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TLIL307C Conduct

induction process
Learner Guide
Contents
What this Learner’s Guide is about ........................................ 3  
Planning your learning ........................................................... 4  
How you will be assessed ...................................................... 7  

Section 1............................................................................................. 9  
Induction................................................................................. 9  

Section 2........................................................................................... 17  
The induction process .......................................................... 17  

Additional resources ....................................................................... 55  


TLIL307C Conduct induction process

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What this Learner’s Guide is about

This Learner’s Guide is about the skills and knowledge required to


conduct an induction process to introduce a new employee to a
workplace, including outlining the relationship between the
employee and the company, establishing and explaining the
requirements of position, and completing relevant workplace
documentation.

The Elements of Competency from the unit TLIL307C Conduct


induction process covered in this Learner’s Guide are listed below.

Outline the relationship between employee and the company


Establish requirements of position
Complete relevant workplace documentation

This unit of competency is from the Transport and Logistics


Training Package (TLI07).

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Planning your learning

It is important to plan your learning before you start because you


may already have some of the knowledge and skills that are
covered in this Learner’s Guide. This might be because:
• you have been working in the industry for some time,
and/or
• you have already completed training in this area.

Together with your supervisor or trainer use the checklists on the


following pages to help you plan your study program. Your
answers to the questions in the checklist will help you work out
which sections of this Learner’s Guide you need to complete.

This Learner’s Guide is written with the idea that learning is made
more relevant when you, the learner, are actually working in the
industry. This means that you will have people within the
enterprise who can show you things, discuss how things are done
and answer any questions you have. Also you can practise what
you learn and see how what you learn is applied in the enterprise.

If you are working through this Learner’s Guide and have not yet
found a job in the industry, you will need to talk to your trainer
about doing work experience or working and learning in some sort
of simulated workplace.

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Section 1: Introduction

Are you able to: Yes No


1. explain what induction is and why it is
important?  
2. describe what you need to know and
what you must be able to do – to
effectively conduct an induction process?
 
3. outline what decisions need to be made
before the induction process can begin?  

Section 2: The induction process

Are you able to: Yes No


1. greet new employee and introduce
them to key personnel in your
workplace?  
2. introduce employee to their immediate
work colleagues?  
3. show employee the key locations at your
workplace?  
4. show employee the facilities and lay-out
of your workplace?  
5. explain the enterprise objectives,
operating systems, and organisational
structure of your workplace?  
6. show how employee position relates to
the organisational structure and
objectives?  
7. describe the necessary Occupational
Health and Safety, workplace procedures
and employment conditions?  
8. explain requirements of
territory/state/federal legislation on equal
employment opportunity, sexual
harassment and anti-discrimination?  
9. identify sources of information and
assistance for new employee?  

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10. explain job role?  


11. explain responsibilities and reporting
relationships employee will be part of?  
12. give new employee the opportunity to
clarify concerns and ask questions?  
13. clarify expectations?  
14. provide initial training in relevant
Occupational Health and Safety,
equipment and work systems?  
15. identify training opportunities for the
development of the individual’s job role?  
16. make sure that enterprise personnel
records are completed?  
17. check that tax declaration and other
relevant documentation is correctly
completed?  
18. ask employee for any additional
information and take note of any
required additional actions?  
19. submit company specific workplace
documentation (if applicable) to the
appropriate personnel?  

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How you will be assessed

Assessment of this Unit of Competency will include observation of


real or simulated work processes using workplace procedures and
questioning on underpinning knowledge and skills. It must be
demonstrated in an actual or simulated work situation under
supervision.

You will be required to:


• plan and conduct an induction program for a new
employee at your warehouse.

© Australian National Training Authority 2003 Page 7


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ADELG1062 Customised and Developed by Armstrong’s Driver Education Pty Ltd March 2009
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Section 1

Induction

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Section outline

Areas covered in this section

What is induction?

Why is it important?

What do you need to know?

What must you be able to do?

Before you begin

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What is induction?

Induction is the process by which you formally introduce someone


to your organisation.

