Download your copy of the printable Toolkit, designed for New Zealand's Primary Industry Employers, Managers and Supervisors Printable Toolkit Download your copy of the printable Toolkit Download and print the Toolkit, providing you with unlimited access even when you are offline. Click the Toolkit image to download. Food and Fibre Employer Toolkit PDF Interested in just one chapter? Access below Click on each Chapter Toolkit image to download. Attracting the Right Individuals Toolkit Māori Cultural Confidence Toolkit Workplace Wellbeing & Culture Toolkit Mentorship and Coaching Toolkit

The most flexible way to find candidates is through advertisements which can be shared in different places. Using the advice above about how to communicate the role during this process is important to gain interest from the right people. Other ways can be used too, such as through an industry specific recruitment agency or through your networks (see below for more information on use of networks). Step 2: Finding How to begin to start finding new employees? See Below for Information on: Building a Job Ad Posting Job Ads Applications Migrant Workers The most flexible way to find candidates is through advertisements which can be shared in different places. Using the advice above about how to communicate the role during this process is important to gain interest from the right people. Other ways can be used too, such as through an industry specific recruitment agency or through your networks (see below for more information on use of networks). When advertising a job, it’s important to make it straightforward and simple for candidates to apply. Choosing the right application method for the role is also key to finding the right person. How do I write a job ad? The first impression your candidates will have of your role is likely through a job ad, so it's important to get it right. Below is an example of a job ad for a dairy farm hand role. Even if this specific job isn’t relevant to your business, we've described on the right what each part of the job ad should contain to ensure clear communication. Job Title: Dairy Farm Hand Location: Matamata, Waikato, New Zealand About us: We are a family-owned dairy farm that has been operating successfully for 20 years. Our farm is a supportive and friendly place to work, and we are looking for someone who would be a great addition to the team. We value hard work to get the job done. Quick Role Description: We are looking for a Farm Hand to assist with daily tasks including feeding animals, milking, and general farm maintenance. This is a great opportunity for someone who loves working outdoors and is interested in learning more about dairy farming and working hard. Key Responsibilities: Feeding and caring for livestock Assisting with milking Maintaining farm equipment and facilities Monitoring animal healthom you. Requirements: Right to work in New Zealand Prior experience in dairy farming is a plus but not required Physical fitness and ability to work outdoors in all weather conditions Strong work ethic and reliability Ability to work well in a team Benefits: Competitive hourly rate Opportunity to learn new skills and grow within the business Supportive and friendly team environment Accommodation available on-site How to Apply: To apply, please send your CV and a brief cover letter to [email@example.com ] or call [phone number] for more information. Closing Statement: We look forward to hearing from you. Be clear and accurately reflect the role in the job title. Use terms that applicants will recognise and understand. Help candidates identify if they can commute or need to relocate. Introduce your business so candidates understand who they might work for. Give a concise summary of what the job involves List the main duties involved in day-to-day work. The more specific you can be, the better. Clearly state the skills, experience, and personality type needed. Don’t try to hide any harder sells for the job (such as early working hours, remote location). Why should this person work for you and not your competitors? If you are providing competitive pay or benefits, call this out here. Make it easy for interested candidates to apply with simple instructions. A CV and cover letter might not always be necessary. A friendly sign off. Where do I share a job ad? Once you've created a job ad, it's important to get as much traction and interest as possible to find the right person. Posting your job ad in multiple places can increase your chances of finding the ideal candidate. Here are some options: Job Ad Websites: Use dedicated job ad websites to reach a wide audience Social Media Groups: Post in relevant social media groups, like on Facebook Local Community Boards: Put up your ad on local community boards. Finding School Leavers For entry-level positions, it might be helpful to reach out to local high schools to see if any upcoming school leavers are interested in your role. Taking the time to meet those who show interest and explaining the job face-to-face can be a great way to get them excited about joining your business. If you're running a larger operation, think about offering an internship programme where students can work for you over the summer. This gives them a taste of the job and lets you see how they'd fit in as full-time workers if you're looking to hire them once they finish school. Information on internships is growing within the Food and Fibre sector. You can see some more information here . Word of mouth is also effective. Ask current