Induction / Training

[gee4]

In light of some recent postings from myself and others, I just thought I would throw this question out as your replies would be of interest.

With regards to a new hire /  new start /  new employee in your department / company, how much time do you spend inducting them on processes and procedures?

The reason I ask is that 8 weeks into my new job, I am finding some of the other secretaries rude and unhelpful and in particular the one who spent a couple of hours on my first day showing me the ropes.  Now I have not gone back to her to ask anything but have instead found the other 2 secretaries in my building/dept much more approachable.

It is hard to put into practice what I learnt 8 weeks ago when I had my 'brief' induction, until the work materialises.  Then, and only then, can things begin to take shape and procedures fall into place.

1.  Have you ever inducted a new member of staff?
2.  If so what format did that take eg. formal meeting or informal chat, did you show examples of work produced, monthly reports etc, did you do a walk round the office/building, introduce the new start to others?
3.  Does your company have an induction day/morning?
4.  If so, who is that with eg. HR?
5.  If not, why not?  
6.  Do you think new starts benefit from a formal induction or is your informal induction suffient?
7.  Are you helpful in answering a new start's questions 8-12 weeks into the job?
8.  Do you network with that new start or introduce them to their peers so they can network together?

[laurafmcdermott]

Hi Gee, I don't have too much to give re: actual induction or training, however in my previous HR life I did the orientation or induction to the company.  Every new hire was required to attend.  We usually hired in "classes" of 20 or so, but if 1 or 2 were starting on a given day I would do a personal orientation.  This was critical to introduce company policies, esp the gritty ones like sexual harrasment and workplace violence, as well as mundane things like issuing a security badge for the premises and where to park.  The 3 companies I worked for in this capacity would not allow someone to work until they had gone through an orientation.  As for actual job procedures and training, our new hires would have a 3 month probation period and it was a given that they would ask questions and need assistance.

As you know though, I am in the US so this may not translate.

[raindance]

My company is small, so some of the procedures that a larger company might have, such as group induction, aren't really relevant.

Here's what we do:

1. Before the person begins work, the Director of the relevant department (i.e where the person will be working) sends round an email and asks us to book time with the new member of staff for induction;
2. Desk/office is prepared in the week before the person starts;
3. Person arrives on appointed day and is shown to desk/office by the office manager or the Director of the department (whoever is in the offices early that day);
4. Person meets with their Director and then taken round to be introduced to colleagues;
5. Person starts meeting up with colleagues - all colleagues in turn and no-one is missed out, so this bit may take a couple of weeks or so.  These meetings are half-hour  slots to provide information about the work of each department, how they interact, and how colleagues' work interacts with that of others;
6. Person has induction into own job with Director of department or outgoing colleague if we have one (we have created some new posts recently so no outgoing person);
7. Person will also have appointments with people from our Board of Directors (not the same as Directors of Departments);
8. At some point fairly soon after arrival (usually on the day of arrival) person is given contract and copy of staff policies (huge great file), bank details, contact details, next of kin details etc are taken.  

Sounds a bit Byzantine, but it works and we're a very happy bunch on the whole.

In response to your specific questions - I've probably answered numbers 1 to 6 above.  

7. Are you helpful in answering a new start's questions 8-12 weeks into the job?  Why would I not be "helpful"?  A colleague is a colleague and we have the same objectives: furthering the company's business.  I'm still helpful to people after 10 years.  Except when I'm not.

8. Do you network with that new start or introduce them to their peers so they can network together?  Not sure I really understand what "network" means.  Do I speak with them?  Yes, always.  Everyone here speaks to everyone - greetings morning and evening, friendly chat about things not connected with work, polite and professional conversations about things to do with work - that's how we operate.  

Does it ever go pear-shaped and we argue?  Occasionally, yes, but stuff happens and you never know what pressures someone has in their workload.  "My" burning question to our bean counters about something may be the very last straw to them when they are finalising the monthly management accounts.

I guess what I'm driving at is we have to get along with each other and one must never underestimate the forbearance others extend to us.  

With reference to your grouchy secretary that you mention - maybe she wanted to apply for your job and didn't get it.  Maybe the chemistry isn't good and she isn't good at hiding it.  If I were in your place, I would make a point of being exceptionally friendly towards her; you never know - she might end up being your best buddy.

[gee4]

Thanks for the replies so far.

Laura your input was relevant even though we are in different countries.

Rain I agree smaller companies maybe don't go through the same process as larger organisations, but it sounds like your new starts have a great induction to your company.

With regard to networking - is there a secretarial forum?  do you and other secretaries meet on a regular basis to discuss areas of work?  do you lunch together etc?

As has been mentioned in previous postings, I have found new starts (myself included) are resented.  I have to say the male members of staff are that little less bitchy or clicky.  

My brief induction was carried out on the first day by my predecessor who really didn't want to leave the post even though it was only part-time.  (She is now full-time in her own post).  She did in all fairness show me the ropes of the job, but she flew through it and I tried to take as many notes as I could.  By the time she had shown me round and introduced me it was approaching lunchtime and I was left to my own devices.  I was neither asked to lunch nor brought to the canteen which I found extremely rude and quite embarrassing on my first day.

