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EXECUTIVE SUMMARY

When a new employee comes to the work on the first day, the chances are quiet good that a feeling of
uncertainty and apprehension will exist. The new employee really does not what to expect and usually
is not familiar with the organisation. Let alone the specific goal setting, In addition, the new employee
is very concerned about the type of boss you will be.

Mr.Rukshan Fernando is highly motivated and a type of a character who is having a great willingness
to learn and perform the job. He had been hired as a technical writer primarily to prepare manuals to
help customers operate the complex industrial equipment the company manufactures.

As you say The first impression matters, It was indeed an unexpected inappropriate circumstance for
Mr.Rukshan Fernando received by his new company.

My executive report is focused on the issues faced by Mr.Rukshan Fernando as an new employee to the
organisation. I have come up with an overall recommendation on how a new employee should be
treated on the first day on the job and the information is collected with references (Books and Intenet)
to support my ideas. A certain number of significant issues were discussed & also I was able to come
up with suggestions.

LITERATURE REVIEW

The first few days on the job are crucial in developing the proper attitude. How the employee is treated
by boss and other employees stamps an impression that will last for quiet some time perhaps longer
than we would like. It is quiet likely, too, that this impression that will affect the employees work
attitude. The employees ability and willingness to learn and cooperate will be influenced. All too often,
the way in which an employee is treated during the first few days determines whether or not the
organization will have a long term employee.

Even though the importance of new employee orientation is well recognized, there are supervisors who
take unwise short cuts which prove to be detrimental to the overall effectiveness of orientation. You
should highly consider your own organizational new employee orientation. Experience and research
shows that you gain time and productivity when ample time and effort are taken to orient new
employees properly.

What is Placement?
The determination of the job to which an accepted candidate is to be assigned and his arrangement to
that job

Paul Pagers and Charles A.


Myers

Placement is understood as the allocation of people to the job. It is assignment or re-assignment of an


employee to a new or different job. The overall purpose of placement is to fit in the new employees to
the job demands. A few basic principles should be followed at the time of placement of workers on the
job. This is elaborated below;

Employee should be placed on the job according to the requirements of the job. The job should

not be adjusted according to the qualifications or requirements of the employee


The job should be offered to the person according to qualifications.
The employee should be made conversant with the working conditions prevailing in the

organization and all things relating to the job.


While introducing the job to the new employees, an effort should be made to develop a sense of
loyalty and cooperation in so that the employee may realize his responsibility better towards the

job and the organization.


The placement should be ready before the joining date of the newly selected person.
The placement in the initial period may be temporary as changes are likely after the completion
of training. The employee may be later transferred to the job where he can do better

Importance in having a proper placement


Improve the employees morale.
The capacity of the employees can be utilized fully
Reduces turn over, absenteeism and also the accident rate.
Employees can adjust to the required environment of the organization effectively and the
performance of the employee will not be hampered

What is Induction?
Induction training is a type of training given as an initial preparation upon taking up a job/Post. Its
objective is to help new employees to reach the level of performance expected and to get familiarized
with the organization within a short spare of time.

Purpose of Induction/familiarization training

To eliminate turnover
To eliminate fear and build-up confidence of the employee
To enhance the productivity and quality of the product
To build sense of belongingness and loyalty
To build and develop soft skills of the employees
Feeling of job satisfaction and security

PROBLEM STATEMENT AND ALTERNATIVES


Mr.Rukshan Fernando is a new employee hired by a particular company as a technical writer primarily
to prepare manuals to help customers operate the complex industrial equipment the company
manufactures.

In his very first day of reporting he was not greeted or welcomed by the others in the organization. He
was not even directed to his particular place where he should be seated in. As he managed to find his
place with some effort by himself he has witnessed a very messy and an unclear place. The desk still
contained a few belongings of the employee he was replacing and some bulky files which looked very
messy. By following instructions to call his supervisor, he contacted and in few minutes his supervisor,
Mr.Rajapakse appeared.

Mr Rajapakse never gave a proper introduction of the job or organization. He was failed in making the
new employee comfortable on the first day. He did not have a proper discussion with the new employee
prior to assigning tasks.

Overall the problems that Mr.Rukshan Fernando faced on the first day are listed below;

Not having a proper Induction and orientation


Not warmly welcomed. No guidance given
Did not received a developed Job Description as a result of lack of documentation process by

Human Resources department


Hectic working environment
Bad communication
Too much of work load in the first day
No proper information with regard to the particular job/department

Above mentioned issues were identified by me and by stating that I would like to suggest alternative
steps that could have taken apart from those.

I believe it is important that you should keep the following in mind when you are orienting your new
employees;

Its important that you put yourself in the new employees place, and ask how would I like to be

treated?
Try not to remind the new employee of their lack of experience. Do not flaunt your knowledge.
The primary function of orientation is to familiarize the employee not to put your own
knowledge on display.