It can take a number of different forms. It might be:


• a one-to-one discussion or interview
• a training session where new employees are given
information about their new workplace
• an induction booklet containing workplace information.
• any combination of the above.

Why is it important?

New employees need to know certain information before they can


begin work. Induction is an efficient way to:
• formally welcome them to your organisation
• give them the necessary information
• clarify any immediate concerns
• answer questions.

What do you need to know?

Before you can conduct an induction you need to know about:


• your work systems, equipment, management and site
operating systems
• the relevant industrial and legislative requirements and
how they apply to your workplace
• the requirements of the employee’s new position and
working relationships.

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What must you be able to do?

To conduct an induction you must be able to:


• locate, interpret and apply relevant information to your
workplace
• work effectively with others
• organise how you will induct new employees to your
workplace
• convey information to new employees in both written
and oral form
• maintain workplace records.

Before you begin

Before you can begin an induction you need to make decisions


about:
• the process – how you are going to go about it
• the information – what you are going to say
• the timing – what needs to be covered when.

The process

How you conduct an induction is very important. The process


must suit the needs of your workplace.

It is a good idea to develop a schedule of:


• what is going to happen
• when/where it is going to happen.

This way all of the people involved will know what is required of
them when.

Consider the following.


• What form will your induction take
− a one-to-one discussion?
− an induction booklet?
− a training session accompanied by an induction
booklet?

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− other?
• How long will it take – i.e. one session, several?
• Will the sessions take place on the same day or on
different days?
• Is the induction process a standard procedure – to be
repeated as often as necessary?
• How often will you conduct an induction – i.e. for every
new individual, every month, every six months?
• Are you the only person involved or will you need to
organise other people to take part?
• What resources do you need – i.e. a booklet, handouts,
a video, slides, workplace documents?
• Do you need to book a room to use?

The information

What you say in an induction needs to be carefully planned. The


best way to do this is to:
• look at your schedule
• develop an outline of what you are going to say in each
session.

This makes it easy to repeat the information at a later date.

It is also useful to record this information in an induction booklet.


This can be:
• given to each new employee
• used as a guideline for the induction process.

Specific information for new employees can, and should, vary from
workplace to workplace. This Learner’s Guide will therefore:
• outline the different parts of the induction process, but

• expect you to fill in the details with specific information
from your own organisation.

The timing

Before you begin an induction you also need to decide what needs
to be done when. For example, what must be completed:
• before a new employee starts – i.e. complete relevant
workplace documents

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• on their first day – i.e. greet and introduce to key


personnel and work colleagues
• as follow up – i.e. further training.

This Learner’s Guide does not tell you ‘when’ to do each task – it
leaves this for you to decide. Again, the timing of the induction
process can, and should, vary from workplace to workplace. It all
depends on the specific needs of your organisation.

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Activity 1: Induction

Does your warehouse already have an induction program? If so,


what form does it take:
• a one-to-one discussion?
• an induction booklet?
• a training session accompanied by an induction booklet?
• other?
________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

If not, think about what type of induction program would suit the
needs of your warehouse.

Consider:
• the process
• the information
• the timing.

Write a brief outline of your thoughts below.


________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

Discuss this with your trainer/supervisor.

© Australian National Training Authority 2003 Page 15


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ADELG1062 Customised and Developed by Armstrong’s Driver Education Pty Ltd March 2009
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Section 2

The induction process

© Australian National Training Authority 2003 Page 17


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Section outline

Areas covered in this section

This section describes the different parts of the induction process.


It outlines the information that new employees need to know
about:
• the company
• their new job.

It talks about training and lists the types of workplace documents


that need to be completed.

As the requirements of induction vary from workplace to


workplace, the information in this section is quite general. The
activities will help you apply what has been said to your own
situation.

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Welcome to the company

New employees should be formally welcomed to the company.


This makes them feel important and valued by the organisation.

New employees could be welcomed by:


• someone connected to the management of the
company
• someone from the section they will be working in
• yourself.

Don’t forget – if other people are involved, you may have to


organise this ahead of time.

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Activity 2: Welcome to the company

Write down the name of a person you could ask to welcome new
employees to your company. What is their position in the
warehouse?
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Who do they need to meet?

