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                                                       Lesson: 17

                         Orientation:

                           Contents:

                           o   Definition
                           o   Objective
                           o   Steps in induction program
                           o   Contents of induction program
                           o   Examples of employee induction program
                           o   Need for induction
                           o   Induction program of Toyota Motor Manufacturing, USA



        We must all know that after a candidate joins the firm, he or she goes through the firm’s
        orientation program.

        Orientation is the process of acquainting new employees with the organization.
        Orientation topics range from such basic items as the location of the company cafeteria to
        such concerns as various career paths within the firm.


        Hence we can say that induction or orientation is the process through which a new
        employee is introduced to the job and the organization. In the words of Armstrong,
        induction is "the process of receiving and welcoming an employee when he first joins a
        company and giving him the basic information he needs to settle down quickly and start
        work.

        Objectives

        Induction serves the following purposes:

        Removes fears: A newcomer steps into an organization as a stranger. He is new to the
        people, workplace and work environment. He is not very sure about what he is supposed
        to do. Induction helps a new employee overcome such fears and perform better on the
        job.

        It assists him in knowing more about:

            The job, its content, policies, rules and regulations.

           •   The people with whom he is supposed to interact. .
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            •   The terms and conditions of employment.

        b.    Creates a good impression: Another purpose of induction is to make the newcomer
        feel at home and develop a sense of pride in the organization. Induction helps him to:

                Adjust and adapt to new demands of the job.

                Get along with people.

                Get off to a good start.


        Through induction, a new recruit is able to see more clearly as to what he is supposed to
        do, how good the colleagues are, how important is the job, etc. He can pose questions and
        seek clarifications on issues relating to his job. Induction is a positive step, in the sense; it
        leaves a good impression about the company and the people working there in the minds
        of new recruits. They begin to take pride in their work and are more committed to their
        jobs.

        c. Act as a valuable source of information: Induction serves as a valuable source of
        information to new recruits. It classifies many things through employee
        manuals/handbook. Informal discussions with colleagues may also clear the fog
        surrounding certain issues. The basic purpose of induction is to communicate specific job
        requirements to the employee, put him at ease and make him feel confident about his
        abilities.

        Steps In Induction Programme

        The HR department may initiate the following steps while organizing the induction
        programme:

            o Welcome to the organization

            o Explain about the company.

            o Show the location, department where the new recruit will work. .

            o   Give the company's manual to the new recruit.

            o Provide details about various work groups and the extent of          unionism within the
              company.

            o Give details about pay, benefits, holidays, leave, etc. Emphasize the importance of
              attendance or punctuality.

            o Explain about future training opportunities and career prospects.
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           o Clarify doubts, by encouraging the employee to come out with questions.

           o Take the employee on a guided tour of buildings, facilities, etc. Hand him over to
             his supervisor.


        Content

                             The areas covered in employee induction programme may be
                             stated as follows:

                              Induction Programme: Topics

                                    1. Organisational issues
                                       o History of company
                                       o Names and titles of key executives.
                                       o Employees' title and department.
                                       o Layout of physical facilities
                                       o Probationary period
                                       o Products/services offered
                                       o Overview of production process
                                       o Company policy and rules
                                       o Disciplinary procedures
                                       o Safety steps
                                       o Employees' handbook
                                    2. Employee benefits

                                        o   Pay scales, pay days
                                        o   Vacations, holidays
                                        o   Rest pauses
                                        o   Training Avenues
                                        o   Counseling
                                        o   Insurance, medical, recreation, retirement benefit

                                    3. Introductions


                                        o   To supervisors
                                        o   To co-workers
                                        o   To trainers
                                        o   To employee counselor

                                    4. Job duties
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                                        o   Job location
                                        o   Job tasks
                                        o   Job safety needs
                                        o   Overview of jobs
                                        o   Job objectives
                                        o   Relationship with other jobs

                             Source: Keith Davis, Human Resources, pg 257.