My boss's daughter took sick that morning so he went home and I was more or less left on my own.  Until I asked recently I have not had any formal company induction (planned for Dec) nor 1:1 with any managers which I actually did have in my last job.  That makes it all the more difficult to understand the business and work ethics.

The line, "didn't I tell you that when you started", doesn't sit well with me.  Sweetie it's that kind of attitude that makes me forget.

I just wanted to ascertain what aspects are important to you when inducting new staff and extend how I feel as a new employee, well temp to perm employee!

I seriously now get the feeling that my boss assumed my predecessor (the grouch) had told me everything from A-Z as he looks blankly at me sometimes when I have no clue what or who he is taking about.

[raindance]

We don't have a forum for secretaries and therefore we don't "lunch together".  Our management structure is very flat and whilst we have a hierarchy of jobs in that some jobs have certain enhanced responsibilities (such as CEO - can't be more "enhanced" than that), we mix with each other fairly freely - including lunch.  

I'm EA to the CEO, and my job profile is not a secretarial one as such.  I have an assistant of my own, and there are other assistants dotted around throughout the organisation at her level.  They don't have a forum either.  

Maybe you could set something up in your own organisation, Gee, when you have been there a bit longer.  Sometimes, people get into a way of working and it takes someone new to shed new light on things.

The induction process that I described in my earlier email was my brainchild not long after I joined my company.   That, and many other things I had "bright ideas" about were taken up by my boss, and they generally work well, even if they need a bit of tweaking now and then.  Working with the CEO has some advantages to it - you get to feed ideas to the person who can really make things happen.  

It's always a bit difficult with new people. Group dynamics are very subtle and a new person ALWAYS changes the atmosphere and temperature of an organisation - either in an good way or a bad way.   The worst thing is when people who are in post have applied for the post you take up - that's where those little jealousies creep in and there's nothing you can do about them.

[gee4]

Thanks Rain.  I think this secretary did want to stay but she was already doing a job in another department and was only helping out until they found someone for my role.  I think she liked the freedom she had in my department as well as the flexibility to interact more with others.

[adminforyou]

In most of the positions I have held not very many have had a formal orientation program - mostly you learn by the seat of your pants, so to say or through notes left by the previous admin (usually out of date anyway).  As far as meeting the rest of the team, I usually try to schedule 1/2 hour with each member to learn what they do during the first couple of weeks.

Only one company had an organization for the admins - they met on a monthly basis for 1 1/2 hour and had regular programs.  Once a year all the admins around the country met for a 2-day seminar - this gave everybody a chance to get to know the admins in the field and in the corporate office.  They also had an SVP as a sponsor to the organization.  You could either attend the meetings personally or by WebEx.  It seemed to work there but it was a very large corporation.

[Katie G]

Our training is a combination of two time-honored maxims:  

"Sink or Swim" and
"It's Easier to get Forgiveness than Permission".  

Need I say more?

[peaches2160]

Our training is pretty much "baptism by fire".  Do it and ask for forgiveness later.
I always provide written instructions and process overviews for previous roles.  I too used to do employee orientations in HR.  I have assigned folks to new hires to work with them and introduce them around.  I generally do not do it myself, except to make sure they have what they need from a supply and equipment standpoint.  

[gee4]

Again thanks for your responses.

In some previous jobs I have created office manuals as well as writing processes and procedures on how to complete standard forms and templates...it does make life easier.

I think some admins have a lot to learn especially when they have been in a job for 5+ years with the same company and do things automatically.  I would love to see some of the secretaries here start a new job in a brand new environment with a quick induction!!

[peaches2160]

In an admin role, it takes at least 6 mos. to really start "clicking"  with the boss.  It just takes times to learn behaviors, thought patterns, habits that you come to expect.  Being a newbie having to learn that plus the policies and everything can be overwhelming.  However, it just takes time and patience.  If it is a good fit for the person, everything will fall into place.  I always try to be helpful to new employees (admins), since you never know when you may need their help.  "What goes around comes around" as my grandma used to say:).  When I was new to my role, I had folks who deliberately set me up to fail.  I have overcome this now, but it was frustrating in the beginning when trying to learn.

[gee4]

Finally I have been notified of a 3-day company induction due to take place mid December.

A full itinerary is planned for the first day with the following two days having a morning only agenda.

I am looking forward to this and hopefully it will take the edge off my rocky start.

[gee4]

Well the first day of my induction is over and it turned out to be a morning session only....however we were not informed until we turned up!

It was informative, to a point, although there are things I would have done better or at least ensure they were done eg. no refreshments ordered despite a coffee break on the agenda - eek!  How many of us would have died if we had forgotten to order hospitality?  I know I would have.

The next 2 days are morning sessions only and should be more relevant.  I think I am feeling slightly more settled now that I have got my teeth into a few more bits n pieces.

[raindance]

Gee,

So pleased to hear your induction programme has finally got off the ground.

A shame about the refreshments; perhaps you can include that in your feedback at some stage.  Clearly, this is a company just crying out for your special qualities.  

[gee4]

Possibly Rain, you never know!

Well the induction is now complete and I will retain the handouts for reference.