An effective orientation for new staff provides immediate benefits with reduced stress, increased productivity and a boost to motivation and satisfaction for both employer and employee.
Orientation is about introducing new employees to the farm business, other team members and their role on farm. It’s about explaining and training employees on the way things are done around here. At the end of a good orientation an employee will understand how the farm operates, the values and things that are important to the employer and the business, how they fit in and their role in making the farm successful.
Typically, an orientation process will involve written material, such as the farm manual or policies and procedures manual, and face-to-face interaction between the employer and the employee.
A good orientation takes time. It will start the moment the employee signs the employment agreement, and last through until at least 90 days after the employee starts work, although the first few weeks in the actual job are probably the most crucial.
Everyone starting a new job has a lot to learn about the farm they are working on and exactly what they’re required to do. Using a formal orientation process helps staff settle into their new job so they can become a productive and contributing member of the team. Getting the orientation process right also sets a great tone for the employment relationship, helps clarify expectations and contributes to positive job satisfaction. Getting orientation right will almost certainly add value to any business.
It can be useful to think about what a new employee needs to know at the end of one day, one week, one month and three months. This will give the employee an appreciation of the amount of information they need to learn, and also allows for the fact that people can only take in and remember so much in one go. Staggering the learning is more likely to lead to successful retention of information and a more productive and happy employee.
Each farm is different, so orientation will vary from farm to farm in the detail.
Top topics to cover
Day 1
Administration:
complete personal details form,
complete tax form IR330,
outline pay period and day wages will be paid,
agree on and record condition of accommodation,
hours of work including break times, and any time keeping required, and
rostering and leave.
Introductions:
meet the team, and
explain team roles, responsibilities and reporting structure.
Farm layout:
tour of farm identifying hazards and important features, and
farm map.
Culture:
expectations of standards on farm, eg, language, conduct, dress, speed on motorbike, smoking, alcohol and drugs, treatment of stock, what is and isn’t acceptable, etc and
discuss frequency of team meetings and communication style.
Health and safety:
emergency contacts and procedures,
location of fire equipment and first aid kits,
accident reporting procedure, and
complete health and safety acknowledgement.
Week 1
Key operations:
farm boundary and layout,
overview of key activities on farm and how these are managed, and
use of key equipment.
Position expectations:
check understanding of job description, and
performance standards.
Rules and procedures:
discipline,
grievances and complaints, and
expected behaviour and conduct.
Health and Safety
Month 1
Business overview:
farm goals and production targets,
values,
farm policies, and
other key people involved in the business, eg, shareholders, consultants, vet etc.
Performance planning and review.
Month 3
Training and development:
on job skills/knowledge,
off job courses, and
career development.
Tips for effective orientation
Ask existing employees to be part of the orientation process. Each person could spend time explaining their role and maybe demonstrating a specific task. This will aid team work and ensure everyone feels part of the team. Often current employees will have great ideas for topics to cover in orientation, so ask for their input.
During the orientation process look for any training needs the new employee may have and make notes. These skill gaps can then be incorporated into a training and development plan.
Ensure the process used is documented and think about creating an orientation folder which contains all the information a new employee needs. This will save significant time during the next orientation.
Record what has been covered during orientation in a checklist and ask employees to sign this document. This could be valuable in a dispute, although its primary function is to encourage open communication between employee and employer.
To get a copy of the DairyNZ QuickStart recruitment kit go to www.dairynz.co.nz or call 0800 4 DAIRYNZ (0800 4 324 7969).
Jane Muir is DairyNZ’s team leader, people.
