Family Members

Management Trainee Program

All newly entering Family members are provided with an appropriate introduction to their
employment with the Group to cover a basic understanding of the company’s history, Services,
policies and procedures.
The aim is for new members to be integrated into the company work environment as soon as possible.
Orientation is seen as an integral part of developing our culture and positioning QNIE as “Best
People, Best Place”.
Purpose
The purpose of this policy is to ensure the successful implementation of a uniform procedure for
introducing new members and help our new members feel part of the organization by providing
information and assistance at the time it's needed.
It is important that the induction process is consistent to ensure that all new members have the same
induction experience and receive the same messages. Induction if implemented effectively has the
potential to reduce turnover, absenteeism and boost morale.
As for Family members, it will provide them with a full understanding to the group scope of work and
will identify based on the evaluations, the most appropriate place the members will be joining for the
Future.
It is also clear that this policy applies for All Male family members, at no point, Female
Members are allowed as per Board decision
Exceptions
There will be no exceptions to this policy.
Scope
This policy applies to all newly appoint Family members, or members that have been in the company
for less than 5 years.
Authority & Responsibility
THE CEO or his family Delegate has the authority and responsibility for ensuring that this policy is
correctly implemented, effective and properly maintained.
Process
Responsibility of HR:
 Facilitate employment requirements for new members to fill out and sign within their first
working week
 Ensure the new member is provided with documents (including the member handbook)
necessary for employment
 Ensure that an induction program is ready on the new member’s first working day. Admin will
co-ordinate with their immediate managers on the orientation program.

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 Provide support and act as a consultant to assist managers in facilitating the induction process
successfully.
Responsibility of the Immediate Manager:
 Contact HR prior to a new member’s start date to clarify any issue and ensure the process runs
smoothly from day one
 Ensure office space and equipment is in place. If the new member is a manager, where required
ensure a secretary or personal assistant is available on the start date
 Develop an induction program for the first 6 weeks of employment, covering the right people
that the new member should meet individually on specific topics
 Inform key relationship people of the new member and the role they will play in the orientation
process; coordinate the date and time
 A tour in QNIE facilities and introduction to all members
 Ensure business cards are ordered, as appropriate
 Develop an announcement about the new member. This should be posted at least the day
before the member’s start date
 Organize any working requirements, eg computers or e-mail
 Ensure that necessary payroll forms are completed and processed within two days of the new
member’s start date
Responsibility of the New Member:
 Learn about QNIE Business and actively participate in the induction process
 Participate in the orientation program
ORIENTATION PROGRAM
The orientation program contains various topics essential for the new members’ basic
understanding of the Groups work life. Key personnel considered to be most familiar with the
subject matter will conduct the orientation.
On the 1st working day, the new member will accomplish the necessary employment papers to be
administered by a representative from the HR Department.
The new member will be briefed on the orientation program (this may be conducted either in a
training type situation or one to one). The orientation should at least include the following:

 Introduction to members and tour of company facilities

 Vision, Mission and Values of the Group
 Basic Group and Company policies
 Training policy
 Conflict of Interest; Competitors
 Benefits
 Safety
 Work Specifics / Departmental Structure / Working relationship with other personnel
 Office Procedures
 Safety Procedures

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 The new member should finish the majority of both the induction and orientation within the
first two weeks of their employment.
 Feedback should be collected and passed to the Head of Family Affairs ( Board Member)

The Program
Program Overview

The goal of the 14-days Induction & Orientation Program is to facilitate full integration of the
new comers to the company's culture and that all related information are communicated in
a systematic manner. The role of a new member's supervisor in the orientation process and
development of the member is very important.

Program Phases

The following describes the program phases. The program has two-phases
(1) Induction Orientation to the Company and
(2) Induction Orientation to the Workplace.
The two-phases will be under the custody of, HR-Training Function, and the Departmental
Mentor. Their terms of reference are as follows:-

Definition o Induction Orientation Committee Members.

 This committee will include the Administration Manager and the Departmental
(Mentor).
o Orientation Induction Program is the process by which a new member learns about,
and becomes part of QNIE . The program provides the necessary information,
resources and motivation to assist a new member to adjust to the work
environment as quickly as possible. It also shows that QNIE is committed to the
new staff member.
o Beyond the training in skills and tasks required for their specific jobs, recently-
hired members need an induction to the policies, customs and expectations of QNIE
.
o People are most open to learning in the first few days on the job, even the first few
hours of the first day. This is the best opportunity we will ever have to pass on a
positive vision of our organization's culture.
Responsibilities 1) HR Department
The 1st day (Full-Day) of the Program is conducted by the Administration
Department. Wide range of activities and tasks are covered as explained herein
after.
 Brief explanation of the company structure.
 Vision, Mission and Values
 History of QNIE
 Role of HR Department
 Employment details and necessary documentations
 Performance Evaluation system
 Benefits
 HR Programs
 T5 Touring
 Who's Who
 Lunch

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  Free Discussion

2) Hiring Department
The rest of the 14-days Program is conducted by the Hiring Department
(Departmental Mentor)
Benefits 1) To QNIE
 It creates a positive perception of the organization and an understanding of
the corporate culture, values and goals.
 It can set a precedent for ongoing training, by showing the member that the
organization is serious about developing the skills needed to perform their
job competently.
 It can also help motivate existing members who are included in the process.
 A good induction can also help to down recruitment costs as staff is more
likely to give longer term commitment to the organization.
 Can benefit from the insight, objectivity and fresh ideas of a new member. A
new member can give insights into how QNIE is perceived externally.

