tlil307c - conduct induction process - learner guide

TLIL307C Conduct

induction process

Learner Guide

Contents

What this Learner’s Guide is about ........................................ 3 Planning your learning ........................................................... 4 How you will be assessed ...................................................... 7

Section 1............................................................................................. 9 Induction................................................................................. 9

Section 2........................................................................................... 17 The induction process .......................................................... 17

Additional resources....................................................................... 55

TLIL307C Conduct induction process

Page 2 © Australian National Training Authority 2003 ADELG1062 Customised and Developed by Armstrong’s Driver Education Pty Ltd March 2009


© Australian National Training Authority 2003 Page 3 Customised and developed by Armstrong’s Driver Education Pty Ltd March 2009 ADELG1062

What this Learner’s Guide is about

This Learner’s Guide is about the skills and knowledge required to conduct an induction process to introduce a new employee to a workplace, including outlining the relationship between the employee and the company, establishing and explaining the requirements of position, and completing relevant workplace documentation.

The Elements of Competency from the unit TLIL307C Conduct induction process covered in this Learner’s Guide are listed below.

Outline the relationship between employee and the company

Establish requirements of position

Complete relevant workplace documentation

This unit of competency is from the Transport and Logistics Training Package (TLI07).



Planning your learning

It is important to plan your learning before you start because you may already have some of the knowledge and skills that are covered in this Learner’s Guide. This might be because:

• you have been working in the industry for some time, and/or

• you have already completed training in this area.

Together with your supervisor or trainer use the checklists on the following pages to help you plan your study program. Your answers to the questions in the checklist will help you work out which sections of this Learner’s Guide you need to complete.

This Learner’s Guide is written with the idea that learning is made more relevant when you, the learner, are actually working in the industry. This means that you will have people within the enterprise who can show you things, discuss how things are done and answer any questions you have. Also you can practise what you learn and see how what you learn is applied in the enterprise.

If you are working through this Learner’s Guide and have not yet found a job in the industry, you will need to talk to your trainer about doing work experience or working and learning in some sort of simulated workplace.



Section 1: Introduction

Are you able to: Yes No

1. explain what induction is and why it is important?

2. describe what you need to know and what you must be able to do – to effectively conduct an induction process?

3. outline what decisions need to be made before the induction process can begin?

Section 2: The induction process

Are you able to: Yes No

1. greet new employee and introduce them to key personnel in your workplace?

2. introduce employee to their immediate work colleagues?

3. show employee the key locations at your workplace?

4. show employee the facilities and lay-out of your workplace?

5. explain the enterprise objectives, operating systems, and organisational structure of your workplace?

6. show how employee position relates to the organisational structure and objectives?

7. describe the necessary Occupational Health and Safety, workplace procedures and employment conditions?

8. explain requirements of territory/state/federal legislation on equal employment opportunity, sexual harassment and anti-discrimination?

9. identify sources of information and assistance for new employee?



10. explain job role?

11. explain responsibilities and reporting relationships employee will be part of?

12. give new employee the opportunity to clarify concerns and ask questions?

13. clarify expectations?

14. provide initial training in relevant Occupational Health and Safety, equipment and work systems?

15. identify training opportunities for the development of the individual’s job role?

16. make sure that enterprise personnel records are completed?

17. check that tax declaration and other relevant documentation is correctly completed?

18. ask employee for any additional information and take note of any required additional actions?

19. submit company specific workplace documentation (if applicable) to the appropriate personnel?



How you will be assessed

Assessment of this Unit of Competency will include observation of real or simulated work processes using workplace procedures and questioning on underpinning knowledge and skills. It must be demonstrated in an actual or simulated work situation under supervision.

You will be required to:

• plan and conduct an induction program for a new employee at your warehouse.



Section 1

Induction



Section outline

Areas covered in this section

What is induction?

Why is it important?

What do you need to know?

What must you be able to do?

Before you begin



What is induction?

Induction is the process by which you formally introduce someone to your organisation.

It can take a number of different forms. It might be:

• a one-to-one discussion or interview

• a training session where new employees are given information about their new workplace

• an induction booklet containing workplace information.

• any combination of the above.

Why is it important?

New employees need to know certain information before they can begin work. Induction is an efficient way to:

• formally welcome them to your organisation

• give them the necessary information

• clarify any immediate concerns

• answer questions.

What do you need to know?