employees and trusted friends and family members if they know anyone who might be interested. Even when using word of mouth, it’s helpful to send the job ad to the candidate so they know the skills and experience you're looking for. When using social media, you can shorten the job ad to convey just the essential information in a quick and casual way. Also think about how the candidate will apply for the job. Provide a simple and clear method for them to get in touch (see below for more information). Job Platforms There are some great platforms available that are used by most sectors in the food and fibre sector such as: Seek Ag Assist TradeMe You can also consider listing a vacancy with the Work and Income website here . Each food and fibre sector tends to have their own job ad platform. Find one relevant to you below: Pastoral and Arable (Dairy and Sheep + Beef) - NZ Farming Jobs Horticulture - PickNZ (Seasonal) GoHort (Permanent) Viticulture / Wine - Wine Jobs Dairy - Farm Source Plant Production (Nursery) - Plant Careers Forestry - Forestry Careers Aquaculture - Aquaculture Careers Applications Before you post your role, it's important to think about how candidates will apply. There are a range of different methods, ranging from formal to informal, including: CV Cover Letter Phone Call Application Form. When deciding on the application method, consider the skills you’re looking for. If the role is hands-on and needs someone skilled in operating equipment, then reading and writing ability may not be as important. In these cases, CVs and cover letters might not attract the right candidates. Instead, a simple application form or use of a phone call could be more effective. Once you have decided what method you want to use , make sure you add the application directions to the bottom of your job ad. Social Media When advertising using social media, like Facebook, it’s especially important to outline how to apply to get the information you need. This may look different than using other ways of advertising. Here are a couple of approaches: Attach an Application Form: Include a simple application form in your post that candidates can fill out Ask for a Message: Request that candidates message you a little bit about themselves, including their background, experience, skills, and qualifications. By tailoring the application process to the role and clearly communicating how to apply, you’ll increase your chances of attracting the right candidates and make the selection process smoother. How do I hire migrant workers? Where you look for workers can greatly impact the quality of candidates you find. While Aotearoa New Zealand offers a great pool of potential workers, sometimes looking abroad can help you find the skills you need. To hire people from overseas, there are schemes and visas available which will help you in your search. See more information in Your Obligation as an Employer . What should I keep in mind when hiring impaired workers? Have you considered the strengths people with impairments could bring to your team in the food and fibre sector? Many individuals with impairments have developed adaptability, resilience, and creative problem-solving skills—qualities that are highly valuable in today’s workplaces. Their unique perspectives can spark innovation, improve systems, and strengthen team performance. Inclusion also enhances workplace culture. Diverse teams often enjoy higher morale, broader thinking, and stronger collaboration. Employers who actively support accessibility demonstrate leadership and values that resonate with both staff and customers. Creating an inclusive environment is more achievable than many assume. With practical tools, advice, and funding support readily available (such as minimum wage exemptions ), implementing accommodations can be straightforward. Reviewing roles to identify flexible approaches, and investing in impairment awareness training, helps build a respectful, welcoming culture where everyone can thrive. Ultimately, embracing impairment inclusion isn’t just the right thing to do—it’s a smart move that strengthens teams, unlocks talent, and helps the sector grow through fresh insights and capabilities. Click here for more on Step 3: Assessing

What are some simple actions I can take to incorporate te ao Māori in my workplace? See below for information on Investment in Rangatahi (young people), leading with values, prioritising health and wellbeing, Kaitiakitanga in action. Actions To Take What are some simple actions I can take to incorporate te ao Māori? See Below for Information On: Investment in Rangatahi Lead with Values Whanaungatanga Prioritising Health & Wellbeing Kaitiakitanga in Action The MPI Good Employer Award recognises employers in the food and fibre sector that go the extra mile for their employees. Tree Machine Services LTD won the ‘Māori Agribusiness Award’, an award that celebrates Māori agribusinesses who deliver good employment practices. Tree Machine Ltd demonstrated several practices that could be helpful to implement in your workplace outlined below. Investment in rangatahi (younger generations) Tree Machine Ltd focused on investing in their young (17- 30) workforce, helping them gain qualifications to build their careers. What this could look like in your workplace: Supporting Training: Help your employees to achieve certification, through supported training providers, more can be found on our website. Basic Qualifications: Support employees in attaining basic qualifications such as a full drivers