2) To Members
 Feel welcome and comfortable, and begins the process of integration into the
work place.
 It confirms the member's decision to join the organization.
 It helps build the self-esteem, morale and motivation of the new member.
 It establishes good communication between the supervisor and the member
from the beginning.
Development 1) Before Arrival
The Program starts before an member begins work.
 The aims and objectives of the program are clear, specific and measurable.
 Prepare the work area ensuring that the area is tidy, equipment is in good
working order and resources have been made available.
 Arrange an overlap with existing members if possible.
 Notify all colleagues of the arrival of the new member.
 Contact the staff member to arrange a time and place to meet them on the
first day. Answer any initial enquiries about the first day such as parking,
dress code and what to bring with them.
 Prepare the necessary checklist and ensure a copy of the program is given to
the new staff member on their first day. This program should outline who
will cover what information and when.

2) 1st Day (HR & Technical Department)

Greetings:
 Remember to greet the new member personally at the arranged time, or
ensure that the person meeting them creates a good first impression. It is
very important that the new staff member meets their supervisor on their
first day.
 Help the staff member to relax.

Induction Program Overview:

 Provide the member with details of what will be included in the induction
program and check their understanding.
 Provide them with the induction folder and briefly cover its contents.
 Indicate who will be their induction partner or who to approach with work
problems.

Introduce the immediate workplace and colleagues:

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  Familiarize the member with the immediate work area and introduce
colleagues the staff member will be working with. Try not to introduce too
many people on the first day.
 Have someone explain workplace practices, expectations and culture.
 Encourage a sense of belonging to the work group.

Explain the job:

 It is very important that the departmental Mentor discusses the scope and
duties of the job in more detail. Have a copy of the duty statement on hand.
Cover the work duties briefly at first. It is best to explain each major task the
job in intervals over the first week, so as not to overload them with
information.
 Give an indication of the typical work day.
 Briefly indicate how the job relates to others and indicate its function and
importance.
 Check the staff member's understanding of their duties, ask for questions
and/or feedback. Discuss what the staff member can achieve on the first day.
Remember - it is the mentor's responsibility to create a realistic impression
of the job and explain clearly what your expectations are with regards to
performance standards and work practices.

Take a workplace area walk:

 Familiarize new staff with relevant offices, staff rooms, wash rooms, and
other immediate work area facilities.
 Include a tour of T5 premises.

Introduce basic procedures:

 Explain the telephone system and the mail system, how to go about ordering
supplies, how to use the photocopiers and other equipment.
 Advise of any parking arrangements (if available).
 Advise on the Attendance System

Instruct:
 Provide instruction on methods and procedures.
 Instruct on the necessary health and safety procedures, for example,
evacuation procedures, or specific safety requirements in your area.
 Remember to check what the new person already knows before giving
instructions.
 Supervise the initial attempts at procedures to ensure accurate performance.

Maintain Contact:
 As mentioned earlier, the mentor is not required to spend every moment
with the new staff member. Co-workers should be capable of coordinating
sections of the induction program. Do remember though to set aside some
time to visit the person on the job to see how they are settling in.
 Arrange to meet the staff member at the end of the day to review their
reactions to the first day and to answer any questions which may have
arisen.
Evaluation This phase, HR Focus, occurs at the end of the one month and will provide data upon
which to base improvements to the Induction Orientation Program.
 Set aside time with the new member to review and discuss issues, answer
questions and provide further information if required.

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  It is important to get feedback about the specifics of the induction program
so that it can be modified if needed. The new member will be in a good
position to give a fresh and unique perspective of the program. Consider the
overall process, information provided and its format.
 Ask which information was the most and the least helpful.
 Check if the specific objectives set at the beginning of the program were met.
Also seek feedback on the program from colleagues involved in the process.
Frequency Induction Orientation Program will take place twice a month (1st & 15th).
Tool Kit 1) Welcome Letter
2) Job Description
3) Induction Orientation Program Outline & Check-List
4) Organization Chart
5) Departmental Chart
6) Safety & Accident Procedures
7) Code of Conduct
8) Miscellaneous

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 New Member Orientation Program Check List
Mentee/Mentor Checklist

New Member Name: _____________________ Emp. ID: __________________________

Mentor Name: _____________________ Department: __________________________

This checklist is to insure that all necessary supplies, tools, information and safety equipment have been given to a new member. It's divided
into the following stages;
I. Prior to Member Arrival
II. Day One
III. During First Week
IV. During First One Months
V. End of Program