Before you can conduct an induction you need to know about:

• your work systems, equipment, management and site operating systems

• the relevant industrial and legislative requirements and how they apply to your workplace

• the requirements of the employee’s new position and working relationships.



What must you be able to do?

To conduct an induction you must be able to:

• locate, interpret and apply relevant information to your workplace

• work effectively with others

• organise how you will induct new employees to your workplace

• convey information to new employees in both written and oral form

• maintain workplace records.

Before you begin

Before you can begin an induction you need to make decisions about:

• the process – how you are going to go about it

• the information – what you are going to say

• the timing – what needs to be covered when.

The process

How you conduct an induction is very important. The process must suit the needs of your workplace.

It is a good idea to develop a schedule of:

• what is going to happen

• when/where it is going to happen.

This way all of the people involved will know what is required of them when.

Consider the following.

• What form will your induction take

− a one-to-one discussion?

− an induction booklet?

− a training session accompanied by an induction booklet?



− other?

• How long will it take – i.e. one session, several?

• Will the sessions take place on the same day or on different days?

• Is the induction process a standard procedure – to be repeated as often as necessary?

• How often will you conduct an induction – i.e. for every new individual, every month, every six months?

• Are you the only person involved or will you need to organise other people to take part?

• What resources do you need – i.e. a booklet, handouts, a video, slides, workplace documents?

• Do you need to book a room to use?

The information

What you say in an induction needs to be carefully planned. The best way to do this is to:

• look at your schedule

• develop an outline of what you are going to say in each session.

This makes it easy to repeat the information at a later date.

It is also useful to record this information in an induction booklet. This can be:

• given to each new employee

• used as a guideline for the induction process.

Specific information for new employees can, and should, vary from workplace to workplace. This Learner’s Guide will therefore:

• outline the different parts of the induction process, but –

• expect you to fill in the details with specific information from your own organisation.

The timing

Before you begin an induction you also need to decide what needs to be done when. For example, what must be completed:

• before a new employee starts – i.e. complete relevant workplace documents



• on their first day – i.e. greet and introduce to key personnel and work colleagues

• as follow up – i.e. further training.

This Learner’s Guide does not tell you ‘when’ to do each task – it leaves this for you to decide. Again, the timing of the induction process can, and should, vary from workplace to workplace. It all depends on the specific needs of your organisation.



Activity 1: Induction

Does your warehouse already have an induction program? If so, what form does it take: • a one-to-one discussion? • an induction booklet? • a training session accompanied by an induction booklet? • other?

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If not, think about what type of induction program would suit the needs of your warehouse.

Consider: • the process • the information • the timing.

Write a brief outline of your thoughts below.

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Discuss this with your trainer/supervisor.



Section 2

The induction process



Section outline

Areas covered in this section

This section describes the different parts of the induction process. It outlines the information that new employees need to know about:

• the company

• their new job.

It talks about training and lists the types of workplace documents that need to be completed.

As the requirements of induction vary from workplace to workplace, the information in this section is quite general. The activities will help you apply what has been said to your own situation.



Welcome to the company

New employees should be formally welcomed to the company. This makes them feel important and valued by the organisation.

New employees could be welcomed by:

• someone connected to the management of the company

• someone from the section they will be working in

• yourself.

Don’t forget – if other people are involved, you may have to organise this ahead of time.



Activity 2: Welcome to the company

Write down the name of a person you could ask to welcome new employees to your company. What is their position in the warehouse?

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Who do they need to meet?

It is a good idea for new employees to meet the key personnel who will be relevant to their position in the workplace. This helps put faces to names and adds a personal touch to the organisational structure of your company.

They also need to meet their immediate work colleagues. If nothing else, this helps to break the ice.

Key personnel

To introduce new employees to relevant key personnel, you might:

• make a list of the relevant people including – names, functions and contact numbers

• show slides of key personnel and briefly explain their function in the company

• have available key personnel introduce themselves at a pre-arranged time

• introduce new employees to available key personnel while on a tour of the site.

Immediate work colleagues

Introductions to new work colleagues are best done on the first day:

• during your tour of the site – as you come across their specific work area

• after the induction session – as you take them to their specific work area.



Activity 3: Who do they need to meet?

Key personnel

Make a list of the relevant key personnel at your warehouse? What is their function?

Name Function

What is the best way to introduce new employees to these people? When is the best time to do this?

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When is the best time to introduce new employees to their immediate work colleagues at your warehouse?