It is a good idea for new employees to meet the key personnel


who will be relevant to their position in the workplace. This helps
put faces to names and adds a personal touch to the organisational
structure of your company.

They also need to meet their immediate work colleagues. If


nothing else, this helps to break the ice.

Key personnel

To introduce new employees to relevant key personnel, you might:


• make a list of the relevant people including – names,
functions and contact numbers
• show slides of key personnel and briefly explain their
function in the company
• have available key personnel introduce themselves at a
pre-arranged time
• introduce new employees to available key personnel
while on a tour of the site.

Immediate work colleagues

Introductions to new work colleagues are best done on the first


day:
• during your tour of the site – as you come across their
specific work area
• after the induction session – as you take them to their
specific work area.

© Australian National Training Authority 2003 Page 21


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Activity 3: Who do they need to meet?

Key personnel

Make a list of the relevant key personnel at your warehouse? What


is their function?

Name Function

What is the best way to introduce new employees to these people?


When is the best time to do this?

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

Discuss this with your trainer/supervisor.

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When is the best time to introduce new employees to their


immediate work colleagues at your warehouse?

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

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What do they need to know?


There are a number of things that new employees need to know
about the company before can they begin work. These include:
• key locations, workplace facilities and layout
• background information
• company objectives
• organisational structure
• services and products
• safety procedures
• personnel issues
• sources of information and assistance.

You will also need to explain the requirements of their new job.

Make sure that you leave enough time to answer questions and
clarify any of their concerns.

Key locations
If you show new employees the key locations, or areas, at your
warehouse they will be able to find their way around more easily –
from day one. You might:
• give them a map of the site – with key locations clearly
marked
• show them a video of the site – identifying key
locations
• take them on a tour of the site – and point out the key
locations
• give them a map and take them on a tour – let them
mark the key areas as they go.

Key locations might include:


• training rooms
• First Aid room
• finance
• administration
• pay/personnel
• maintenance.

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ADELG1062 Customised and Developed by Armstrong’s Driver Education Pty Ltd March 2009
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Activity 4: Key locations

What are the key locations at your warehouse? List them below.

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________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

What is the best way to show these locations to new employees at


your warehouse:
• a map?
• a video?
• a tour?
• other?
Discuss this with your trainer/supervisor.

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Workplace facilities and layout

An immediate work colleague is probably the best person to show


a new employee around the facilities and layout of their specific
work area. This can be done after the formal part of induction is
over – although it is still a vital part of the induction process.

This sort of tour might include:


• lockers
• canteen
• toilets
• machinery related to the specific work area.

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ADELG1062 Customised and Developed by Armstrong’s Driver Education Pty Ltd March 2009
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Activity 5: Workplace facilities and layout

List the things that you would include in a tour of workplace


facilities and layout at your warehouse.

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________________________________________________________________

________________________________________________________________

________________________________________________________________

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________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

Discuss this with your supervisor.

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Background information

Background information about the company helps place it within


the context of the Australian workplace. Some basic questions
should be addressed – for example:
• When did the company begin operations in Australia?
• How many employees did it have?
• What sort of products/service did it provide?
• Who were its customers?
• What machinery was involved in the company?
• How have things changed – compare this to the
present?
• What evidence is there today that the company is
meeting its customer’s requirements?

To deliver this type of information you might:


• have an informal discussion
• prepare a short talk using overheads
• show a video, or some slides, about the company –
followed up by a quiz
• ask someone else to give a short talk about the
company.

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Activity 6: Background information

Write a short paragraph of background information about your


company. Use the questions above as a guide.

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Can you think of an interesting way to deliver this information to


new employees? List your ideas below.

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Discuss this with your trainer/supervisor.

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Company objectives

It is a good idea to outline the main objective(s) of the company –


to explain why things happen as they do.

For example, in many companies the main objective is:

‘to satisfy the needs and aspirations of the people


that have invested in the company’

This objective can only be met by making a profit. To continually


make a profit, however, the company must make sure that the
main objective is:
• supported by the company policies
• applied to the everyday activities of the workplace.

