Online access to induction materials enabled pre-employment onboarding
Reduced workload for recruitment & management teams
Centralised online portal and records with up-to-date information
Improved employee onboarding experience
The induction has been significantly improved.
Transformation Director
Define it
Gov Facility Services Ltd (GFSL), a Ministry of Justice (MOJ) owned GovCo responsible for managing facilities across 49 UK prisons, faced inefficiencies and compliance concerns with their existing paper-based staff induction process. Upon initial review, we found:
- Inconsistent delivery: Paper-based inductions varied by site, leading to inconsistencies and a lack of centralised oversight.
- Outdated information: Difficulty updating materials across all sites ensured some information was outdated and potentially non-compliant.
- Health and safety concerns: Concerns arose around the effectiveness of inducting new staff during COVID-19 lockdowns due to limited in-person interaction.
- Inefficient workflows: The manual process burdened site managers with time-consuming updates and delivery.
We meticulously reviewed existing materials, conducted site visits, and interviewed stakeholders across the organisation to understand the challenges and requirements.
Improve it
CI Projects implemented a comprehensive approach to revamp GFSL’s induction programme:
- Agile Project Management: Adopting an agile methodology ensured flexibility, facilitated continuous feedback, and streamlined delivery.
- Stakeholder engagement: Engaging senior leadership, site managers, and regional representatives ensured project buy-in and championed change throughout the organisation.
- Technology integration: We explored and evaluated various online induction portal options, ultimately selecting an optimal solution that addressed training and record-keeping needs.
- Implementation: The chosen system was configured and implemented.
Sustain it
We conducted “train the trainer” sessions to equip staff for its effective use. CI Projects’ expertise in agile project management, stakeholder engagement, and technology integration transformed HR processes for improved efficiency, compliance, and employee experience.
Key benefits
- Online access to induction materials enabled pre-employment onboarding, easing the workload on recruitment and site management teams.
- A centralised online portal ensured consistent, up-to-date content, strengthening GFSL’s Health & Safety compliance posture.
- The training portal provided a competency record for new hires, simplifying training documentation and record management.
- Consistent and high-quality induction materials delivered a superior onboarding experience for new employees.
- New recruits could begin their induction before their first day, accelerating their integration into the organisation.