Do not belittle a new employee for mistakes. Use encouragement as a positive learning

reinforcement.
Try not to refer to the new employee as new and inexperienced
Act and talk as though you fully expect the new employee to succeed. If you treat the
employees as if they will succeed, they will sense this feeling of confidence yuo have in them,
will instill it into themselves and will succeed more often than not.

Also if Im Mr.Rajapakse I would have given much more attention to new employees. It is really
important for a manager/supervisor to look after their staff. They should have a clear picture in each
staff as people are different from each other. Their sensitiveness, performance, encouragement,
commitment differs. Also on the very first day every employee likes to be treated highly. They are self
encouraged if they have been guided properly and given a clean and nice place to work. If Im
Mr.Rajapakse firstly I will make him comfortable and important by welcoming him and offering an
appropriate place.

Also I will make sure not to give complex or more work to Mr.Rukshan Fernando on his very first day.
Alternatively I will be having a discussion to give him a clear picture on the nature of the job and the
people who should be involved in it. Having a department visit would further help him in having a
better understanding about the department structure. Also without introducing Ms.Sandra I would never
ask him to get engaged with her to do a job. I would probably introduce Mr.Rukshan Fernando to
Ms.Sandra and address what is to be done by getting together at that point. This will definitely help to
maintain better communication.

Also a developed Job Description is vital to be handed over to Mr.Rukshan Fernando. Then he will
realize what tasks to be performed when and where. A document which states code of ethics will help

Mr.Rukshan Fernando to understand the organizational rules and regulations as well. Then he will not
be confused with the lunch hour either. These details should be communicated to new employees to
make them effective and efficient. Otherwise the organization faces unnecessary time and cost
involvement.

If I practiced above as Mr.Rajapkse, Mr.Rukshan Fernando will;

Feel a belongingness to the company


Be encouraged
Be self motivated
Have a proper understanding on the department structure
Have a proper knowledge on job functions

RECOMMENDATIONS
Taking the mentioned facts into consideration I would like to confront my recommendations

Develop Job Descriptions to each jobs.


Importance : Employees will have a better understanding on their job functions

Introduce a sound training policy which includes a better induction program


Importance : New employees should go through with Induction program which will help
them to get familiarized to the job and the organization within a short spare of time. This could
be stated in the training policy in the organization.

Develop good HR practices


Importance : Recruitment, Selection, Placement and Induction practices should be done
proactively. This will help employees to perform their jobs effectively and efficiently

Conducting an Induction/Orientation program for new employees before joining the company
Importance : to eliminate turn over, to eliminate fear and build up confidence of the
employee, to enhance the productivity and quality of the product, to build sense of
belongingness and loyalty, feeling of job satisfaction and security, to avoid culture shock, to
avoid reality shock

Have a proper placement practices in place


Importance : to improve employee morale, to reduce turn over and absenteeism

Introduce 5S to the department.


Importance : Employees will be more disciplined to maintain high standards in respect of the
cleanliness of the department. The neatness of the work environment will reduce time wastage
and employees will be getting attracted and interested in working.

Introduce Team Work Development programs


Importance : Employees will be motivated to help each other and achieve goals as a team.
This will eliminate negative attitudes of the employees

Provide general information, go on a departmental tour etc..


Importance : Employees will an understanding about the organizational rules and
regulations, dress codes, working hours, departmental layout and structure, reporting lines,
related department and functions, department team and management etc..

IMPLEMENTATIONS

The present practice of treating the new employees in this company is totally unacceptable and it will
definitely be a discouraging factor. The company needs to overlook at these scenarios and take
corrective actions against it. Otherwise new and dynamic employees will move out from the company.
Mr.Rukshan Fernando must be looking for any other options out of this company as a result of poor
communication and disorganization of the department and its staff. To avoid the following
implementations could be effected

Arrange a proper workplace for Mr.Rukshan Fernando by cleaning the mess


Conduct an orientation training to make him know the organizational culture and the other

important details of the organization


Departmental tour would help him to know the departmental structure and the functions and the

people who involved in


Hand over a Job description
Mr.Rajapakse should have proper discussion with Mr.Rukshan Fernando prior to allocate any
tasks

CONCLUTION AND REFERENCES

I conclude my case study by emphasising that An organization should maintain good practices in
treating or attracting its new employees and provide a proper induction or orientation program
to make them familiarized to the job and the organization, so as to encouraging them in
performing their jobs effectively and efficiently in order to obtain organizational goals in a timely
and a desired manner.

The following references was helpful in finishing this case study

www.corehrwordpress.com
www.forbes.com
IPM Sri Lanka CCHRM study pack

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