For example:

Policy Application

Product assurance Quality, process capability

Business strategy Direction, market development

Human resources Employee involvement, recognition and


training

Customers Price, delivery, quality

Change Maintaining a competitive advantage

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Activity 7: Company objectives

What are the main objective(s) of you company? List them below.

________________________________________________________________

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________________________________________________________________

________________________________________________________________

________________________________________________________________

How do each of these relate to the policies and everyday activities


in your warehouse? Discuss this with your trainer.

Policy Application

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Organisational structure

This best way to explain the organisational structure of a company


is by using an organisational chart. Make sure that you show
‘where’ and ‘how’ the new employee’s position relates to this
structure.

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Activity 8: Organisational structure

Draw a diagram of the organisational structure at your warehouse.


Explain it to your trainer.

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Services and products

One of the most important aspects of becoming part of a company


is to get to know its services and products. New employees need
to understand:
• the production process for the services and products
that your company provides
• their role in that process.

This sort of information is again part of the ‘bigger picture’ view –


rather than focusing solely on each isolated job. It is important to
see how all jobs inter-relate – each performing a function in the
organisation as a whole.

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Activity 9: Services and products

What services and/or products does you warehouse provide? List


them below.

________________________________________________________________

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________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

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________________________________________________________________

________________________________________________________________

Explain the production process of one (1) of these services or


products to your trainer.

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Safety procedures

Maintaining a safe workplace is the legal responsibility of both the


company and its employees. Therefore, the company must make
sure that all new employees are aware of the relevant safe work
procedures.

These procedures might include, but are not limited to:


• Occupational Health and Safety (OHS) procedures
• emergency, fire and accident procedures
• the use of personal protective clothing and equipment
• the safe use of machinery and equipment including the
tagging of unserviceable or damaged items
• hazard identification
• accident and incident reporting procedures.

Often written information regarding safety is quite complex. To


make it accessible to all employees you may have to interpret it –
in a ‘user-friendly’ and ‘easy-to-read’ way. It is a good idea to use
pictures or diagrams where possible. This is particularly relevant if
you are making a chart of a particular procedure. Safety is a very
important topic. Safety procedures must be accessible to
everybody in the workplace – regardless of their ability to read or
write.

Information about safety can be presented in a number of ways.


For example, you might:
• make a display – of the most important safety
procedures at your workplace
• give a talk – outlining the important safety procedures
at your workplace
• show a video – demonstrating the importance of safety
issues within the workplace
• arrange for an OHS specialist to come and talk – about
the safety procedures at your workplace.

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A general guideline for new staff

All new employees are responsible for learning and observing safe
work procedures. The following list might be useful as a general
guideline.

Learn and observe all safe work procedures and policies


associated with your work. If in doubt do not proceed.

Safety equipment must be used when directed by your


supervisor or safety signs.

Report all hazards to your supervisor immediately.

Learn the evacuation procedure for your area (displayed


on your area notice board).

Report all injuries to your First Aider or Supervisor.

Do not tamper with machinery guarding.

Do not tamper with safety equipment i.e. first aid or


personal protective clothing.

Assist your area safety group when required.

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Activity 10: Safety procedures

What safety procedures apply to your warehouse? List them below


– for example:

OHS procedures
________________________________________________________________

Hazard identification
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Where can you find out about these procedures in more detail?

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Re-write one (1) of the safety procedures at your warehouse so


that it is ‘user-friendly’ and ‘easy-to-read’.

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________________________________________________________________

Show the re-written safety procedure to your trainer/supervisor. Do


they think that it is ‘user-friendly’ and ‘easy-to-read’?

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Personnel issues

You should also be prepared to talk to new employees about


personnel issues.

