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Contents

Part 1: Orientation programme for newly recruited marketing assistants .............................. 1

1.1 Objectives ...................................................................................................................... 1

1.2 Selecting the content for the program ........................................................................... 2

1.3 Six months previous to Launching the Program ........................................................... 2

1.3.1Carry out a Target Audience Analysis .................................................................... 3

1.4 Four months prior to Program Launch .......................................................................... 3

1.4.1 Managing logistics .................................................................................................. 3

1.5 Three months before Program Launch .......................................................................... 5

1.6 One month before Program Launch .............................................................................. 6

1.7 Two weeks Before New Employee get there ................................................................ 7

1.8 Day of Orientation ......................................................................................................... 7

Part 2: induction programme for new recruits in the maintenance division ........................... 8

2.1 Assumption.................................................................................................................... 8

2.2 Aim of the induction Programme .................................................................................. 8

2.3 Written material............................................................................................................. 9

3. HOW TO IMPLEMENT INDUCTION ........................................................................ 9

3.1 Formal Training ......................................................................................................... 9

3.2 Work placement ....................................................................................................... 10

3.3 Coaching .................................................................................................................. 10

3.4 Buddying ................................................................................................................. 10

References ............................................................................................................................. 11

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Part 1: Orientation programme for newly recruited marketing assistants

Organizations using an employee orientation program uncover that their workforce is

superior up to date and obviously comprehend what is expected from them. The human

resources department further can include different aspects to the orientation program to

make it more attractive and unforgettable to the new employees.

1.1 Objectives

The goals of the orientation program are to offer employees the information that will aid

them to assimilate with the organisation effortlessly and speedily. Another object is that the

new entrant gets acquainted to the whole organisation that includes its vision, mission,

culture, structure and values etc. Furthermore it should also aid the employees to

understand their roles and the impact on others as well. (Desimone, Werner & Harris, 2000)

The employees are new to the way the organization works. They have a fear of the

unknown. All employees have unique behaviours and the programmes to some extend

should cater to this individuality. The orientation programme has to be such that it takes

care of these behaviours and motivates the employee to open up. Different employees learn

in different ways. Hence an orientation programme should consider using following

methods. These objectives form a basis for further development. (Bernardin, 2003)

Visual: Using Videos, presentations, graphs, demonstrations where the employee can use

his sense of eyes and learn.

Acoustic: Here audio methods where the employee can use his listening skills are to be used

Print: Handouts are an easy way to carry home the material and read again to reinforce.

Interactive: Programmes like Group discussions offer an opportunity to interact with fellow

employees and open up in the new environment.

Palpable: Hands- on activities like demonstration of the products. Touching and learning is

the idea.

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Kinaesthetic: Using psychomotor skills and space is the idea. Games, role plays, enact are

some ways to perform this way.

All the above stated activities will take time and resources and cannot be done over night.

Planning will be involved and planning in the right direction will make the programme

successful.

1.2 Selecting the content for the program

Standard topics like company’s mission and vision, structure, profile, culture, goals, assets,

locations, market customers and competitions are to be discussed. Other important points

that need coverage are remuneration, bonus policies, incentives, profit sharing and growth

for the employee. Policies and procedures related to conduct, ethics, safely, corporate

resource use etc. also need mention. The main part should involve introduction to his teams

and their goals, employee assistance, introduction to his mentor, development in his role,

recognition and rewards associated with them.

After the content is ready it is important to decide how this will reach the employee.

1.3 Six months previous to Launching the Program

The most important task is to get approvals by the top management on the budget and time

duration am employee can stay for an orientation programme. The print material to be

handed to the employee should be ready with content and approved. This would have

company’s policies, mission, vision, financial status, customer and market details. Structure

and where will the new employee be placed and his role need to be made clear here.

Another hand out should have the product specifications and its unique selling points.

Comparison with the competition’s product may be added advantage as it will offer the

employee a glimpse into where his company’s product stands and how he can plan his

further activities.

At every point the consultant should remember that this programme is meant for the new

entrant to open up and not to provide over information that may confuse the entrant. A right

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balance on how much to give and what not to be included has to be maintained. This will

also create an image about the organization in the minds of the new employees. The

current/future business needs that orientation will meet should also be checked out.

Good speaker in the organization should be found and requested to spare time for this

orientation programme. A probable time table of the events should be provided to him so

that he can make himself available in those days. Planning on what aspects this speaker will

cover in his speech is a must. This can be the opening speech about the company and

welcoming the new entrants to the system.

1.3.1Carry out a Target Audience Analysis

A Target Audience Analysis provides with information as to much knowledge the

employee may have prior to joining the organization. This can be availed from the resumes

of the employees. Like if the employees were selling similar products in their previous jobs

them detailed market analysis is not needed, instead what the company plans to do in the

next five years and their roles in it can be discussed in details.