        Socialization

        Socialization is a process through which a new recruit begins to understand and accept
        the values, norms and beliefs held by others in the organization. HR department
        representatives help new recruits to internalize the way things are done in the
        organization". Orientation helps the newcomers to interact freely with employees
        working at various levels and learn behaviors that are acceptable. Through such formal
        and informal interaction and discussion, newcomers begin to understand how the
        department/ company is run, who holds power and who does not, who is politically active
        within the department, how to behave in the company, what is expected of them, etc. In
        short, if the new recruits wish to survive and prosper in their new work home, they must
        soon come to 'know the ropes'.




        Food for thought:
        Is there any difference between Induction and Socialisation or can they
        be used interchangeably?




        Employee Induction Programme: Three Examples

                             Aptech:

                             The company takes its new entrants through a structured induction-
                             training program. The one-day Programme includes a briefing on
                             the company's market position,
                             The business it is in, its functioning style, its organizational
                             structure and its HR policies. The entrants are also familiarized
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                             with what others do before being deputed to their own
                             departments. A six-month behavioral training is also offered in
                             team building, self-development, customer-sensitivity etc. Finally,
                             the recruits are put through an appraisal process to gauge fitment
                             and progress.


                             Maruti Udyog:

                             The company customizes its initiation programs to suit the profile
                             of the new recruit. For engineers, the programme is offered in four
                             parts: (1) familiarize with various    functions and meet division
                             heads (ii) work on shop floor (iii) work at various other
                             departments (iv) work finally in departments for about 2 months,
                             where they will eventually work.


                             Standard Chartered Bank:

                             The management trainees are picked up from premium B- schools
                             and undergo introduction training for about 6 months. During this
                             period, the trainees see me in the various divisions of the bank to
                             get a holistic view of the bank's operations, and get a chance to
                             meet each of the bank's business heads. A two-day session
                             dedicated to team building is also conducted thereafter. After
                             taking charge of the job, the new recruits have to attend a review
                             session about the job itself.


        Need for Induction

        1.     When a new employee joins an orgainisation, he is a stranger to the organization
        and vice versa. He may feel insecure, shy and nervous in the strange situation. He may
        have anxiety because of lack of adequate information about the job, work procedures,
        organizational policies and practices, etc. Frustration is likely to develop because of
        ambiguity In such a case, induction is needed through which relevant information can be
        provided; he is introduced to old employees and to work procedures. All these may
        develop confidence in the candidate and he may: start developing positive thinking about
        the organisation.


        2. Effective induction can minimize the impact of reality shock some new employees
        may undergo. Often, freshers join, the organization with very high expectations, which
        may be far beyond the reality. When they come across with reality, they often feel
        shocked. By proper induction, the newcomers can be made to 'understand the reality 'of
        'the situation. Every organisation has some sort of induction programme either formally
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        or informally. In large organisations where there are well-developed personnel functions,
        often induction programmes are undertaken on formal basis, usually through the
        personnel department. In smaller organisations, the immediate superior of the new
        employee may do this.

        Let us try to understand the process of orientation better by going step by step through
        the following orientation programme being followed in “Toyota Motor Manufacturing,
        USA”

        Orientation (it is called "assimilation") at Toyota Motor Manufacturing, USA is a case in
        point. While it covers traditional topics such as company benefits, it's mostly intended to
        socialize new employees, that is, to convert Toyota's new employees to the firm's
        ideology of quality, teamwork, personal development, open communication, and mutual
        respect. It lasts four days, as follows:

        Day One - The first day begins at 6:30 a.m. with an overview of the program, a welcome
        to the company, and a discussion of the firm's organization structure and human resource
        department by the firm's vice president for human resources. The vice president devotes
        about an hour and a half to discussing Toyota history and culture, and about two hours to
        employee benefits. Another two hours are then spent discussing Toyota's policies about
        the importance of quality and teamwork.