This might include such things as:

Employment conditions Company regulations


• hours of work • rules i.e. prohibited
• attendance behaviour
• meal breaks • faulty machinery
• rest periods • housekeeping
• termination of • lost property
employment • grievance procedures
• transfers to/from other • smoking
sections • alcohol/drugs
Pay Company policies
• pay week • car parking
• pay day • canteen
• deductions from wages • training & development
• overtime • English for migrant
classes
Leave entitlements
• superannuation
• sick leave
• worker participation
• maternity leave activities.
• public holidays
• bereavement leave
• annual leave
• jury service

This sort of information is usually dealt with by discussion but it is


useful to have a written statement to guide your conversation. If
this sort of information is recorded in an induction booklet it can
also be given to new employees as a reference.

Be prepared to answer many questions – new employees always


have concerns about these issues.

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During this part of the induction you should also outline the
legislative requirements on:
• equal employment opportunity
• sexual harassment
• anti-discrimination.

The information you present in this area must be ‘accurate’ and


‘consistent’ with the organisation’s policies and procedures. It is
often a good idea to describe the consequences of not adhering to
company policy regarding these issues – this way you leave no
room for incorrect behaviour.

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Activity 11: Personnel issues

Make a list of the personnel issues that should be covered in an


induction to your warehouse. Use the list above as a guide.

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Write a short paragraph about each issue that explains the


company policy regarding these matters. For example:

Rest periods

Rest periods have been arranged for the Section where


you work and your Supervisor will let you know the
scheduled time for your break. This consists of one
period of ten minutes in the first half of your shift. As the
company pays you in this rest period, it is essential that
you return to work promptly when your 10 minute break
has elapsed.

When you have finished, discuss what you have written with your
trainer/supervisor.

Find out your company policy on:


• equal employment opportunity
• sexual harassment
• anti-discrimination.
How would you explain these policies to new employees? List your
ideas below.

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

Discuss this with your trainer/supervisor.

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Sources of information and assistance

It is important to identify where new employees can find help if


they need it. This might be as simple as making a list of the
relevant personnel and their contact numbers.

You might include:


• the training manager
• someone from the personnel department
• the union representative
• the first aid person
• the OHS representative.

Another way of providing information and assistance for new


employees is to establish a ‘mentor / buddy’ system at your
workplace. Each new employee can then be assigned to an
experienced member of the workplace who can provide them with
information and advice as needed.

© Australian National Training Authority 2003 Page 43


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Activity 12: Sources of information and assistance

Who are the people that can be contacted for information and/or
assistance at your warehouse? Make a list of the relevant
personnel and their contact numbers.

Name Contact number

Discuss this with your trainer/supervisor.

Page 44 © Australian National Training Authority 2003


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Job role

As well as outlining the policies and procedures of the company,


induction is used to establish the requirements of the new
employee’s position.

New employees need to be clear about


• their job role
• their responsibilities
• the reporting relationships associated with that job
− who they need to pass on information/work to
− who they should receive information/work from
• the expectations of the company.

Most of these issues are covered in the ‘Position Description’ or


‘Statement of Duties’ that has been written for each job. These
should be available from the Personnel Department of your
company.

You might find that the information in the Position Description is


quite complex. Rather than just giving them a copy of the original
document, you may need to:
• think about the content
• plan what you are going to say.

It is important that these issues are communicated clearly and that


all queries and concerns have been addressed.

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Activity 13: Job role

Look at your own Position Description. Use the list above to pull
out the relevant information.

You are going to describe this position to a new employee. What


would you say? Write some notes below.

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

Discuss this with your trainer/supervisor.

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What training do they require?

All new employees are different – therefore their training needs will
vary. They may not require:
• the same training
• training at the same time.

During the induction program, it is your job to identify what


training each new employee requires.

New employees should then be informed:


• what training is available
• what training they require
• who is responsible for organising their training – i.e.
foreman, personnel / Human Resources representative
• when this training will take place.

Specific needs of the employee

You need to be aware of any specific needs that new employees


have so that you can adapt your training to suit them. Some
things you need to consider are:
• past experience and training
• current skill level
• language, literacy and numeracy skills
• age.

Specific needs of the job role

What new employees need to know will also depend on what


section of the warehouse they are working in. They may need
training in:
• the use of special equipment
• their new job role
• specific Occupational Health and Safety issues.