1.4 Four months prior to Program Launch

1.4.1 Managing logistics

A tour to different departments will make the employee feel that the organization is big

enough and worthy to work for. Hence speaking to the suitable people to arrange tours of

their departments will be essential on specific dates. Here further it should be decided as to

who will brief the new entrants in different departments.

As this is a selling job and considering that the new entrants are marketing assistants they

will have to present/ demonstrate the products to the clients. To make them acquainted to

this aspect it is essential to provide them with product manual, show technical equipment,

and other training aids like projects and speaker should be organized. The place should be

fixed and if it is the company’s conference room them the dates for it should be blocked.

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A detailed plan for the first day should be made. This should include the time the employee

will spend at the reception filling their joining/ other forms. Activities have to be decided

and how much time for each will be needed is to be decided as well. Assuming that there

will be as large number of new entrants as it’s a new department, therefore planning is need

for deciding how the content will be delivered example in large groups (like company’s

vision, mission etc.) small groups like specific markets they will work for (example as this

is an electrical accessories manufacturing and marketing company therefore it can have two

market business to business and business to consumer and let’s assume that the teams are

different for each). Hence there will be other small group briefing and then if needed there

can be self directed briefings related to particular job the entrant will handle.

Using a variety of means provides the new employee a wider and more comprehensive

learning experience.

Capturing leads will be an important aspect of the marketing assistants. The programme

should help them understand this process and their role. The marketing manager can be

requested to deliver the presentation on how enquiries will be generated and how they will

be converted to sale. What resources will a new entrant need, how will it be trained to take

by such responsibility. As the company is establishing the new department hence mentoring

will not be possible there hiring outside professional help will be the option left. The

company’s marketing/ sales manager should introduce the employees to these

professionals.

Steps should be devised here on the ways the organization’s “corporate culture” will reach

the employees. Scripts of speech for all representatives should be prepared and handed over

to them with the material they will need for making presentations.

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1.5 Three months before Program Launch

Plan of the entire programme should be ready

Day I

Entrants will be welcomed at the conference hall in the factory (assumption) at 9.30 am.

Formally attended by HR executive and requested to fill up a form about their joining

details.

They will be asked to get together at the hall for a welcome speech by a company’s

representative covering vision mission etc. and hand outs about the same(prepared earlier)

will be allocated. They will then be introduced to the Sales head and covering a small

speech about the market.

They will them break for tea surrounded by HR team to ease the environment for half an

hour.

After tea, they will divide then selves two the teams joining for business to business getting

together in hall 1 and business to consumer in Hall 2.

Here the participants will be introduced to their respective team managers who will brief

them about the aspects of sales and how the market will be captures. Their role and how it

will impact the overall sales will the main agenda of discussion. This will be more

informally done and a further question and answer session will help them to further open up

and relax.

They will break for lunch at 2pm and gather again at 2.30 for post lunch session in their

respective halls.

They will then be introduced to their jobs hands on. The products will be demonstrated

where they can actually touch and see what they will sell in future. Further, the role play

sessions about the real life encounters for sales personals about enquiry generation and how

to handle clients will be done. All this will be done in a very light atmosphere encouraging

participates to open up and interact. Positive motivation by the consultant carrying out this

session will help. An overall summary about the role play and how it will help in future will

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be done. A thank you message will be conveyed by the consultant and they will break for

the day.

Day 2

Gathering a 9.30 am.

Tour of different departments will be the agenda. Briefing by HR executive on how to

proceed will be done.

Then factory facility visit till lunch break.

The administration and Finance, Research and development department visit till 4 pm.

Tea break

Sales department visit to be done post lunch. Teamed up with mangers and other team

mates, this session will introduce them to real working environment, their work stations etc.

(assumptions all departments are located in the vicinity of the factory)

1.6 One month before Program Launch

Adjustments will be done if needed to the above programme. Training the facilitators and

supervisors who will be involved in different sessions will add to the successful

implementation.

Duty chart will be prepared of all the employees involved and memos for same will be sent.

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1.7 Two weeks Before New Employee get there

The following arrangement before the program will make the new entrants feel important

like assembling the computer/software and phone installation at work stations,

synchronizing a significant first work assignment, Setting email/Voice mail accounts,

ordering business cards, company credit cards and setting bank account as well as ordering

name plate and security pass.

Send internal memo to co-workers announcing new employee’s name, position, arrival date

and duties. Letters informing about the date and venue will be sent to the prospect attendees

of the programmed duly signed and a phone will confirm their attendance.

Set up network id.

1.8 Day of Orientation

Proceed as planned

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Part 2: induction programme for new recruits in the maintenance division

2.1 Assumption

The work in the maintenance department will be to ensure that all the annual maintenance

contracts are carried out, renewed and services are provided in accordance to the contacts to

the customers at their places. The assumption made here are that the new recruits will work

as field engineer in the maintenance department, who will fix the problems and charge the

customers under company policies.