        Day Two - The second day starts with about two hours devoted to "communication
        training-the Toyota Motor Manufacturing way of listening." Here the importance of
        mutual respect, teamwork, and open communication is emphasized. The rest of the day is
        then devoted to general orientation issues. These include safety, environmental affairs,
        the Toyota production system, and the firm's library.

        Day Three - This day also begins with two-and-a-half to three hours devoted to
        communication training, in this case "making requests and giving feedback." The rest of
        the day is spent covering matters such as Toyota's problem-solving methods, quality
        assurance, hazard communications, and safety.

        Day Four -. Teamwork is stressed in the morning session. Topics include teamwork
        training, Toyota's suggestion system, and the Toyota Team Member Activities
        Association. This session also covers what work teams are responsible for and how to
        work together as a team. The afternoon specifically covers fire prevention and fire
        extinguishers training.

        Employees thus complete the four-day orientation/assimilation/socialization process
        having been steeped in-and it is hoped converted to-- Toyota's ideology, in particular its
        mission of quality and its values of teamwork, kaizen/continuous improvement, and
        problem solving. That is a big step toward winning new employees' commitment to
        Toyota and its goals and values.
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        Summary

        After a candidate is selected for employment, he is placed on the job. Initially, the
        placement may be on probation, the period of which may range from six months to two
        years. After successful completion of the probation period, the candidate may be offered
        permanent employment.

        Now we know why after the initial placement of the candidate on the job, his induction is
        necessary. Induction is a technique by which a new employee is rehabilitated into the
        changed surroundings and introduced to the purposes, policies and practices of the
        organization, employee's job and working conditions, salary, perks, etc. In other words, it
        is the process of introducing the employee to the organization and vice versa.




                        Induction/ Orientation/
                            Socialization
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                                   Definition
                 “Orientation is the process of acquainting
                  new employees with the organization.
                  Orientation topics range from such basic
                  items as the location of the company
                  cafeteria to such concerns as various
                  career paths within the firm”




                                   Objectives
                 • Removes fears
                 • Creates a good impression
                 • Act as a valuable source of information
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                                     Content
                 •   Organisational issues
                 •   Employee benefits
                 •   Introductions
                 •   Job duties

