violah-task5

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Mount Kenya University *

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BAF 1201

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Management

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Nov 24, 2024

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Assessment Task 5 Cover Sheet Student Declaration To be filled out and submitted with assessment responses  I declare that this task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s).  I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process explained to me.  I have correctly referenced all resources and reference texts throughout these assessment tasks. Student name VIOLAH JEPCHUMBA KETER Student ID number 220186 Student signature Date 24/03/2023 Assessor declaration  I hereby certify that this student has been assessed by me and that the assessment has been carried out according to the required assessment procedures. Assessor name Assessor signature Date Assessment outcome S NS DNS Resubmission Y N Feedback Student result response  My performance in this assessment task has been discussed and explained to me.  I would like to appeal this assessment decision. Student signature Date Task 5

1. Developing an induction checklist Welcome to Grow Consultants. This induction checklist has been intended to ensure that you have a full awareness of our business, its rules and procedures, and the expectations of your work. Purpose: This checklist's core objective is geared to offering comprehensive methodical and all- encompassing approach to the on-boarding procedure, with the goal of ensuring that newly hired employees are provided with comprehensive information that is both consistent and pertinent to their designated roles at Grow Consultants. Induction Process Overview: The induction process for a new employee often comprises a complete introduction to the organisation and its culture. This may be followed by an overview of the policies and procedures that govern the organisation's operations. Health and safety induction is often a critical component of this process, as new employees need to be aware of potential hazards and risks associated with their job functions at Grow Consultants. In addition, the induction process often includes an orientation to the new employee's role and responsibilities, as well as a tour of the workplace amenities. This may also involve introducing co-workers and relevant stakeholders. As part of the induction process, new employees may also be made aware of training and professional development opportunities that are available to them. Typically, the discussion concludes with a review of probationary period criteria and the performance evaluation process, to ensure that new workers understand the expectations and standards they must fulfil to successfully finish their probationary period and continue their employment. Checklist Items: i. HR documentation - Ensure all relevant HR documentation is completed and submitted, including a completed new starter form and tax file number declaration form. ii. IT systems access - Request access to IT systems and set up email account, including password change. iii. Key and security access - Ensure that keys and security access are provided and that access to relevant areas is restricted as per policy and procedure. iv. Review of policies and procedures - Provide a copy of the relevant policies and procedures and schedule a meeting to review them. v. Health and safety induction - Attend a health and safety induction session, including emergency evacuation procedures, first aid procedures and accident reporting procedures. vi. Introduction to the role and responsibilities - Schedule a meeting with the new employee's manager to discuss their role and responsibilities, including KPIs, performance expectations and opportunities for professional development. vii. Tour of facilities - Conduct a tour of the facilities, including the location of emergency exits, bathrooms, kitchen, and any other relevant facilities.

viii. Introduction to colleagues and key stakeholders - Organise meetings with colleagues and key stakeholders to ensure that the new employee understands their role within the broader context of the organisation. ix. Training and professional development opportunities - Discuss available training and professional development opportunities and schedule attendance at any relevant sessions. x. Review of probationary period requirements - Explain the requirements of the probationary period, including performance expectations, regular performance reviews and the opportunity for feedback. Duration: The induction process is expected to take between one and two weeks, depending on the employee's role and responsibilities. Guidance for Managers: Please make sure you have a copy of this list and have set aside enough time to go through the onboarding process with your new employee. Mangers are required by the company to effectively and clearly guide the employees entirely in this process of induction for quicker settling of the employees Q2 To: paulburn@growmanagementconsultants.au From: hrmcareers@growmanagementconsultants.au Subject: Request for a Meeting to Discuss Draft Induction Checklist Dear Paul Burn, I hope this email finds you well. As we are preparing for the induction of our new Accounts Officer, I have developed a draft induction checklist to ensure that the induction process is comprehensive and systematic. I have attached the draft induction checklist to this email for your review. Could we please arrange a meeting to discuss it further and make any necessary revisions? I am available to meet at your earliest convenience. Please let me know the place, date, and time that would suit you best, and I will be there. Thank you for your attention to this matter. Kind regards, Violah Keter Q3.