© Australian National Training Authority 2003 Page 47


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The skills gap

To decide what training is necessary, you need to:


• look at the current skills level of the new employee
• take into consideration specific needs – i.e.
language, literacy and numeracy skills
• look at the requirements of the new job
• identify the ‘gap’ between what skills they have and
what skills they need.

The appropriate training

Once you have identified the skills gap, you can then arrange for
the appropriate training to be provided.

Keep in mind that some training is critical – it must happen before


the new employee can start work on the job, for example, training
related to:
• Occupational Health and Safety procedures
• equipment and work systems.

Some training, however, can be done later – as part of the on-


going development of the individual employee.

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Activity 14: What training do they require?

Read the following case studies and write your suggestions about:
• the specific training needs of the employee
• the specific training needs of their job role.

Case Study 1

Joe is a new employee in your warehouse section. He is


seventeen years old and has just finished a short course in
industrial skills at a TAFE college. He will be working in dispatch
and doing some forklift work.

Case Study 2

Costa is 42 years of age. He has ten years experience in the


warehousing industry but no formal qualifications. He will be
working as an assistant supervisor and will be in charge of
allocating workers and equipment. Costa left school at 13 and his
literacy and numeracy skills are fairly low.

Case Study 3

Helen is a new employee in your warehouse section. She is


returning to work for the first time since having her second child,
and will be working on the picking floor on a causal basis. Helen
has no formal qualifications but has past work experience in a
supermarket. Her first language is Lebanese, and while she
speaks English very well, she has trouble reading instructions in
English.

© Australian National Training Authority 2003 Page 49


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New employee Specific needs of Specific needs of job


employee role

Joe

Costa

Helen

There is feedback on this activity at the back of this Learner’s


Guide.

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Activity 15: How are new employees trained in your


workplace?

Interview relevant staff at your warehouse. This might mean


human resource staff, the warehouse supervisor or a manager –
depending on the structure of your workplace.

Ask them the following questions.

What sort of training does your warehouse provide for new


employees?
________________________________________________________________

________________________________________________________________

Do all new employees receive the same training?


________________________________________________________________

________________________________________________________________

How do you decide what training to provide for new employees:


• before they start work?
________________________________________________________________

________________________________________________________________

• soon after they start work?


________________________________________________________________

________________________________________________________________

• later?
________________________________________________________________

________________________________________________________________

What sort of information about training do you think is important for


new employees at your workplace?
________________________________________________________________

________________________________________________________________

© Australian National Training Authority 2003 Page 51


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What documents do they need to complete?

To satisfy all legal requirements it is important to keep accurate


records and procedures. Accurate records and procedures also
help an organisation to run smoothly by ensuring that the flow of
information within the company is efficient and correct.

Before a new employee can begin, they need to read and complete
a number of forms/documents. For example:
• an employment contract
• a tax declaration form
• emergency contact details
• bank account details for transfer of pay
• a car park user application form
• a superannuation application/transfer form
• a protective clothing application form.

Although the exact nature of these forms/documents will vary from


workplace to workplace, it is essential that they are completed –
and are correct.

As part of the induction process it is your job to:


• make sure that all of the necessary forms/documents
are ready for the new employees to read and complete
• explain what is required
• answer any questions that they might have regarding
the forms/documents
• make a note of any additional action that might need
to be taken – eg if they ask for additional information
• make arrangements for them to get back to you as
soon as possible – eg if they do not have all of the
necessary information on them
• supervise the activity
• check that they have completed the relevant
documents correctly.

You must then make sure that the forms/documents are submitted
to the appropriate people within your workplace.

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Activity 16: What documents do they need to complete?

What documents do new employees need to complete at your


warehouse? List them below.

Beside each one, write the name of the person that you have to
submit the document to once it has been completed.

Document Person

Discuss this with your trainer/supervisor.

© Australian National Training Authority 2003 Page 53


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Additional
resources

© Australian National Training Authority 2003 Page 55


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Paper based:
• company policies and procedures
• forms used in the workplace
• quality documentation
• training material
• induction programs written for your workplace or a different
section of your workplace.

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ADELG1062 Customised and Developed by Armstrong’s Driver Education Pty Ltd March 2009