Toolkit for supporting new staff
This webpage guides employers through the process of recruiting and onboarding a new team member. This isn’t something you do every day, so we want to help you by providing you with the key steps to work through and further information which may help you in this process.
Recruit
Follow these steps and you’ll be on your way to recruiting the best person for your team.
1. Define the role
- Outline the purpose of the role and how it fits within your business
- Write a job description that sets out key responsibilities hours,, reporting lines, and place(s) of work
- List the essential skills, experience, personal qualities, and any qualifications or licences required
- Highlight training and development opportunities, including apprenticeships or on-the-job training
- Specify whether the role is permanent or fixed-term, full-time or part time.
2. Advertise and source
- Advertise through the free MITO Job Hub, and other online channels such as Seek and Trade Me Jobs
- Ensure the job ad reflects the role accurately and matches the job description
- Use clear, inclusive language and focus on essential requirements only
- Promote the role through your networks—including staff referrals and social media
- Allow enough time for applications to encourage a wide range of candidates
3. Shortlist and screen
- Review applications and create a shortlist of candidates
- Phone those on the shortlist for a brief screening discussion
- Confirm interview details with preferred candidates, including the date, time, and location to meet. Interviews can be held at your workplace or off-site (for example, at a café) for an initial introduction.
4. Prepare
- Prepare a set of interview questions that relate directly to the role—here are some common questions
- Ensure questions are fair, consistent, and lawful—see guidance from Te Kāhui Tika Tangata Human Rights Commission via the below link
- Decide who will be involved in the interview (for example, a manager, supervisor, and/or owner) and what each person will do (for example, asking questions, taking notes, or making the final hiring decision)
- Allow enough time for candidates to ask questions about the role and the business
5. Interview
- Arrive on time and meet in a private, distraction-free space
- Explain the role, expectations, and any training or development opportunities
- Use prepared questions and refer to the candidate’s CV and application to guide discussion
- Take notes to help compare candidates fairly
- Assess skills, experience, communication, and fit with your workplace.
Following the interview, conduct reference checks for your preferred candidate (at least two).
Use all available information—application, interview, and references—to make your decision.
6. Hiring
- Make your offer of employment to the successful candidate
- Send employment agreement for signing. Click the link below for further information on employment agreements.
7. Notify
- Once the role is accepted and the contract returned, notify unsuccessful applicants. Thank them for their interest in the role and that you won’t be taking their application further.
- Destroy unsuccessful applicant’s information.
- Keep the successful candidates records on file.
Learn more about employing staff
Further information is available from Employment New Zealand.
Use the links below for guidance on starting employment, good hiring practices, and your rights and responsibilities as an employer, plus a helpful How to hire guide.
Induction
First impressions matter. A positive start helps new employees settle in quickly, supports retention, and builds a strong workplace culture.
Keep the first day simple. Introduce your new team member to your business and the team and set expectations through a structured induction. These are important steps to helping them have a great start and understanding how they will contribute to the success of your business.
If you are unable to be present for your new employee’s first day, ensure another staff member is assigned to lead the induction.
Creating an induction plan
From day one, your new team member should feel well supported and welcomed.
A well-planned induction, delivered over the first few days, helps them understand the role, workplace expectations, and how to perform effectively and safely.
What should I include?
An induction typically covers:
- Your business’s purpose, values, and culture
- Key services, customers, and how the team works together
- Workplace policies, procedures, and expected behaviours
- Health and safety requirements
- Role-specific tasks, tools, and responsibilities
An induction checklist template is available here.
Manage
Managing people is key responsibility and plays a vital role in the success of your business. Effective management helps your lead your team, support performance, and create an environment where people can do their best work.
If you need advice or support on employment matters, resources are available through your industry association and Employment New Zealand.
Creating a good work culture
A positive work environment helps motivate staff, build trust, and increase commitment to your organisation.
Working constructively with employees supports performance, improves engagement, and helps your business to achieve its goals.
Diversity and inclusion in the workplace
Actively supporting diversity and inclusion helps create a workplace where people feel respected, valued, and able to contribute fully.
Diversity includes differences in people’s background, culture, age, gender, orientation, abilities and access needs, and ways of thinking.
An inclusive workplace is linked to higher morale, improved engagement, increased productivity, and lower staff turnover.
Contact Te Uru Tāngata Centre for Workplace Inclusion for more information.
Businesses that employ people with disabilities often report higher productivity, loyalty, and new perspectives that strengthen workplace culture and customer relationships.
Health and Safety
Keeping your workers safe is a legal obligation. Under the Health and Safety at Work Act 2015, everyone in the workplace has a role in creating and maintaining a safe and healthy workplace.
- Know the risks – risks arise when people are exposed to hazards—anything that can cause harm. Common hazards include slips and falls, bullying and harassment, manual handling, exposure to chemicals, and vehicle use.
- Make a plan – identify the most serious risks and put controls in place to minimise them. Your plan should be reviewed regularly and include safe systems of work, clear information, and suitable facilities for employees.
- Involve your workers - employees have first-hand knowledge of workplace risks. Involving them leads to better health and safety outcomes and is also a legal requirement.
TIP
Visit Worksafe New Zealand for more information on health and safety and to find resources for your business.
Train/Mentor
Effective managers also act as mentors. Providing guidance, sharing knowledge, and offering on-the-job training helps employees grow their skills and improve productivity.
As a mentor you will:
- Share your knowledge, experience, and career advice
- Lead by example and set clear expectations
- Support the development of job-related and career skills
- Help employees stay focussed on agreed goals
- Identify opportunities for growth and improvement
What makes a good mentor?