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What do they need to know? There are a number of things that new employees need to know about the company before can they begin work. These include:

• key locations, workplace facilities and layout

• background information

• company objectives

• organisational structure

• services and products

• safety procedures

• personnel issues

• sources of information and assistance.

You will also need to explain the requirements of their new job.

Make sure that you leave enough time to answer questions and clarify any of their concerns.

Key locations If you show new employees the key locations, or areas, at your warehouse they will be able to find their way around more easily – from day one. You might:

• give them a map of the site – with key locations clearly marked

• show them a video of the site – identifying key locations

• take them on a tour of the site – and point out the key locations

• give them a map and take them on a tour – let them mark the key areas as they go.

Key locations might include:

• training rooms

• First Aid room

• finance

• administration

• pay/personnel

• maintenance.



Activity 4: Key locations

What are the key locations at your warehouse? List them below.

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What is the best way to show these locations to new employees at your warehouse:

• a map? • a video? • a tour? • other?




Workplace facilities and layout

An immediate work colleague is probably the best person to show a new employee around the facilities and layout of their specific work area. This can be done after the formal part of induction is over – although it is still a vital part of the induction process.

This sort of tour might include:

• lockers

• canteen

• toilets

• machinery related to the specific work area.



Activity 5: Workplace facilities and layout

List the things that you would include in a tour of workplace facilities and layout at your warehouse.

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Discuss this with your supervisor.



Background information

Background information about the company helps place it within the context of the Australian workplace. Some basic questions should be addressed – for example:

• When did the company begin operations in Australia?

• How many employees did it have?

• What sort of products/service did it provide?

• Who were its customers?

• What machinery was involved in the company?

• How have things changed – compare this to the present?

• What evidence is there today that the company is meeting its customer’s requirements?

To deliver this type of information you might:

• have an informal discussion

• prepare a short talk using overheads

• show a video, or some slides, about the company – followed up by a quiz

• ask someone else to give a short talk about the company.



Activity 6: Background information

Write a short paragraph of background information about your company. Use the questions above as a guide.

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Can you think of an interesting way to deliver this information to new employees? List your ideas below.

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Company objectives

It is a good idea to outline the main objective(s) of the company – to explain why things happen as they do.

For example, in many companies the main objective is:

‘to satisfy the needs and aspirations of the people that have invested in the company’

This objective can only be met by making a profit. To continually make a profit, however, the company must make sure that the main objective is:

• supported by the company policies

• applied to the everyday activities of the workplace.

For example:

Policy Application

Product assurance Quality, process capability

Business strategy Direction, market development

Human resources Employee involvement, recognition and training

Customers Price, delivery, quality

Change Maintaining a competitive advantage



Activity 7: Company objectives

What are the main objective(s) of you company? List them below.

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How do each of these relate to the policies and everyday activities in your warehouse? Discuss this with your trainer.

Policy Application



Organisational structure

This best way to explain the organisational structure of a company is by using an organisational chart. Make sure that you show ‘where’ and ‘how’ the new employee’s position relates to this structure.



Activity 8: Organisational structure

Draw a diagram of the organisational structure at your warehouse. Explain it to your trainer.



Services and products

One of the most important aspects of becoming part of a company is to get to know its services and products. New employees need to understand:

• the production process for the services and products that your company provides

• their role in that process.

This sort of information is again part of the ‘bigger picture’ view – rather than focusing solely on each isolated job. It is important to see how all jobs inter-relate – each performing a function in the organisation as a whole.



Activity 9: Services and products

What services and/or products does you warehouse provide? List them below.

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Explain the production process of one (1) of these services or products to your trainer.



Safety procedures

Maintaining a safe workplace is the legal responsibility of both the company and its employees. Therefore, the company must make sure that all new employees are aware of the relevant safe work procedures.

These procedures might include, but are not limited to:

• Occupational Health and Safety (OHS) procedures

• emergency, fire and accident procedures

• the use of personal protective clothing and equipment

• the safe use of machinery and equipment including the tagging of unserviceable or damaged items

• hazard identification

• accident and incident reporting procedures.

Often written information regarding safety is quite complex. To make it accessible to all employees you may have to interpret it – in a ‘user-friendly’ and ‘easy-to-read’ way. It is a good idea to use pictures or diagrams where possible. This is particularly relevant if you are making a chart of a particular procedure. Safety is a very important topic. Safety procedures must be accessible to everybody in the workplace – regardless of their ability to read or write.

