Automating induction protocols involves using digital software or artificial intelligence to perform repetitive tasks that lead to consistency and efficiency. Whether that be through an induction app or computer system there are so many benefits including, improved safety, clear audit trails and time saving.
What are induction protocols?
Induction protocols are very important to have in all businesses, regardless of size. These help to set employees up for success and put them on a good path to help themselves and the business. However, if an induction is not completed properly then an employee may fail or not make a positive impact or feel secluded from team mates. This could then result in them looking for a new job fairly quickly, therefore it is in the best interest of all parties to set out an effective induction protocol, and automation can help with this.
By ensuring all employees are fully inducted, their enthusiasm and drive that was seen in the interview process will continue to grow. The induction process will not be completed overnight, it can take months, even years for an employee to become fully integrated, however, a successful induction programme can help to speed this up. This will help them to understand all areas of the business including its culture, as well as other employees and the role itself.
Induction process
Induction processes may vary from business to business, depending on the size of the company and the industry it is in. Although the main objectives will stay the same, this is to ensure employees become settled in and understand the role, meet colleagues, learn key responsibilities and understand how work will be assessed and monitored. Key steps include:
Orientation
One important aspect of the induction process is to ensure employees are comfortable in their work environment whether that be an office, hospital, factory or home. The length of this step will vary depending on the size of the premises and apparatus available, however, regardless of size, it is important to help employees settle in and become familiar with where they will be working.
Health and safety
All organisations should provide employees with the relevant health and safety information to help them safely perform their work. This may include fire exits and procedures, online safety and any hazards. Policies may vary between employees and their specific roles.
Company information and history
Employees should be given an overview of the company they are working for, this will also vary between companies. This may include,
- Company history
- Current structure
- Vision
- Culture
- Managerial structure
- Objectives
- Key people
Job role information
For a person to succeed in a job, they will need to have a full understanding of their roles and responsibilities, as well as their own department and others whom they will interact with. Expectations should be explained to new staff members along with any probation period they may be set and the terms and conditions of the role.
Equipment
Depending on a person’s role, they may have to be trained on specific equipment, programmes or softwares. This may be a lengthy process and could require a few training sessions if the equipment is complex.
Training/development
Details on training should be highlighted in a new starters induction, this may include training on new systems, client work or development training. At this stage, a development plan may also be beneficial so that an employee can keep track of their progress to see their goals to improve.
Meeting other staff
This is the best time to introduce a new starter to other relevant staff members such as members in the same department or managers, this will help them feel more comfortable within their role and build relationships with who they will be working with. If the role is remote, then video calls should be set up to replace in person meetings, so that they can still put a face to the name.
Company benefits
If the business has any employee benefits or perks, these should also be highlighted at this point. For example, gym memberships, health insurance, flexible hours, complimentary food or casual dress. No matter what the perks are, let employees know and this will make them look forward to getting started even more.
The business benefits to automating the inductions protocols
Consistency
With automated induction protocols, a high level of consistency will be established. Once this is implemented, employees will become comfortable in their role quicker and it boosts the chances of them fully immersing themselves in the culture. If they understand how to do their job correctly, there will be less inconsistencies as each employee would have been taught the same. Whereas, without automation, more inconsistencies will be present and employees may begin to perform at different levels.
Improved safety
One very important aspect of inductions is the health and safety training. Without this, people may get injured or damage a company’s reputation. With automation, no aspect of the training will be missed off, as it can be tracked and noted. With employees fully understanding safety protocols, there will be less room for mistakes and results will be maximised.
Time saving
One thing we can all appreciate is saving time. By automating the induction process, businesses can save time and money as efficiency is greatly improved. With online protocols, employees can complete their training or read induction information alone or before even starting the job. This in particular saves time for managers as they don’t have to manually do inductions. All processes are also clearly stated, tracked and can be found in one place, making it more efficient.
Audit trails
Clear audit trails of training and inductions are shown online. These help employees, HR and management keep track of a new starter’s progress. They can also clearly see what still needs to be completed and where improvement is needed.
There are so many benefits of automating the induction protocol for businesses, no matter the industry or size of business. By implementing this, it will help to keep work consistent, save time and boost productivity.