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Orientation

  • 1. For useful Documents like this and Lots of more Educational and Technological Stuff Visit... www.thecodexpert.com Lesson: 17 Orientation: Contents: o Definition o Objective o Steps in induction program o Contents of induction program o Examples of employee induction program o Need for induction o Induction program of Toyota Motor Manufacturing, USA We must all know that after a candidate joins the firm, he or she goes through the firm’s orientation program. Orientation is the process of acquainting new employees with the organization. Orientation topics range from such basic items as the location of the company cafeteria to such concerns as various career paths within the firm. Hence we can say that induction or orientation is the process through which a new employee is introduced to the job and the organization. In the words of Armstrong, induction is "the process of receiving and welcoming an employee when he first joins a company and giving him the basic information he needs to settle down quickly and start work. Objectives Induction serves the following purposes: Removes fears: A newcomer steps into an organization as a stranger. He is new to the people, workplace and work environment. He is not very sure about what he is supposed to do. Induction helps a new employee overcome such fears and perform better on the job. It assists him in knowing more about: The job, its content, policies, rules and regulations. • The people with whom he is supposed to interact. .
  • 2. For useful Documents like this and Lots of more Educational and Technological Stuff Visit... www.thecodexpert.com • The terms and conditions of employment. b. Creates a good impression: Another purpose of induction is to make the newcomer feel at home and develop a sense of pride in the organization. Induction helps him to: Adjust and adapt to new demands of the job. Get along with people. Get off to a good start. Through induction, a new recruit is able to see more clearly as to what he is supposed to do, how good the colleagues are, how important is the job, etc. He can pose questions and seek clarifications on issues relating to his job. Induction is a positive step, in the sense; it leaves a good impression about the company and the people working there in the minds of new recruits. They begin to take pride in their work and are more committed to their jobs. c. Act as a valuable source of information: Induction serves as a valuable source of information to new recruits. It classifies many things through employee manuals/handbook. Informal discussions with colleagues may also clear the fog surrounding certain issues. The basic purpose of induction is to communicate specific job requirements to the employee, put him at ease and make him feel confident about his abilities. Steps In Induction Programme The HR department may initiate the following steps while organizing the induction programme: o Welcome to the organization o Explain about the company. o Show the location, department where the new recruit will work. . o Give the company's manual to the new recruit. o Provide details about various work groups and the extent of unionism within the company. o Give details about pay, benefits, holidays, leave, etc. Emphasize the importance of attendance or punctuality. o Explain about future training opportunities and career prospects.
  • 3. For useful Documents like this and Lots of more Educational and Technological Stuff Visit... www.thecodexpert.com o Clarify doubts, by encouraging the employee to come out with questions. o Take the employee on a guided tour of buildings, facilities, etc. Hand him over to his supervisor. Content The areas covered in employee induction programme may be stated as follows: Induction Programme: Topics 1. Organisational issues o History of company o Names and titles of key executives. o Employees' title and department. o Layout of physical facilities o Probationary period o Products/services offered o Overview of production process o Company policy and rules o Disciplinary procedures o Safety steps o Employees' handbook 2. Employee benefits o Pay scales, pay days o Vacations, holidays o Rest pauses o Training Avenues o Counseling o Insurance, medical, recreation, retirement benefit 3. Introductions o To supervisors o To co-workers o To trainers o To employee counselor 4. Job duties
  • 4. For useful Documents like this and Lots of more Educational and Technological Stuff Visit... www.thecodexpert.com o Job location o Job tasks o Job safety needs o Overview of jobs o Job objectives o Relationship with other jobs Source: Keith Davis, Human Resources, pg 257. Socialization Socialization is a process through which a new recruit begins to understand and accept the values, norms and beliefs held by others in the organization. HR department representatives help new recruits to internalize the way things are done in the organization". Orientation helps the newcomers to interact freely with employees working at various levels and learn behaviors that are acceptable. Through such formal and informal interaction and discussion, newcomers begin to understand how the department/ company is run, who holds power and who does not, who is politically active within the department, how to behave in the company, what is expected of them, etc. In short, if the new recruits wish to survive and prosper in their new work home, they must soon come to 'know the ropes'. Food for thought: Is there any difference between Induction and Socialisation or can they be used interchangeably? Employee Induction Programme: Three Examples Aptech: The company takes its new entrants through a structured induction- training program. The one-day Programme includes a briefing on the company's market position, The business it is in, its functioning style, its organizational structure and its HR policies. The entrants are also familiarized