Information about safety can be presented in a number of ways. For example, you might:

• make a display – of the most important safety procedures at your workplace

• give a talk – outlining the important safety procedures at your workplace

• show a video – demonstrating the importance of safety issues within the workplace

• arrange for an OHS specialist to come and talk – about the safety procedures at your workplace.



A general guideline for new staff

All new employees are responsible for learning and observing safe work procedures. The following list might be useful as a general guideline.

Learn and observe all safe work procedures and policies associated with your work. If in doubt do not proceed.

Safety equipment must be used when directed by your supervisor or safety signs.

Report all hazards to your supervisor immediately.

Learn the evacuation procedure for your area (displayed on your area notice board).

Report all injuries to your First Aider or Supervisor.

Do not tamper with machinery guarding.

Do not tamper with safety equipment i.e. first aid or personal protective clothing.

Assist your area safety group when required.



Activity 10: Safety procedures

What safety procedures apply to your warehouse? List them below – for example:

OHS procedures

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Hazard identification

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Where can you find out about these procedures in more detail?

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Re-write one (1) of the safety procedures at your warehouse so that it is ‘user-friendly’ and ‘easy-to-read’.

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Show the re-written safety procedure to your trainer/supervisor. Do they think that it is ‘user-friendly’ and ‘easy-to-read’?



Personnel issues

You should also be prepared to talk to new employees about personnel issues.

This might include such things as:

Employment conditions

• hours of work • attendance • meal breaks • rest periods • termination of

employment • transfers to/from other

sections

Pay

• pay week • pay day • deductions from wages • overtime

Leave entitlements

• sick leave • maternity leave • public holidays • bereavement leave • annual leave • jury service

Company regulations

• rules i.e. prohibited behaviour

• faulty machinery • housekeeping • lost property • grievance procedures • smoking • alcohol/drugs

Company policies

• car parking • canteen • training & development • English for migrant

classes • superannuation • worker participation

activities.

This sort of information is usually dealt with by discussion but it is useful to have a written statement to guide your conversation. If this sort of information is recorded in an induction booklet it can also be given to new employees as a reference.

Be prepared to answer many questions – new employees always have concerns about these issues.



During this part of the induction you should also outline the legislative requirements on:

• equal employment opportunity

• sexual harassment

• anti-discrimination.

The information you present in this area must be ‘accurate’ and ‘consistent’ with the organisation’s policies and procedures. It is often a good idea to describe the consequences of not adhering to company policy regarding these issues – this way you leave no room for incorrect behaviour.



Activity 11: Personnel issues

Make a list of the personnel issues that should be covered in an induction to your warehouse. Use the list above as a guide.

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Write a short paragraph about each issue that explains the company policy regarding these matters. For example:

Rest periods

Rest periods have been arranged for the Section where you work and your Supervisor will let you know the scheduled time for your break. This consists of one period of ten minutes in the first half of your shift. As the company pays you in this rest period, it is essential that you return to work promptly when your 10 minute break has elapsed.

When you have finished, discuss what you have written with your trainer/supervisor.

Find out your company policy on:

• equal employment opportunity • sexual harassment • anti-discrimination.

How would you explain these policies to new employees? List your ideas below.

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Sources of information and assistance

It is important to identify where new employees can find help if they need it. This might be as simple as making a list of the relevant personnel and their contact numbers.

You might include:

• the training manager

• someone from the personnel department

• the union representative

• the first aid person

• the OHS representative.

Another way of providing information and assistance for new employees is to establish a ‘mentor / buddy’ system at your workplace. Each new employee can then be assigned to an experienced member of the workplace who can provide them with information and advice as needed.



Activity 12: Sources of information and assistance

Who are the people that can be contacted for information and/or assistance at your warehouse? Make a list of the relevant personnel and their contact numbers.

Name Contact number




Job role

As well as outlining the policies and procedures of the company, induction is used to establish the requirements of the new employee’s position.

New employees need to be clear about

• their job role

• their responsibilities

• the reporting relationships associated with that job

− who they need to pass on information/work to

− who they should receive information/work from

• the expectations of the company.

Most of these issues are covered in the ‘Position Description’ or ‘Statement of Duties’ that has been written for each job. These should be available from the Personnel Department of your company.

You might find that the information in the Position Description is quite complex. Rather than just giving them a copy of the original document, you may need to:

• think about the content

• plan what you are going to say.

It is important that these issues are communicated clearly and that all queries and concerns have been addressed.