licence or first aid certificate. Find out more on our website about how to do this. Mentoring and Coaching: Refer to chapter 4, Mentoring and Coaching to see how you can support younger employees. Lead with values Tree Machine Services LTD operations are guided by values of manaakitanga, mana motuhake (independence), kotahitanga (unity), and tautoko (support). What this could look like in your workplace: Understanding key concepts: Familiarise yourself some of the key concepts of te ao Māori, such as te reo and tikanga Māori. Getting to know employees: Learn more about who your employees are outside of work and understand how work may impact their lives, and vice versa. It is important to respect that not everyone may want to engage in these discussions, and that is okay. Encourage participants, but understand that not everyone will be willing to share more than that they are comfortable with. Some suggested questions could be: How do you like to spend your time outside of work? Are there any hobbies or activities you are passionate about? Is there anything that’s been particularly challenging or rewarding recently in your life? Is there anything we can do to support your work-life balance? Whanaungatanga in action A strong sense of family connection is reflected in team bonding events and shared responsibilities among staff at Tree Machine Ltd. What this could look like in your workplace: Team bonding: Consider implementing small te ao Māori practices into your everyday work, such as karakia. Be sure to ask your employees what they would like to see. Prioritising health and wellbeing Offering support for workers facing personal struggles, such as issues with transport, is a priority for Tree Machine Ltd. What this could look like in your workplace: Regular check-ins: Consistently check in with your employees to support their wellbeing. This may involve using a Te Whare Tapa Wha as a framework. For more on this, refer to chapter 3, Workplace Wellbeing and Culture. Kaitiakitanga in action Tree Machine Ltd is heavily involved in environmental work, such as riparian planting, pest management, and track maintenance in partnership with regional councils. What this could look like in your workplace: Implementing Kaitiakitanga Practices: Adopt relevant kaitiakitanga practices that are relevant to your workplace. This may include careful consideration of how you look after nearby waterways or by planting native species. See more examples here . Click here to see te reo Māori Glossary

The number of Māori employees in the food and fibre sector in Aotearoa New Zealand is steadily increasing, with one in five employees now identifying as Māori. Recognising and valuing the unique cultural perspectives of Māori employees is not only a matter of inclusivity and respect but also a strategic advantage. By creating an environment that embraces te ao Māori (the Māori world), employers can enhance workplace cohesion, improve employee satisfaction, and drive innovation. Māori Cultural Confidence How do I grow my understanding of Māori experience in the workplace? The number of Māori employees in the food and fibre sector in Aotearoa New Zealand is steadily increasing, with one in five employees now identifying as Māori. Recognising and valuing the unique cultural perspectives of Māori employees is not only a matter of inclusivity and respect but also a strategic advantage. By creating an environment that embraces te ao Māori (the Māori world), employers can enhance workplace cohesion, improve employee satisfaction, and drive innovation. We have also developed a helpful glossary of te reo Māori for your ease. Te reo Māori Glossary Elements of te ao Māori For information on Te ao Māori Mātauranga Māori Te Reo Māori and Tikanga Whakapapa View More For information on Values Based Approach Māori Culture & Supporting Your People Helpful Hints Te ao Māori at Work View More View More Actions to Take For information on Investment in Rangatahi Lead with Values Kaitiakitanga in Action Prioritising Health & Wellbeing Whanaungatanga Find more information and help here See the page here for more resources to help you in your journey and build confidence in understanding te ao Māori See Here Click here for more on Elements of te ao Māori

Glossary of Māori terms. Aotearoa - Land of the long white cloud (New Zealand). Te ao Māori - the Māori world. Mātauranga Māori - Māori knowledge systems. Kaitiakitanga - Guardianship / stewardship Glossary Term Aotearoa Te ao Māori Mātauranga Māori Kaitiakitanga Taiao Te reo Māori Tikanga Whakapapa Rāhui Mauri Whanaungatanga Pepeha Whānau Mahi Manaakitanga Karakia Maramataka Matariki Kawa Kia ora Iwi Hui Pōwhiri Kōrero Waiata Hapū Tangihanga Mātāwaka Mana motuhake Kotahitanga Tautoko Definition Land of the long white cloud (New Zealand) The Māori world Māori knowledge systems Guardian / stewardship Environment The Māori language Customs and practices Genealogy To put in place a temporary ritual prohibition Life force Kinship and Relationships Type of introduction Family Work Caring and respecting others Ritual chants Māori Lunar calendar Star cluster - often associated with the Māori new year Protocols relating to formal activities Hello Tribe Meeting Welcoming ceremony Speeches Songs Sub-tribe Mourning Kinship group Independence, self-determination Unity Support Support Click here to find out more on Elements of Te ao Māori