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Viola: Good morning, Mr. Principal Consultant. I hope you're doing well today. I have prepared a draft induction checklist that I would like to discuss with you. Paul Burn: Good morning, Viola. Yes, I'm doing well, thank you. I'm glad to hear that you've developed an induction checklist. Could you give me a brief summary of what it entails? Viola: Certainly. The induction checklist is a tool to support the induction process for any new staff member. It provides an overview of the induction process as per the Recruitment, Selection and Induction policy and procedure, and outlines each of the checklist items and requirements. The checklist should take approximately one to two hours to complete. Paul Burn: Great, that sounds very useful. Can you walk me through the items on the checklist? Viola: Absolutely. There are several items on the checklist, including an introduction to the company, an overview of company policies and procedures, health and safety requirements, IT systems and processes, and job-specific training. Each item has specific requirements that should be covered during the induction process. Paul Burn: That sounds comprehensive. I'm sure this will be very helpful for new staff members. How can I get a copy of this checklist? Viola: I have brought a printed copy for you today, and I can also send you a digital copy via email if you prefer. Paul Burn: Thank you, Viola. That's very helpful. Can you also give me an overview of the induction process as set out in the Recruitment, Selection and Induction policy and procedure? Viola: Certainly. The policy and procedure outlines the process for selecting and recruiting new staff members, and the steps involved in the induction process. The induction process includes an orientation to the company and its policies, health and safety training, job- specific training, and ongoing support and development. Paul Burn: Thank you for that overview, Viola. How can I contact you if I have any questions or require ongoing support regarding the induction process? Viola: You can contact me via email or phone, whichever is most convenient for you. I am also happy to meet with you in person to discuss any questions or concerns you may have. Paul Burn: That's great to know. Thank you for your time today, Viola. I appreciate your thoroughness and look forward to implementing this checklist during Maggie's induction. Viola: Thank you, Mr. Principal Consultant. I'm glad to hear that you find this checklist helpful. Please don't hesitate to contact me if you need any further assistance. Q4

(file: Violah Task 5- Updated Induction Checklist ) Q5. To: paulburn@growmanagementconsultants.au From: hrmcareers@growmanagementconsultants.au Subject: Updated Induction Checklist Dear Paul Burn, I hope this email finds you well. Following our meeting, I have made some updates to the induction checklist we discussed. Please find attached the updated version. Based on your recommendations, I have implemented several changes to the new induction process. Firstly, I have added a section to the induction checklist that outlines its purpose and function, eliminating any ambiguity and providing greater clarity to new employees. Secondly, I have clarified that the duration of the induction process should be between one and two weeks as discussed in our previous meeting. Thirdly, I have included guidance for managers to ensure they allocate sufficient time for the induction process in accordance with our policies at Grow Consultants. Additionally, I have emphasized the importance of scheduling a meeting between the new employee and their manager to discuss their role and responsibilities. Finally, I have added a note to the checklist stating that it is subject to change, and I welcome any feedback on the process. Please do not hesitate to suggest any further recommendations or requirements, as I am committed to providing ongoing support. Thank you for your time and consideration. Best regards, Violah Keter Q6. Q7.

To: paulburn@growmanagementconsultants.au From: hrmcareers@growmanagementconsultants.au Subject: Request for Meeting with Probationary Employee Dear Paul Burn, I hope this email finds you well. As per our previous conversation, I have developed a script for the meeting with our probationary employee, Maggie, to discuss her performance and provide feedback on her progress during her probationary period. I have attached the Probationary Employee Script document to this email for your reference. Could you please let me know when and where we can schedule this meeting? I am available to meet at your convenience. Thank you for your time and consideration. Best regards, Violah Keter Q8. Violah: Good morning Maggie, how are you today? Maggie: Good morning Violah, I’m doing well thank you. Violah: Great to hear. So, the purpose of this meeting is to discuss your performance as you are currently on a three-month probation. How have you found the role so far? Maggie: Overall, I’ve enjoyed the role and I’ve learned a lot. However, I feel like I could be more productive and motivated. Violah: Thank you for sharing that with me, Maggie. Can you tell me more about what is making you feel less productive and motivated? Maggie: Sometimes I feel like I am waiting for direction instead of taking the initiative to get things done.

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Violah: I see. Well, it’s important to know that as an Accounts Officer, you are expected to be proactive in completing tasks and seeking out new opportunities. Is there anything specific that has been hindering you from being more proactive? Maggie: Not really, I just feel like I need more guidance and direction. Violah: Okay, that’s understandable. As your supervisor, I will make sure to provide you with the necessary guidance and support to help you be more productive and proactive. On another note, we are also interested in your feedback on the induction process. Do you feel that the process adequately prepared you for your role and responsibilities? Maggie: I think the induction process was good, but there were a few things that could have been more thorough. For example, I didn’t receive much training on the specific software programs we use, and it took me a while to get up to speed. Violah: Thank you for that feedback, Maggie. We will take that on board and make sure that our induction process includes more detailed training on software programs in the future. Is there anything else you’d like to share with me? Maggie: No, that’s all for now. Thank you for listening. Violah: It was my pleasure. Remember, I am here to support you and help you succeed in your role. Let’s work together to ensure that you are meeting the expectations of the job and that you feel confident and motivated. Q9. To: paulburn@growmanagementconsultants.au From: hrmcareers@growmanagementconsultants.au Subject: Feedback on Induction Process Dear Managers, I hope this email finds you well. As you know, we have recently on boarded several new employees, and I would like to take this opportunity to seek your feedback on our induction process. The purpose of the induction process is to ensure that all employees understand their job role and responsibilities, and are equipped with the necessary skills and knowledge to perform their job effectively. As we continue to grow, it's important to ensure that our induction process is meeting these objectives. Therefore, I would appreciate it if you could take some time to provide feedback on the induction process. Your feedback is valuable in helping us improve the process and ensure that all new employees have a smooth transition into their roles.