Activity 13: Job role

Look at your own Position Description. Use the list above to pull out the relevant information.

You are going to describe this position to a new employee. What would you say? Write some notes below.

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What training do they require?

All new employees are different – therefore their training needs will vary. They may not require:

• the same training

• training at the same time.

During the induction program, it is your job to identify what training each new employee requires.

New employees should then be informed:

• what training is available

• what training they require

• who is responsible for organising their training – i.e. foreman, personnel / Human Resources representative

• when this training will take place.

Specific needs of the employee

You need to be aware of any specific needs that new employees have so that you can adapt your training to suit them. Some things you need to consider are:

• past experience and training

• current skill level

• language, literacy and numeracy skills

• age.

Specific needs of the job role

What new employees need to know will also depend on what section of the warehouse they are working in. They may need training in:

• the use of special equipment

• their new job role

• specific Occupational Health and Safety issues.



The skills gap

To decide what training is necessary, you need to:

• look at the current skills level of the new employee

• take into consideration specific needs – i.e. language, literacy and numeracy skills

• look at the requirements of the new job

• identify the ‘gap’ between what skills they have and what skills they need.

The appropriate training

Once you have identified the skills gap, you can then arrange for the appropriate training to be provided.

Keep in mind that some training is critical – it must happen before the new employee can start work on the job, for example, training related to:

• Occupational Health and Safety procedures

• equipment and work systems.

Some training, however, can be done later – as part of the on-going development of the individual employee.



Activity 14: What training do they require?

Read the following case studies and write your suggestions about: • the specific training needs of the employee • the specific training needs of their job role.

Case Study 1

Joe is a new employee in your warehouse section. He is seventeen years old and has just finished a short course in industrial skills at a TAFE college. He will be working in dispatch and doing some forklift work.

Case Study 2

Costa is 42 years of age. He has ten years experience in the warehousing industry but no formal qualifications. He will be working as an assistant supervisor and will be in charge of allocating workers and equipment. Costa left school at 13 and his literacy and numeracy skills are fairly low.

Case Study 3

Helen is a new employee in your warehouse section. She is returning to work for the first time since having her second child, and will be working on the picking floor on a causal basis. Helen has no formal qualifications but has past work experience in a supermarket. Her first language is Lebanese, and while she speaks English very well, she has trouble reading instructions in English.



New employee Specific needs of employee

Specific needs of job role

Joe

Costa

Helen

There is feedback on this activity at the back of this Learner’s Guide.



Activity 15: How are new employees trained in your workplace?

Interview relevant staff at your warehouse. This might mean human resource staff, the warehouse supervisor or a manager – depending on the structure of your workplace.

Ask them the following questions.

What sort of training does your warehouse provide for new employees?

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Do all new employees receive the same training?

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How do you decide what training to provide for new employees:

• before they start work?

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• soon after they start work?

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• later?

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What sort of information about training do you think is important for new employees at your workplace?

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What documents do they need to complete?

To satisfy all legal requirements it is important to keep accurate records and procedures. Accurate records and procedures also help an organisation to run smoothly by ensuring that the flow of information within the company is efficient and correct.

Before a new employee can begin, they need to read and complete a number of forms/documents. For example:

• an employment contract

• a tax declaration form

• emergency contact details

• bank account details for transfer of pay

• a car park user application form

• a superannuation application/transfer form

• a protective clothing application form.

Although the exact nature of these forms/documents will vary from workplace to workplace, it is essential that they are completed – and are correct.

As part of the induction process it is your job to:

• make sure that all of the necessary forms/documents are ready for the new employees to read and complete

• explain what is required

• answer any questions that they might have regarding the forms/documents

• make a note of any additional action that might need to be taken – eg if they ask for additional information

• make arrangements for them to get back to you as soon as possible – eg if they do not have all of the necessary information on them

• supervise the activity

• check that they have completed the relevant documents correctly.

You must then make sure that the forms/documents are submitted to the appropriate people within your workplace.



Activity 16: What documents do they need to complete?

What documents do new employees need to complete at your warehouse? List them below.

Beside each one, write the name of the person that you have to submit the document to once it has been completed.

Document Person




Additional resources



Paper based: • company policies and procedures

• forms used in the workplace

• quality documentation

• training material

• induction programs written for your workplace or a different section of your workplace.

tlil307c - conduct induction process - learner guide

Documents

aboutthis learners guide

unit of competency

sort of simulated workplace

new employee

elements of competency

work experience

following pages

study program