How do I embrace a values-based approach in the workplace? Although Te ao Māori is diverse, it is generally guided by key values. Here are some of these values and how they can be applied in a food and fibre workplace. These include Whanaungatanga (Kinship and relationships), Manaakitanga (Caring and respecting others), and Kaitiakitanga (Stewardship). Te ao Māori at Work How do I incorporate te ao Māori into my workplace culture? See Below for Information on: Values Based Approach Māori Culture & Supporting Your People Helpful Hints How do I embrace a values-based approach in the workplace? Although Te ao Māori is diverse, it is generally guided by key values. Here are some of these values and how they can be applied in a food and fibre workplace. These are only a few values that can be applied from a broad and diverse range of values informed by te ao Māori. Whanaungatanga (Kinship and relationships) Whanaungatanga emphasises building strong connections between people to create a sense of belonging. This value can help everyone work together towards common goals while strengthening the community or workplace. Practically, this may look like: Building relationships Getting to know your Māori employees - spend time getting to know them personally. This creates space for Māori staff to share their whakapapa through the use of their pepeha (type of introduction). Show genuine interest in who they are, their whānau (family), and what drew them to this kind of mahi (work). Letting your employees get to know you - create opportunities for your employees to get to know you too. Share who you are, where you’re from, and a bit about your whānau. Engaging with your community - foster connections with the local community by supporting local initiatives and encouraging employees to get involved. Sustaining relationships Scheduling one-on-one meetings - regularly discuss their experiences and goals, showing that you are interested in their growth and wellbeing. Involve your Māori workers in conversations - share opportunities that align with their culture. They may be new to your business, but have insights that could be beneficial to your business objectives. Manaakitanga (Caring and respecting others) Manaakitanga is about fostering a positive and collaborative environment by caring for and respecting each other. This encourages everyone to work together, building a workplace where everyone feels valued. Practically, this may look like: Checking in with your employees: consistently support their mental, physical, cultural and social wellbeing. For more information see Workplace Wellbeing and Culture Acknowledge and celebrate achievements and efforts: show gratitude for hard work, such as a morning tea. Kaitiakitanga (Stewardship) Kaitiakitanga involves creating a balanced relationship with people and nature to live sustainably. This could mean managing and protecting natural resources for future generations. In your workplace, you can practise kaitiakitanga by encouraging sustainable practices and respecting the environment. Practically, this might look like: Implementing waste management practices: minimise waste and promote recycling and composting within the workplace and community Leading efforts to look after native species: actions such as planting riparian and other native bush especially close to waterways, contribute meaningfully to kaitiakitanga Creating opportunities for tikanga: for example, ask your staff if they would like karakia (ritual chants) to take place before cutting down flax or other natural resources Supporting Māori employees to use maramataka (Māori lunar calendar) practices: the traditional Māori lunar calendar can guide planting, harvesting, fishing, and hunting. Matariki, signalling the start of a new year, is another example of maramataka Māori in alignment with the lunar calendar. Understanding these values can help create a supportive and inclusive workplace. When these values are put into practice, they can help Māori employees feel valued and respected. What is Māori culture and how do I support my people? Language There are many ways to incorporate te reo Māori in your workplace. Here are a few tips and helpful resources to support this effort: Pronouncing people's names and place names correctly: Ensure you pronounce people’s names and place names correctly. A guide on te reo Māori pronunciation can be found on reomaori.co.nz. If in doubt, ask the person how to pronounce their name correctly. Incorporating basic words: use words such as kia ora (hello, thank you, be well) in workplace conversations. It is very common to include te reo Māori in daily conversations like “whānau” and “mahi”. Reomaori.co.nz has examples of everyday words you can incorporate into your workplace. Recognising and celebrating te reo Māori : participate in Māori language week, te Wiki o te Reo Māoriand the Māori language month, otherwise known as Mahuru Māori to celebrate and promote the use of te reo Māori. More information can be found on reomaori.co.nz. Cultural practices Tikanga Māori are practices that can be incorporated into the workplace. Below are some examples, recognising that some may be more relevant to your work than others. Land based-practices: consider following protocols when engaging with the land, such as seeking permission from local iwi (tribe) before accessing particular sites or harvesting natural resources. Find out which local marae are near you to talk to, using Te Kāhui Māngai (Directory of Iwi and Māori Organisations) through this website - www.tkm.govt.nz . Meeting practices: be open to including karakia at the start and end of meetings to set the intentions