2.2 Aim of the induction Programme

The employees joining the organization are put in the induction programme to ensure that

they learn the methodology by which the work is done in the organization, get familiar with

the culture and adjust accordingly. It also acts as a platform to build team and helps the new

employee to learn fast, build on his knowledge and retain and reinforce this knowledge into

his daily routine work. All this should be given to him in a fun filled package so that he

carries a good image of the company and his bonding gets strong. .

(Desimone, Werner & Harris, 2000)

The duration can vary between 15 to 45 days. We assume that ideal duration is 15 days as

these employees after being inducted have to work in field. There induction will have two

aspects. First, the technical knowledge and second the way they will interact with the

customers. The way they interact will set the image of the organisation in front of the

customer. For this hence a formal training is needed.

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2.3 Written material

Handouts serve as material the employee can refer to when ever needed. Therefore hand

outs should be distributed which contain information about the technical aspects of the

products, forms required to be filled by the client, information to be given to the client

regarding warranties and guaranties etc. Updating this information regularly will help. The

style in which this information is passed should be in accordance with the culture and style

of the organization. It should be easy to comprehend using diagrams and charts. Directing

the employee to the use of website may sound interesting

3. HOW TO IMPLEMENT INDUCTION

The written material alone will not make the employee adept. It will only add to his

learning. The following methods will help him learn in the organisation

Assumption: This is a relatively older department where more experience employees work.

3.1 Formal Training

The aspects will reinforce what is written in the study material. There will be 2 days of

training needed. One day would cover technical aspects and the second day would cover

customer handling.

The training on day one can be conducted by technical head of the production or

maintenance department. He should be informed of the dates well in advances and should

be provided with the material and other resources he will need to carry out the program. An

external trainer serves best for such programmes. The train should be adept in customer

orientation and should be able to make this day fun filled activity based. The trainer can

incorporate role plays and group discussion and other physiological games to make the

atmosphere light.

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3.2 Work placement

Maintenance is usually an isolated branch. But the new employees should be familiar about

the processes involved within the organization. Work placement for 1-2 weeks in special

parts of the organisation can be worked on, to allow the beginner to comprehend what

every division does and how they all gel together producing synergy. This could cover

areas like the factory, marketing and sales office (this would give them a glimpse of what

type of customer base the organization has), research and development (this would let them

know about company’s plan for expansion and innovation in the products)

3.3 Coaching

Coaching is an everyday activity performed by the line managers. For good results, the

manager must be dedicated and view coaching as a element of his job. The manager ought

to have the accurate mixture of knowledge, skill and attributes. This prearranged two-way

process (interaction between manager and employee) should be aided by proper location

and resources

3.4 Buddying

The new comer should be formed of the person who is assigned as buddy to him. A buddy

is typically an employee doing a alike job or of comparable status who volunteers to assist

the newcomer for first few months. The employees learn a lot and can open up about his

fears of the new to this buddy. This buddy should be apt with all company norms and

culture, acquainted with clients and how to handle then and adroit in maintenance work. A

formal training can be conducted for these buddies as well. This is a resource which will

not need too much investment.

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References

Armstrong, M., Human Resource Management Practice: 10th

ed. Kogan Page Ltd.

Bernardin, J.H. (2003). Human Resource Management- An experiential approach: 3rd

ed. TATA McGraw-Hill, New Delhi.

Desimone, Werner & Harris Human Resource Development: 3rd

ed. Thomson South

West, US.

Featured Article New Hire Training & Orientation: Bild & Company Can Provide New

Hire Training & Orientation to Your New Staff ( nd), [Online] Available:

http://www.tracibild.com/bild-your-team/new-hire-training-orientation/ [retrieved on

May 26, 2011]

Job Description: Instrumentation/Electrical Technician II [online], Available:

www.wcid1.org/Instrumentation%20Electrical%20Tecnician%20II.doc [Retrieved on

May 26, 2011].

Karen Lawson New Employee Orientation Training Elsevier, [online], Available

http://books.google.co.in/books?id=79R1Zpit32YC&dq [retrieved on May 26, 2011]

Kathy Legg: Planning Your New Employee Orientation Program, [online], Available

http://www.amicidelparco.org/education/planning-your-new-employee-orientation-

program/ [Retrieved on May 26, 2011]

Luanne Kelchner: What Are the Components of an Effective Employee Orientation

Program?, [Online], Available:

eHow.com http://www.ehow.com/info_7948056_components-effective-employee-

orientation-program.html#ixzz1NO3uZKsEWhat Are the Components of an Effective

Employee Orientation Program? [Retrieved on May 26, 201].

Ruth Sangale and Philippa Webster(2007) Induction Pocketbooks,

http://books.google.co.in/books?id=1DmQklW3vAQC&dq= [Retrieved on May 26,

2011]