Please feel free to provide your feedback in writing or arrange a meeting with me if you would like to discuss it further. Your feedback is anonymous and confidential. Thank you in advance for your time and assistance. Best regards, Violah Keter Q10 Q11. To: paulburn@growmanagementconsultants.au From: hrmcareers@growmanagementconsultants.au Subject : Feedback on Induction Process and Request for Policy Update Dear Paul Burn, I hope this email finds you well. Following our recent discussion regarding the performance of the new Accounts Officer, Maggie, I have conducted a review of our induction process, seeking feedback from staff members and conducting research on best practices. I am pleased to share my recommendations for improving the induction process with you. The recommendations in the attached Induction Process Improvements Report are aimed at enhancing the clarity and effectiveness of the induction process, improving the new employees' understanding of their roles, responsibilities and expectations, and ultimately increasing their motivation and productivity. I would appreciate your approval to update the Recruitment, Selection and Induction policy and procedures based on the recommendations presented in the report. The updated policy and procedure will ensure that our induction process aligns with industry best practices and caters to the needs of our employees, providing them with a more meaningful and engaging on boarding experience. Thank you for your attention to this matter, and please let me know if you have any further questions or concerns. Kind regards, Violah Keter

Q12. Procedures: Induction Program: All new employees must attend an induction program that provides them with information about the company, its policies and procedures, job requirements, and any other relevant information. The induction program should be comprehensive and conducted over a period of at least one week. The program should include face-to-face training, online learning, job shadowing, and mentoring. Induction Evaluation: At the end of the induction program, new employees should be provided with an evaluation form to complete. The form should seek feedback on the induction program, its content, and its delivery. The feedback should be used to improve the induction program for future employees. Mentoring Program: All new employees should be assigned a mentor who can provide them with support and guidance during their first few months on the job. The mentor should be a senior employee with experience in the employee's area of work. The mentorship program should be structured and have specific objectives and goals. Induction Handbook: A comprehensive induction handbook should be provided to all new employees. The handbook should contain information about the company's policies and procedures, health and safety information, employment conditions, and other relevant information. Please let me know if these amendments are acceptable and if I have your approval to update the Recruitment, Selection and Induction policy and procedures accordingly. Attached is the Induction Process Improvements Report for your reference. Thank you. Best regards, Violah Keter

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Q13 To: staff@growmanagementconsultants.au From: hrmcareers@growmanagementconsultants.au Subject: Updated Recruitment, Selection and Induction Policy and Procedures Dear all, I am pleased to inform you that we have updated our Recruitment, Selection and Induction Policy and Procedures. The aim of these updates is to ensure that we hire only the most qualified candidates and that our recruitment and induction processes are efficient, effective and positive for all involved. The updated policy and procedures outline the roles and responsibilities of all staff involved in the recruitment, selection and induction processes. It also provides clear procedures for identifying vacancies, developing position descriptions, selecting candidates, and conducting induction. I urge all staff members to familiarize themselves with these new updates and to ensure that they adhere to the policies and procedures outlined in the document. This will help us to maintain our reputation for excellence and to continue to provide the best possible service to our clients. Please find attached the updated Recruitment, Selection and Induction Policy and Procedures. If you have any questions or concerns, please do not hesitate to contact me. Best regards, Violah Keter Q 14.

Q15 To: paulburn@growmanagementconsultants.au From: hrmcareers@growmanagementconsultants.au Subject: Issues with Induction Processes Dear Paul Burn, I hope this email finds you well. I am writing to you to bring to your attention the recent Induction Data Report that we received from the Human Resources department. After reviewing the report and cross-checking it with the Recruitment, Selection, and Induction Policy and Procedures, I have identified some issues with the induction processes that are being followed in this document. in accordance to our policy, all new employees are required to undergo induction within one week of their commencement of employment at Grow Consultants. However, the report shows that a few employees did not receive induction within the stipulated time frame. Additionally, the follow-up induction within one month of the employee's induction has not been conducted for a number of new employees in the firm. I understand that there may have been some unforeseen circumstances that led to the delay in conducting the induction. However, it is important that we follow the timelines set out in our policy to ensure that new employees receive the necessary training and support to perform their roles effectively. To address these issues, I would like to recommend further training and support to ensure that all staff members involved in the induction process are aware of the timelines and procedures stipulated in the policy. I am confident that with additional training and support, we can ensure that all new employees receive the necessary induction within the required time frame. Please find attached the updated Recruitment, Selection and Induction Policy and Procedures document. I would appreciate if you could review this and ensure that the correct procedures are being followed moving forward to reduce future incidents that may affects employees' induction and training programs. Thank you for your attention to this matter. Kind regards, Violah Keter

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