peers to conduct part of the new employees’ orientation. It is particularly useful to involve more experienced and higher-performing individuals who can serve as role models for new employees.

Providing new employees with needed information

The guiding question in the establishment of an orientation system is, “What does the new employee need to know now?” Often new employees receive a large amount of information they do not immediately need, and they fail to get the information they really need the first day of a new job. Some organizations systematize this process by developing an orientation checklist. Checklist indicates items to be covered by the HR department representative, the new employee’s supervisor, or both. A checklist can ensure that all necessary items have been covered at some point, perhaps during the first week. Many employers have employees sign the checklist to verify that they have been told of pertinent rules and procedures.

Often, employees are asked to sign a form indicating that they have received the handbook and have read it. This requirement gives legal protection to employers who may have to enforce policies and rules later. Employees who have signed forms cannot deny later that they were informed about policies and rules. To help them understand the organization fully, new employees also should be oriented to the culture of the organization. Giving informal information on such factors as typical dress habits, lunch practices, and what executives are called will help new employees to adjust.

Another important type of initial information to give employees is information on the policies, work rules, and benefits of the company. Policies about sick leave, tardiness, absenteeism, vacations, benefits, hospitalization, parking, and safety rules must be made known to every new employee immediately. Also, the employee’s supervisor or manager should describe the routine of a normal workday for the employee the first morning.

By Priti Shah

Laurent & Benon Management Consultants Ltd, a public limited company with its corporate office Gurgaon with Pan-India presence. We as an organization strive to offer the right Human Resource Solutions at the right time and enable our clients to enhance the net worth of their human resource capital.

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