for a hui (meeting). This only takes 30 seconds. It is also common to hear karakia before harvesting crops or resources such as flax. Discuss with your Māori staff whether this is something they see value in. Welcoming practices: depending on your location, visitors may be welcomed with a mihi whakatau or a pōwhiri (welcoming ceremonies). This is a great opportunity for new employees to get to know their new colleagues and workplace. In workplaces, a mihi whakatau is more common and can include kōrero (speeches), waiata (songs) and karakia. The kawa, tikanga and order of proceedings varies, so please check with the local iwi, hapū (sub-tribe) or marae beforehand on the Te Puni Kōkiri Te Kāhui Māngai website. You can also learn more about pōwhiri on the Te Ara - NZ Encyclopedia website. Mourning practices : Tangihanga, the practice of mourning the passing of a loved one, typically takes priority over all other events in te ao Māori. It recognises the impact of the individual and supports whānau through the mourning process. Tangihanga are similar to funerals, but are typically longer in length. You can learn more about the tangihanga process on the Te Ara - NZ Encyclopedia website. For more information about leave entitlements please see our website or the Employment NZ website. What are some helpful hints? Varied connections to land: Mātāwaka is a term known for Māori who live away from their traditional lands. Mana whenua are those who live on their ancestral lands. Both are examples of the experiences of Māori connection to the land, which may vary. Use of te reo Māori: While the use of te reo Māori is becoming more common across Aotearoa New Zealand, not all Māori employees may feel confidence speaking their language. Expectations: Don’t assume your employees can be cultural advisors without discussing it with them. Appropriate remuneration may be needed if you’re asking staff to take on additional cultural responsibilities. Diversity within Māori Culture: Māori culture is diverse, with many differences from language dialect to practices. Understanding this diversity is crucial as it is a common misconception that the aspirations, needs and ways of doing things are the same across all Māori communities. Governance and co-design: It is important to note that while this information focuses on your support for the needs of your employees, there are opportunities to empower your employees also through enabling decision making and co-design. Click here to find out more on Actions to Take

What is te ao Māori? Te ao Māori or the Māori world, is deeply connected to the natural environment. Like many indigenous cultures globally, Māori believe that we are not only from the land but of the land. What is Mātauranga Māori? What is te reo and tikanga Māori? What is whakapapa? Elements of te ao Māori What are the fundamental elements of te ao Māori? See Below for Information on: Te ao Māori Mātauranga Māori Te Reo & Tikanga Māori Whakapapa What is te ao Māori? Te ao Māori or the Māori world, is deeply connected to the natural environment. Like many indigenous cultures globally, Māori believe that we are not only from the land but of the land. What is Mātauranga Māori? Mātauranga Māori refers to Māori knowledge systems that have evolved over hundreds of years. This knowledge spans various topics, including education and kaitiakitanga (guardianship / stewardship) of the taiao (environment). While there have been historical conflicts with other knowledge systems, such as Western science, Mātauranga Māori exists alongside and complements these systems. Its application to the food and fibre sector continues to be explored and appreciated. Example One Mātauranga Māori can be applied through the practice of rāhui, a traditional method of temporarily restricting access to certain resources to allow them to regenerate. A rāhui might be placed on a fishing area to ensure fish populations can recover, promoting sustainable harvesting and preserving marine biodiversity. Example Two Mātauranga Māori can be incorporated into soil health practices, by treating soil as a living entity with its own mauri (life force). This includes using methods like crop rotations, cover cropping and adding organic materials to improve the quality of the soil. What is te reo and tikanga Māori? Te reo and tikanga Māori are expressions of the Māori culture. Te reo Māori is the Māori language. Although there is one common language, there are many dialects across the country (for example in parts of the South Island there is the use of ng and in other areas they use k - Ngāi Tahu and Kāi Tahu are both used). Tikanga Māori are practices and customs that are widely accepted as to how things should be done within the Māori culture. For instance, a common tikanga is to avoid sitting on tables, as they are places where food is eaten. Understanding and respecting these practices can foster a more inclusive workplace. Additionally, kawa, is also an important concept in Te Ao Māori alongside tikanga. It is generally used and observed in more formal settings. What is whakapapa? Whakapapa is the concept of genealogy, crucial for understanding the connections between people, places, and events. It is fundamental to grasping identity, relationships, and heritage within the Māori culture. Recognising the importance of whakapapa can help employers appreciate the interconnectedness valued in Māori culture, enhancing workplace relationships and cohesion. Click here to find out more on Te ao Māori at Work References Hirini Moko Mead, 2022. https://e-tangata.co.nz/comment-and-analysis/understanding-matauranga-maori/ Reo Māori, 2024. https://www.reomaori.co.nz/ 4 Hirini Moko Mead, 2016. https://huia.co.nz/products/tikanga-maori-living-by-maori-values-revised-ed?srsltid=AfmBOoq8ltwjtJMs_zgs-OaWdOgT7MKFNUWgPENDU7gMGR-mrhT_BIrt 5 Rāwuru Taonui, 2011. https://teara.govt.nz/en/whakapapa-genealogy

