What do we mean by Induction?
Organisations often call induction “orientation,” “onboarding,” or a “starter package.” Ultimately, it is how you welcome new volunteers and staff, set clear expectations for their role, and equip them with the tools they need.
Creating a pack of information and a timeline for them to work through that information and any training can ensure a smooth and efficient process for both you and the incoming volunteer, staff or employer.
Recruiting & Retaining people is a priority for all organisations. If you’ve invested time, energy, and other resources into finding and appointing someone you want them to stay and at generate value for you.
By using a system you can also ensure that no one is over burdened or struggling with confusing expectations and leave telling others in their community about their bad experiences – which is not only a damage to your reputation, it will put others off volunteering, and possibly donating too.
So what might you put into this system and how complicated a process might this be?
Starting to plan and organise
When people contact us for help often it is to try to sort out a problem caused by a lack or loss of knowledge. It could be that a vital volunteer either is about to or has died or moved away and therefore they need help working out what information they need to prioritise and collect. Or they have come into a role and realise that information they expected to have available isn’t – the previous role holder did everything on paper, through their personal email system and there either isn’t much to hand on to anyone as part of their induction or there is a large amount of unsorted paperwork in boxes and they don’t know where to start…
I always suggest starting with the job or role description. Look exactly at the tasks, responsibilities, expectations, and person specification you outlined.Work through each task or part of a job/role description, and if possible explain it to someone else who doesn’t know the job/role and see what questions they ask. If possible, talk to anyone who used to do the job or role, or a similar job/role to ensure you’re not forgetting anything.
Use what you have
Use whatever you have to start making a list of vital pieces of information for any newcomer to a role or job. That doesn’t mean the list is long and complicated, make the list match the task or role. Don’t forget that photos can be a great way to capture a bunch of information and present it quickly to someone else.
So, when a contracted company sends a new gardener, that information might include:
- Telephone number to get access or arrange a time to attend or in case of difficulties
- If someone will be on site
- If there is parking
- A site plan so they know where everything is – including loos and kitchen if that’s something they’re able to access
- Expected work for the next session
- Anything else they need to complete the work on time and prevent extra costs or frustration.
Or for a new attender at your church/meeting house who has said they’d like to get involved with making drinks on a Sunday
- Who is in charge of the rota, if they need to talk to someone or if they should just turn up at the kitchen door
- How the system goes – if things laid out before the worship, who brings the milk and checks if there are tea bags, which cupboards are ‘ours’ and which aren’t to be used as they belong to a hirer…
- What they’re expected to do when they volunteer and what can be done if they can’t do something. Perhaps they’re fine washing up and pouring drinks, but not carrying heavy trays.
All of which can be put into an email, but having a list somewhere means you don’t have to think about it and then discover you’ve forgotten something. It also helps the volunteers feel welcome and appreciated.
Putting the information together & keeping it together
So you’ve worked through your various roles and jobs and have a list of information and instructions for each one. Now what? For regular contractors and ad hoc volunteers that email may be enough.
For trustees and employees you will need something a bit more organised and long term storage. You can use volunteer managment or HR software, or a spreadsheet.
For example on the Trustees Onboarding spreadsheet we use either separately or as part of the Charity Compass there is a checklist to ensure that each new trustee has received the following:
- Letter confirming their appointment and the length of their term.
- Governing document.
- Minutes and associated papers for the last two meetings.
- The latest Annual Report and Accounts.
- Current strategy or business plans.
- Board-approved policies (for safeguarding, conflicts of interest etc.)
- Copy of CC3 Essential Trustee.
- Declaration received
You’ll need something similar for employees and volunteers – a form that gathers together information to keep them safe, legally compliant, informed and prepared for what will happen.
If you would like some support in gathering that information, setting up systems or maintaining them we’re always willing to have a discussion.
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