BEAN PLANT LIMITED

Issued: 12/01/2024
POLICIES & Department: All
PROCEDURES
Revised: 15 Jan 2024 Approved by: GM
Distribution: Managers Index: BPLTD/MNGRS/SOP/2

Subject: Staff Onboarding Page 2 of 2

PRIMARY OBJECTIVE

Staff onboarding should ideally begin two weeks before the new hire is set to join
(unless the hire is an emergency hire). The purpose of this SOP is
1. To ensure an onboarding package is prepared for the new hire by the HR
admin, including
a. company policies and procedures/SOPs
b. recipe booklet (for kitchen and bar staff)
c. a soft copy of the menus
d. list of documentation for passes
2. To ensure consistent processing for your new employees including:
a. pass application, uniform ordering
b. addition to various online groups
c. setting up permissions and emails (admin-based new hires),
allocation
d. the signing of company policies and SOPs,
3. To make the process more efficient and organised for your team manager
whose task, as far as new hires are involved:
a. This is to ensure a smooth transition into the team
b. The manager needs to adjust the duty roster
c. Set a dedicated trainer for the new hire to shadow for the first-month
d. Set a rotation for the various restaurants or positions
e. Begin permanent pass and port health procedures,
4. To help new employees acclimate more quickly and easily, integrate faster
into the team and their duties
5. To improve communication and collaboration within your team
a. Having SOPs in place can improve communication and collaboration
within your team, as everyone will be on the same page regarding the
onboarding process.
6. To reduce the risk of error
a. By having SOPs in place, you can help to reduce the risk of errors
being made during the onboarding process and thus reduce the re-
work of documents.

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THE HIRING PROCESS AND ONBOARDING PREPARATION

OFFER
LETTER
CONFIRMA
TION AND

1. The outlet manager determines a need and communicates the said need to
the General Manager, who after determining budgetary constraints, will seek
approval for all hires from the CEO
2. After receiving approval, the Outlet manager will gather CVs and resumes
that fit into the role desired. To ensure a fair process, the CVs and resumes
will be a mix of suggestions from our current team members, and any on-file
CVs and resumes available from Admin
3. An interview is set up between the prospective hires (interviewees), the GM
and the Outlet Manager. The set-up should be done at least a week in
advance and involves calling the interviewee, setting up a time slot and
availing directions & a contact number (preferably the outlet manager’s)
a. During this interview, all these should be persuaded to apply for their
Certificate of Good Conduct and fingerprint appointment as soon as
possible. (it should be noted that even if they do not use them at the
airport, having a certificate of good conduct is positive in all other job
applications
4. Once the interview is conducted, the shortlisted interviewee list should be
sent on to the CEO for a follow-up interview.) Once a date is set up for this,
the shortlisted interviewees are contacted by call and text, and the
information provided should include a time slot and availing directions & a
contact number.
5. Once these are conducted and a new hire is identified, the following steps
should be conducted to begin the onboarding procedure:

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 a. During the initial presentation of an offer letter, a list of documents
that are required for a New Permanent Pass application should be
presented to the New hire.
i. The new hire should be encouraged to have these documents
ready by their reporting dates (The first Monday of the month,
unless there is an emergency need for the new hire to replace
someone). These should include
1. a colour copy of the certificate of good conduct
2. a colour copy of the receipt of payment for the good
conduct
3. a colour copy of the applicant’s Identity card and an
original ID
4. The signed and annotated original Offer letter (their
copy) and a coloured copy
5. Recommendation from your previous employer

NB: All these documents should also be scanned

by the new hire and emailed to themselves, attached
to an email. This is for online application

ii. The admin should also have ready the documents required by
KAA from the company. These include:
1. Request from security letter (Dufree letter)
2. Endorsement letter
6. The Outlet manager should be informed of the new hire’s starting date
(preferably the first Monday of the month, unless the new hire is an
emergency hire).
a. The following material should be readied for the new hires
i. a copy of the KAA and Bean Plant Limited rules and
regulations/ policies and procedure
ii. a copy of the menu
iii. a copy of the bus schedule
iv. name of staff to shadow and copy of first week’s shift schedule
b. On the first day, the new hire should report to the store and, as the
temporary pass is being applied for, they should log online and apply
for the permanent pass and apply online for the KAA Security Training
(to be applied for the next available Tuesday or Thursday 8 Am slot).
This should be done in consultation with Cyrus
7. The outlet manager shall then schedule the new hire to shadow ONE team
member for the first month. A monthly assessment form will be provided to
document the new hire's probation period. The last month’s probation will
be completed a week before the actual end of the probation and submitted
to the General Manager and CEO.

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 8. In the case of a probationary failure, the CEO and General Manager will
contact one of the other initial interviewees who passed both stages of
interviewing to check if they are still available for the position.

PROCEDURE
General Manager :

Name: _________________ Date ____________________

Signature: _________________

Restaurant Manager:

Name: ______________ Date ____________________

Signature: ________________

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