Human Resource Management

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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 2

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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-orientationprogram/ [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-employeeorientation-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]

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