Up to 80 staff and volunteers are needed to organise and deliver over 200 events annually, and they are required to complete new starter and annual refresher inductions. To meet the requirements, the Guildhall Trust were carrying out face to face induction meetings, which required a full-time member of staff to manage the process.
One of the biggest challenges that management faced, as they employed mostly casual workers, was getting the workforce together to personally deliver the inductions. Arranging staff to assemble for group inductions between the hours of 9am to 5pm was a struggle, and equally as difficult to allocate slots in the evening that the entire workforce could attend.
In addition to the time constraints there were cost implications, as operatives were reimbursed to come and do the induction, paid as a supplement to the hours that they worked. A lot of students would apply for the seasonal work and attend their induction, at a cost to the business, and then never actually work due to a change in circumstances. Regularly paying operatives to complete an induction had a negative impact on resources, a pain point that could be removed by moving inductions online.
It was clear that implementing an online induction system would enable The Guildhall Trust to:
- Reduce the cost of inducting staff
- Save time and resources
- Streamline the process of updating inductions
- Control the quality of the inductions
An online system, with data securely stored in the cloud, would not only simplify the induction process but cut costs for staging events that ranged in size from small children’s theatre to large conferences and rock and pop concerts.
Solution
After exploring and evaluating online options, Stage and Technical Manager, Craig Paterson, contacted GetOnSite to discuss the benefits and features of the system. Following a demo, The Guildhall Trust successfully carried out a free trial of the platform to ascertain if it would meet their induction requirements.
By sending staff and volunteers a link to the GetOnSite platform, to pre induct themselves before arrival at work, enabled The Guildhall Trust to streamline the induction process and improve efficiencies across the entire workforce.
“After researching online induction options, we selected the GetOnSite system predominantly because it was the easiest to use and the best value for money.”
Benefits
By making it possible for the entire workforce to remotely pre induct themselves, without having to travel to attend face to face induction meetings, benefited managers of the charitable organisation in many ways.
Benefits of online inductions included:
- Streamlining of the onboarding process
- Guaranteed consistency with the quality of the induction
- Confidence that all staff received the same training
- Greater flexibility for inductees
“The GetOnSite online induction system has improved our internal processes because we can document that staff have had the necessary training for auditing purposes, and we can control the quality of the inductions”.
An additional bonus of the online system was that exhibitors for the large outdoor events, organised by The Guildhall Trust, could be inducted remotely. The digital process meant that artists and their teams were aware of health and safety regulations before arriving at the event and could be provided with site maps ahead of arrival by downloading them from the platform.
Results
The GetOnSite online system improved The Guildhall Trust’s induction process. Health and safety regulations, including up-to-date Covid-19 information, can now be instantly updated and sent to inductees, making the induction process for both staff and exhibitors much more streamlined.
The more flexible online induction process has resulted in:
- Saving 100 working hours for a full-time member of staff
- A bigger uptake of staff completing inductions
- Staff being available to work much sooner
- Avoidance of delays in event planning and preparation
When using the system, staff were more willing to give feedback about the internal process and, coupled with the excellent GetOnSite customer service, updates to The Guildhall Trust inductions were made easily and quickly.
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