A good mentor:
- Is approachable, honest, and encouraging
- Provides constructive feedback and guidance
- Maintains a professional, respectful relationship
- Shares experiences and insights, while encouraging others to contribute ideas
Good mentors recognise that people are at different stages of their careers and may need different levels of support. They help individuals grow while supporting both personal development and organisational goals.
Have a look at some of the key characteristics of a good mentor:
- Listener Gives time and space to help with problem solving
- Insider Provides organisational or sector knowledge
- Sounding board Offers opportunity to try out new ideas
- Coach Gives encouragement and feedback
- Role model Provides examples to learn from
- Change agent Challenges the status quo
- Networker Helps develop networks
- Visionary Is inspirational
- Constructive critic Provides friendly and well considered feedback to help improvement and growth
Review
Planning performance reviews
Working positively with employees to grow their performance increases engagement and helps your business achieve its goals.
Employees are more productive when they understand what is expected of them and receive regular feedback. This is usually supported through regular catch-ups and a formal performance review, often held annually.
Performance reviews are an opportunity for employers and employees to agree on:
- Clear objectives and milestones
- Recognition or reward for exceeding expectations
- Ongoing communication and honest, constructive feedback
- Training and development needs, and how these will be supported
- Career goals and how the employer can help support them
Tips for planning performance reviews
1. Prepare
- Schedule the review in advance
- Ask the employee to reflect on their performance against their job description
- Review the job description and any previous feedback
- If regular feedback has been provided throughout the year, there should be no surprises in the review
2. Discuss
- Review the feedback together with your employee
- Provide constructive feedback and recognise achievements
- Discuss any performance issues and opportunities for improvement
- Agree on any future objectives
- Identify any training or development needed to support those objectives
3. Review
- Document the discussion and agreed outcomes
- Complete a summary and have both the employer and employee sign off
- Keep a copy on the employee’s file
- Agree on the timeframe for the next formal review
Further help
External resources
Industry Membership Association
Industry membership associations support the interests of businesses by providing information, advice, advocacy, and networking opportunities.
They can be a useful first point of contact when you’re looking for employment guidance, industry updates, or business support.
MITO’s founding shareholders are a good place to start.
Skills Highway
Established to help employers learn how literacy and numeracy training can improve business performance.
The website provides practical tools and resources to support literacy and numeracy development in the workplace.
Pathways Awarua
Developed by the Tertiary Education Commission to support adult and young adult learners to strengthen their literacy and numeracy skills in contexts that are relevant to New Zealanders.
There are six key learner pathways: Numeracy, Reading, Writing, Listening, Number facts, WordFit (vocabulary).
Employment NZ
The Government’s Employment New Zealand website provides information on your rights and responsibilities as an employer, as well as your employees’ rights.
You can also build your knowledge through the free online Employment Learning Modules.
ESOL
If you have employees where English is their second language, consider getting in touch with English Language Partners New Zealand.
Having your staff being able to communicate well brings productivity to your business. English Language Partners have resources available to help your people to work well.
They also provide tuition for migrant staff who need to improve their communication in the English language.
Worksafe NZ
New Zealand’s primary workplace regulator for health and safety.
It provides guidance, tools, and advice to help businesses meet their health and safety obligations and keep workers safe.
MITO resources
Literacy and Numeracy
Strong workplace literacy and numeracy skills help employees work confidently, safely, and effectively, contributing to business success.
If you have an employee enrolled in a MITO programme who may need additional literacy or numeracy support, talk with your MITO Training Advisor.
They can help arrange appropriate workplace or learning support to assist the learner to complete their training.
Off-Job Training
Off‑job training provides additional support for workplace learning, including help with theory assignments.
Options may include block courses, day release, evening classes, or speciality industry‑based courses.
If you would like to explore suitable options for an employee enrolled in a MITO programme, contact your MITO Training Advisor.
Loan Devices
MITO has a range of learning devices available through its Learning Support programme for learners currently enrolled in training, including:
- Chromebook devices for learners who need access to technology
- C‑Pen Readers for learners with dyslexia who require additional reading support
Devices are available on request while the learner is completing their programme.
Mentors
MITO provides access to Industry Mentors nationwide, offering learners additional guidance and support.
This includes Kaiwhakamanawa (Iwi) Mentors, supporting learners across a range of regions throughout Aotearoa.
Training Advisors
Your local MITO Training Advisor is your main point of support throughout your learner's training. They’ll visit regularly, check in between visits, and are always just a message or email away.
They can connect learners with extra support, including:
- Scholarship opportunities
- Financial assistance
Vitae Counselling Services
MITO learners* have access to free, confidential counselling services provided by Vitae and available 24/7 throughout New Zealand.
Appointments can be face‑to‑face, by phone, or online (for example, Zoom).
To make an appointment, complete the form via the link below or call 0508 664 981.
* Excludes secondary school learners.
Support services for employers
| Blueprint webinars | In person and online workshops, including Mental Health 101 webinar. |
| Business Mentors | Connecting mentors with small business owners and managers. |
| Depression.org | If someone close to you is not their usual self, it's okay to reach out to them. |
| EAP Services | Practical wellbeing guidance and assistance |
| Groov free app | Co-founded by Sir John Kirwan. General advice, workplaces specific support, podcasts, or blog articles. |
| Health and Safety Tool Kit | Free resources and support from Worksafe. |
| Helplines | Some of the services available offering support, information and help. |
| Whakarongorau NZ | Government-funded free to the public national telehealth services, run across seven digital channels. |
| Mental Health Foundation | Free resources and articles to help people flourish. |
| Xero resources | Free resources for download. Step by step approach to check on your team. |