  • 5. For useful Documents like this and Lots of more Educational and Technological Stuff Visit... www.thecodexpert.com with what others do before being deputed to their own departments. A six-month behavioral training is also offered in team building, self-development, customer-sensitivity etc. Finally, the recruits are put through an appraisal process to gauge fitment and progress. Maruti Udyog: The company customizes its initiation programs to suit the profile of the new recruit. For engineers, the programme is offered in four parts: (1) familiarize with various functions and meet division heads (ii) work on shop floor (iii) work at various other departments (iv) work finally in departments for about 2 months, where they will eventually work. Standard Chartered Bank: The management trainees are picked up from premium B- schools and undergo introduction training for about 6 months. During this period, the trainees see me in the various divisions of the bank to get a holistic view of the bank's operations, and get a chance to meet each of the bank's business heads. A two-day session dedicated to team building is also conducted thereafter. After taking charge of the job, the new recruits have to attend a review session about the job itself. Need for Induction 1. When a new employee joins an orgainisation, he is a stranger to the organization and vice versa. He may feel insecure, shy and nervous in the strange situation. He may have anxiety because of lack of adequate information about the job, work procedures, organizational policies and practices, etc. Frustration is likely to develop because of ambiguity In such a case, induction is needed through which relevant information can be provided; he is introduced to old employees and to work procedures. All these may develop confidence in the candidate and he may: start developing positive thinking about the organisation. 2. Effective induction can minimize the impact of reality shock some new employees may undergo. Often, freshers join, the organization with very high expectations, which may be far beyond the reality. When they come across with reality, they often feel shocked. By proper induction, the newcomers can be made to 'understand the reality 'of 'the situation. Every organisation has some sort of induction programme either formally
  • 6. For useful Documents like this and Lots of more Educational and Technological Stuff Visit... www.thecodexpert.com or informally. In large organisations where there are well-developed personnel functions, often induction programmes are undertaken on formal basis, usually through the personnel department. In smaller organisations, the immediate superior of the new employee may do this. Let us try to understand the process of orientation better by going step by step through the following orientation programme being followed in “Toyota Motor Manufacturing, USA” Orientation (it is called "assimilation") at Toyota Motor Manufacturing, USA is a case in point. While it covers traditional topics such as company benefits, it's mostly intended to socialize new employees, that is, to convert Toyota's new employees to the firm's ideology of quality, teamwork, personal development, open communication, and mutual respect. It lasts four days, as follows: Day One - The first day begins at 6:30 a.m. with an overview of the program, a welcome to the company, and a discussion of the firm's organization structure and human resource department by the firm's vice president for human resources. The vice president devotes about an hour and a half to discussing Toyota history and culture, and about two hours to employee benefits. Another two hours are then spent discussing Toyota's policies about the importance of quality and teamwork. Day Two - The second day starts with about two hours devoted to "communication training-the Toyota Motor Manufacturing way of listening." Here the importance of mutual respect, teamwork, and open communication is emphasized. The rest of the day is then devoted to general orientation issues. These include safety, environmental affairs, the Toyota production system, and the firm's library. Day Three - This day also begins with two-and-a-half to three hours devoted to communication training, in this case "making requests and giving feedback." The rest of the day is spent covering matters such as Toyota's problem-solving methods, quality assurance, hazard communications, and safety. Day Four -. Teamwork is stressed in the morning session. Topics include teamwork training, Toyota's suggestion system, and the Toyota Team Member Activities Association. This session also covers what work teams are responsible for and how to work together as a team. The afternoon specifically covers fire prevention and fire extinguishers training. Employees thus complete the four-day orientation/assimilation/socialization process having been steeped in-and it is hoped converted to-- Toyota's ideology, in particular its mission of quality and its values of teamwork, kaizen/continuous improvement, and problem solving. That is a big step toward winning new employees' commitment to Toyota and its goals and values.
  • 7. For useful Documents like this and Lots of more Educational and Technological Stuff Visit... www.thecodexpert.com Summary After a candidate is selected for employment, he is placed on the job. Initially, the placement may be on probation, the period of which may range from six months to two years. After successful completion of the probation period, the candidate may be offered permanent employment. Now we know why after the initial placement of the candidate on the job, his induction is necessary. Induction is a technique by which a new employee is rehabilitated into the changed surroundings and introduced to the purposes, policies and practices of the organization, employee's job and working conditions, salary, perks, etc. In other words, it is the process of introducing the employee to the organization and vice versa. Induction/ Orientation/ Socialization
  • 8. For useful Documents like this and Lots of more Educational and Technological Stuff Visit... www.thecodexpert.com Definition “Orientation is the process of acquainting new employees with the organization. Orientation topics range from such basic items as the location of the company cafeteria to such concerns as various career paths within the firm” Objectives • Removes fears • Creates a good impression • Act as a valuable source of information
  • 9. For useful Documents like this and Lots of more Educational and Technological Stuff Visit... www.thecodexpert.com Content • Organisational issues • Employee benefits • Introductions • Job duties