November 11, 2012

MU0010 [Manpower Planning and Resourcing] Set2 Q1

Q.1 Describe the different types of induction program.

ANS:

Build confidence about self and the organization with in the new employee is one of the major objectives of the induction. This will makes the employee who recruited recently is become a productive one by reducing his/her anxiety that impedes ability to learn to do the job.

Create the feeling of belongings and loyalty within the new employee is another objective of the induction.

Usually a new employee of the organization has little fear about his/her strengths at the beginning, because of the difference of the work culture and the environment. And if he/she signed a long appointment letter which was has all the rules and regulations then he/she might have some of frighten. That fear and the shy of new employee could change by a good induction program. Then he/she may feel that place like his/her home and will adapt to the organization in a short period.

Familiarize the new employee with the jobs and the job environment with in a short time is another objective of the induction. If the new employee takes much more time to understand and adapt to organizational culture and environment, the organization will not have effective outcome from the new employee at the beginning as they expecting. To achieve the expecting level of the outcome, organization also need to support new employee form some kind of contributions. Induction programs and proper training and development programs could consider as that kind of contributions. When employee starts to think the organization as his own and he/she has a responsible to take care and contribution to development of the organization- that is the beginning of the feel of belongingness and loyalty. Loyal employee will give the maximum contribution of his/her to the profit/achievements of the organization.

Generate favorable attitudes within the new employee about peers, superiors, subordinates and the organization in general is another objective. Attitude is the basic thing that can be change the behavior of a person. If the person developed with good attitudes, he/she will be a valuable person to the organization, and persons like that are thinking about the organization work with same as owners. As an example, if one person feels switch off the light, when it is not needed (mean under the day light) he is a person who contributing to the organization to reduce its power expenses. Assume the daily expenditure for the particular bulb, which he was switched off is 1$ per day. Then he will save 5$ s per week (assuming 5 working days) and save around 20$ per month and 240$ per year. If the organization is large and if it has 100 employees same as the above one, then the entire group will save 24,000$ per year, and it is same as a price of a car. That’s why the attitude is important to an employee. This favorable attitude will is a great valuable thing of an employee. This attitude will help to make a good team spirit to the organization. Assume, if the organization needs to shutdown because of some problems with investment, there may be have some employees who are like to work voluntary to standup the organization. Attitude, belongingness and the loyalty is not individual factors at the organization. They all are interconnecting with each other. That could earn by organization form employees by facilitate them when they need that. A new employee may need much more caring and instructions at the first month he/she start employing, assuming that is a fresh employee, who not have previous experience. Fresh employees are easy to convert as employees mentioned in above, because they know how they have started, and what the achievements that they have achieved are. Induction is giving a chance to move all employees among themselves at the beginning they have joined to the organization.

Assist the new employee to contribute to organizational success more quickly is another objective of the induction programs. New employee may not know the organizational objectives and the annual targets. At the induction program, an employee will get know about the things mentioned in above. This will helps to change the private agendas of some employees to organizational agendas. Trying to achieve personal agendas at the working place is a bad practice of some employees. Ineffective induction programs are giving the opportunity to the employee to practice his/her personal agenda at the work place. So then how could organization having the effective outcome from that particular person? It should change. The changing point is “induction program”. New employee will understand the social responsibility of his/her to the organization. Then it will be helps to have effective and efficient works for the both parties of employee and employer.


Types of Induction

An organization needs to make a strategic choice before designing an induction/orientation programme.
Basically there are four types of inductions, 
Formal induction 
Informal induction.
Collective induction
Individual induction.

Informal Induction:
In this the new employees are instructed to report to the HR department for an explanation of organization policies before being referred to the manager for on the job briefing on specific work process.

In informal orientation, new employees are put directly on the job and are expected to adjust themselves on the new job and organization. Informal orientation tends to be brief; may last for an hour or may be less than an hour.

Informal induction is not planned and is ad hock. New employees learn through trial and error method. They get familiar with the work and work environment by themselves. This induction type will make the stress on new employee at the very beginning, because of his/her not knowing things at the operations. So in that case, new employee may leave the organization at the beginning and then the organization may need to follow all the process of recruiting and new employee to the organization. Also this method will create a large number of errors making by new employee and then it may creates big losses to the organization. Those are the disadvantages of informal induction program. The advantage of informal induction is, if the new employee survived, then he/she may know the process by his/her experience, and the later on errors may minimize. But at the beginning the vice verse thing of above advantage may creates loses, if the new employee unable to survive at the organization. At the movements which employees couldn’t survive, there could be see they are leaving organization at the beginning they have joined to it. So this will creates high labor turn over too.

Example: A sales person is asked to go along with a tenured high performing sales person or his manager to make sales calls and learn about the product and the selling skills during the calls.

Formal Induction 
Here the management has a structured programme which is executed when new employees join the firm. Formal induction is more elaborate and is spread over a couple of weeks or months. Most formal induction programmes consist of three stages:
(i) General introduction to the organization often given by the HR department.
(ii) Specific orientation to the job and the department, typically given by the supervisor or manager.
(iii) Follow up meeting to verify that the important issues have been addressed and employee questions have been answered. This follow up meeting usually takes place after a week of joining between the new employee and the manager.

A formal induction programme is shared by the HR specialists and managers. The HR manager covers areas as:
(i) Introduction: to supervisors, trainers and colleagues.
(ii) Organization issues: organization history, history of the employer, names and titles of important executives, departments, layout of physical facilities, probationary period, product line, production procedure, organization policies and procedures, disciplinary regulations, safety procedures.
(iii) Employee benefits: pay scale, pay days, vacation and holidays, rest breaks, training and education benefits, counselling, insurance benefits, retirement programme etc.
(iv) Supervisors outline the main job duties: job location, task and overview of job, safety requirements and relationship to other jobs.

The choice between formal and informal induction will depend mainly on the goals and objectives of the organization. The more formal the programme the more the new employee will acquire a set of standards. Many organizations prepare certain induction manual and induction powerpoint presentations which they keep on the intranet . These can be aceesed only by the company employees. It is helpful when employees join in small numbers at different point of time, when a separate induction programme cannot be held. This is also helpful to clarify any doubts an employee may have regarding certain organizational practices. In an informal programme individual differences are maintained.  

Induction Program Outline
 
Formal induction is a planned attempt to introduce new employees to the organization, job and the working environment. This induction type may consume more time of the superiors to learn and deliver the new employees needs at the beginning. But this may create new employees less number of errors at the working period and good coordination among all the parties. At this type of program, new employee may get know, who are the most experienced person to have the solution of the particular problem new employee might has. At the very beginning new employees are having lots of questions as same as kids at small ages.

That is full normal thing and common thing, because the new employee needs to get know all the things, he may actually needs or not. CEO, GM, Section/Department Heads, Senior Managers, and Line Managers may involve in to the formal induction program. (From top management to bottom line). This will deliver fundamental things that new employees need to know. Advantage of the formal induction program is organization will have the better chance to win the new employees’ loyalty at the very beginning. And also new employee will have the chance to carry his/her works clearly, with less numbers of errors. Also, new employee will fit to the organizational culture and the work group easily, and strongly.

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