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Template Induction Manual

Notes on All Documents 1. The sections highlighted in red are related to Legislation and should not be changed without reference to an appropriate professional 2. Sections highlighted in Yellow indicate where you should personalise these for your needs, i.e. people/company names etc 3. Sections Highlighted in Green indicate areas which you can personalise to suit your needs 4. Sections Highlighted in Blue are explanatory commentary that should generally be deleted before use Notes on This Document 1. First Impressions count 2. The following template is designed to help you to set down all the information and reference material that a new employee needs when they start employment with you. 3. The suggested headings are to give you a compressive framework and should be customised for your company needs 4. By providing this type of reference material wasted time will be minimised. I.e. The need to ask every time a new employee needs to know a basic piece of information will be minimised as well as time wasted trying to figure it out for themselves. How often have you, as a new employee spent forever trying to figure out how to use the photocopier rather than admit that you cant do something that simple, remember, it is only simple because you do it every day! 5. If an employee feels that they have been well inducted into an organisation it will help ensure that: a. They are happy with their new career choice b. It will give an immediate impression of a professional company c. They will be able to quickly get on with their job without unnecessary delays such as not having access to their e-mail, or not knowing who the key contact in an organisation is 6. By developing an induction manual you will ensure that all relevant information is included, and therefore nothing is forgotten during the induction process 7. It is also good practice to get new employees to provide feedback about what was missing/unnecessary in order to ensure that the next new starter has an even better induction. Associated Documentation 1. 2. 3. 4. Checklist for New Employees New Employee Checklist (for Company) Quick Reference Guide for New Employees 6 Month Introduction to the Business

Document Reference for Document updates and version control Document Title: Template Induction Manual Guide

HRtoolkit Reference: Induction 05 Jun 09

HRtoolkit Reference: Induction 05 Jun 09

HRtoolkit Reference: Induction 05 Jun 09

COMPANY NAME Induction manual The aim of this manual is the make you feel at home straight away, and to provide you with an on-going reference manual for your everyday work. Welcome to the team!

HRtoolkit Reference: Induction 05 Jun 09

New Employee Quick reference Sheet

My ddi is: My mobile No. is: The office number is: The office fax is: The office address is: The office postal address is: My e-mail is: My computer logon is: Computer password is Pop3 details: SMPT details: Photocopier pass No. Alarm code Add any other company specific details

(NB for security please immediately change all password to something you will remember)

HRtoolkit Reference: Induction 05 Jun 09

Index
1. Niggly Bits On Day 1 1.1. Computers 1.1.1. 1st Time User On New Computer 1.1.2. Email 1.1.3. Remote Email 1.1.4. Email Signature 1.1.5. Password And Download Security 1.1.6. Printer Set-Up 1.1.7. Cancelling Print Jobs That Have Been Sent To The Network Printer 1.2. General Office Use 1.2.1. Parking 1.2.2. Phones 1.2.3. Telephone Conferencing 1.2.4. Meeting Rooms 1.2.5. Office/ Kitchen Cleaning & Stocks 1.2.6. Travel Bookings 1.2.7. Stationery 1.2.8. Business Cards 1.2.9. Post 1.2.10. Courier Post 1.2.11. Photocopier 1.2.12. Fax 1.2.13. Office Contacts 1.3. Opening & Closing Office 1.3.1. Keys 1.3.2. Locking Up At The End Of The Day 1.3.3. Alarm 1.4. Emergency Procedures 1.4.1. Fire Exit 1.4.2. First Aid Kit 1.5. Personal Financials 1.5.1. Expenses 1.5.2. Credit Card 1.5.3. Travel On Company Business. 1.5.4. Mileage Rates 1.5.5. Mobile Phones 1.6. Business Financials 1.6.1. Business Expenses 1.6.2. Expenditure Authority 1.6.3. Invoice Query And Payments

HRtoolkit Reference: Induction 05 Jun 09

2. The Bits At The Back 2.1.New Employee Checklist (Company) 2.2.Self Checklist For New Employees 2.3.Leave Form 2.4.Insert Company Phone List 2.5.Insert Role Specific Instructions

HRtoolkit Reference: Induction 05 Jun 09

1. Niggly Bits on Day 1 Introduction This manual is about all those practical things you need to know about from day one in order to get up and running, and enable you to start doing your work. 1.1. Computers 1.1.1. 1st Time User on New Computer DETAIL ANY SYSTEM ACCESS INFORMATION THAT A NEW USER MAY NEED SUCH AS:

If there is a centralised file directory what driver letter is it, Are there any protocols around how files are stored in a central
directory? If they need help, who do they contact Are there any rules around e-mail/computer/internet usage? For example it is useful to include a comment along the lines of Reasonable personal use of the company IT facilities are permitted provided that this does not interfere with work activities. The company reserve the right to monitor IT usage and action any inappropriate usage if necessary. 1.1.2. Email

Detail information about e-mail access and what has been set-up e.g.: E-mail formats for the company are e.g. firstname.lastname @company.co.nz The e-mail system used is e.g. Microsoft Outlook or Outlook Express Where you can get e-mail lists for the company What groups have been set-up for e-mailing lists 1.1.3. Remote Email

Detail any systems and/or process for remote e-mail access including: Rules around remote server access e.g. not to be used in unsecured sites/home access only with prior permission etc Instructions on how to set-up remote e-mail set-up Server information for remote access e.g.: Incoming mail server: XXX Outgoing mail server: XXX Remember, remote user access is a very useful business tool, particularly for managers or employees who work out of the office frequently, however you also need to protect your IT systems, and the

HRtoolkit Reference: Induction 05 Jun 09

data on those systems you are therefore advised to speak with your IT advisors about access levels before finalising what you want to do

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HRtoolkit Reference: Induction 05 Jun 09