I. PRIOR TO MEMBER ARRIVAL

ITEM HR or Admin Mentor
Via telephone with new member
 Introduce yourself & let the new hire know what your role in their Induction
Program
 Confirm first day/work hours
 Discuss dress code/uniform distribution
 Inform how new hire will come to the company premises and when
Introduce new member and inform others about their responsibilities and when they
will be arriving by portal the day before the member's start date
Prepare First Day Agenda
Prepare workspace and stationary
Review a copy of the member's application. (Be familiar with the member's experience, training
and education).
Arrange for Phone & Extension
Arrange for Computer log on & e-mail address
Arrange for keys as necessary

II. DAY ONE

GENERAL Mentee HR or Admin
Company Mission, Vision & Goals
Corporate Values
Company History (success stories and milestones)
Company's Customers
Company Products, Branches and expansion
Company/Industry Competitors
Provide Company Organizational Charts
PERSONNEL Mentee HR or Admin
Check that documentation received as per policy
Lock with key, where applicable
Staff ID Card
Pay procedure: when, where, how
Attendance & Leave Procedure (work hours, overtime, flextime, lunch break)

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Changes in personnel records
Voluntary Resignation Notice
BENEFITS Mentee HR or Admin
Transportation Facilities
Parking Facilities
Insurance Program
Reward systems
Vacation
Holidays
CRITICAL POLICIES & PROCEDURE Mentee HR or Admin
Conflict of Interest
Confidentiality
Dress Code
Code of Conduct
Discrimination & Harassment
INFORMATION TECHNOLOGY Mentee IT
Information Technology & Communications Policy
Internet Usage
Information Security
Introduction to Intranet Information
Show new hire company policies & procedures link
Show new hire Member Handbook link
Departmental intranet
HEALTH, SAFETY AND SECURITY Mentee HR or Admin
Explain Building Access/Security
Introduction to Security Guards
Explain Safety rules
Deliver, explain & demonstrate required safety equipment & cloths
Discuss Emergency & Evacuation procedures
QUALITY Mentee HR or Admin
Definition of Quality
History
Role in the Company
Quality Policies & Procedures
Quality Control Measures
MEMBER RELATIONS Mentee HR or Admin
Discuss communication opportunity (staff meetings, department meetings, newsletters, etc.)
Opportunity to express opinion (Suggestion Program)
Opportunity for questions (Who to ask, How to ask)
Explain problem resolution process
Committee opportunities
Annual Events
External Communication materials (Company publicity, Web site, Media releases)
Mentee Mentor HR or Admin
INTRODUCE TO MENTOR

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 III. During First Week
ITEM Mentee Mentor
Accompany new member to his/her office (Second Day)
Make an Office Tour & Introduce to Department Staff and its role
Provide brief history of department
Provide & explain departmental organizational charts, interaction of positions within
department and reporting
Review the job description with the member, including the duties, responsibilities and
working relationship
Give the new member the department telephone number.
Show new hire where the nearest first aid kit is located
Show where the nearest emergency exit to new hire work station is located
Ensure that new hire can access and navigate company portal & applications
Show new hire how to use the Member Self Service (applying for leave)
Show new hire departmental webpage intranet
Show new hire departmental policies link (related to his/her work in particular)
Explain sick leave process
Tour of amenities (toilets, lavatories, storage, smoking and breaks areas etc.)
Show new hire where to find filing cabinets, stationery
Explain the use of:
Telephone
Telephone directory
E-mail
Copy Machine
Mail Procedure
Faxmaker
Ensure Business cards were ordered, as per policy
Issue safety equipment/clothing (where applicable) and ensure that the new hire is
knowledgeable and competent in their use
Resources (ie ordering supplies, travel and vehicle acquisition, meeting room)
Discuss communication opportunity (staff meetings, department meetings, etc.)
Discuss lunch/break periods

IV. DURING The Second Week

ITEM Mentee Mentor
Find out the member's career goals and objectives. Relate them to the goals and
objectives of their position, the department and the company
For staff on 3 months probation, the first review meeting will be conducted at the
completion of 1 month.
Manager has made a time to review new hire progress on
Explain the Performance Management system that is applicable
Explain the opportunity and process for promotions/transfers
Training for Mentee in the following main Areas ( Customer Service, Team
Communication, Time Management, Supervisory Skills and Planning Skills)

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 V. Annual Program
Quarter 1
Supply Chain Management
ITEM Time Mentee Mentor HR or Admin
Policies & Procedures One week
Picking One Week
Supervising Dispatches One Week
Quality Control One Week
Data Entry One Week

END OF PROGRAM
ITEM Mentee Mentor HR or Admin
Review conducted at the end of the one month
Employment Confirmation
Figure out Training Needs

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 VI. DELIVERABLES
Department Mentor should fill in the rest of rows as needed.
ITEM By When Mentee Mentor HR or Admin
Induction Agenda Prior to Day One
Induction Check List Day One
Organizational Chart Day One
Departmental Chart First Week
Job Description First Week
Training Certificate Received Second Week

VII. DECLARATION
The induction Process as outlined in this checklist has been completed

Mentee Signature Date

Mentor Signature Date

Talent Manager Signature Date

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