Two case studies are shown below for both mentoring and coaching. These highlight some of the common issues with coaching or mentoring and in contrast, the key good aspects of coaching and mentoring. What does good coaching and mentoring look like? Below outlines two case studies for both mentoring and coaching. These highlight some of the common issues with coaching or mentoring and in contrast, the key good aspects of coaching and mentoring Mentor Coach Mentor Needs Addressing Excelling Jordan, a senior farmer, is mentoring Brooklyn, a new farm assistant. However, Jordan rarely finds time to meet with Brooklyn and often cancels their scheduled sessions. When they do meet, Jordan tends to dominate the conversation, offering advice that is not always relevant to Brooklyn’s interests in livestock management. Brooklyn feels frustrated and unsupported, and is unsure about their future within the business. Darcy, a senior manager with over 20 years of experience in viticulture, is mentoring Charlie, a contractor from overseas. Darcy regularly meets with Charlie to discuss their career goals and provides Charlie with valuable insights into the industry. Darcy helps Charlie set long-term career goals and offers advice on developing their skills. Charlie feels supported and inspired, and has successfully navigated several challenging projects thanks to Darcy’s guidance. Coach Needs Addressing Excelling Taylor, a coach, is working with Riley, a new employee on the orchard, on their time management skills. Taylor often provides generic advice without considering Riley’s unique circumstances. Taylor doesn’t follow up regularly, and Riley feels left to their own devices. As a result, Riley struggles to implement any meaningful changes, and their performance remains stagnant. Riley feels discouraged and doubts the effectiveness of the coaching process. Alex, a skilled coach, is working with Jesse, a dairy farm manager, to improve their herd management skills. Alex schedules regular sessions with Jesse, where she uses active listening to understand Jesse's concerns and challenges. Alex guides Jack in setting specific, achievable goals, such as improving milk production and cow health, and helps develop a clear action plan. Alex provides constructive feedback and encourages Jesse, leading to noticeable improvements in herd wellbeing and productivity. Jesse feels more confident and capable in their role. Click here to find out more on Your Obligations as an Employer

Using a buddy system supports new employees as they settle into their roles during their first weeks or months. It pairs an experienced employee (the "buddy") with a newcomer. The buddy answers questions, introduces the new team member to others, and shares workplace tips, offering ongoing support for personal or professional issues. This approach helps newcomers feel welcomed, trained, and part of the team, boosting morale, retention, and productivity. Buddy systems How do I support my employees from day one? See Below for Information on: Principles of a Buddy System Supporting Buddies Role of the Employer Steps Case Study Using a buddy system is a simple and effective way to support new employees as they settle into their roles during their first few weeks or months. A buddy system involves pairing an experienced employee (the "buddy") with a newcomer. The role of a buddy includes answering questions, introducing the new team member to others, and sharing tips on workplace practices to help them settle in. On an ongoing basis, a buddy can be someone who provides support to raise personal or professional issues. By pairing them with an experienced colleague, you can help them feel welcomed, get trained up, and feel like a part of the team from day one. This approach can boost morale, improve retention, and boost overall productivity. This system works best for people who are new to the business, particularly for younger workers or those making a career change. A good buddy would be a trusted person that has been in the new person’s role before (typically two to five years further in their career). Buddy System Benefits Improves your onboarding process Faster integration into your culture Improved learning and development Ongoing support and identification of issues Increases the likelihood of new hires staying on What should I keep in mind when setting up a buddy system? Clarity: Ensure both the buddy and the new employee understand the purpose and expectations of the buddy system. Have an agreed timeframe for the formal buddy relationship. Compatibility: Pair buddies who will work well together and have compatible personalities, workstyles and work in the same area. Support: Provide buddies with the tools and resources they need to be effective Flexibility: Be open to feedback and willing to adjust the buddy system as needed. How can I support buddies to succeed? Training materials: Here is a guide you can use outlining how to be an effective buddy. My role as a buddy To welcome your new workmate and help them settle in as smoothly as possible. To create a memorable and positive experience for your new workmate. To get them up to speed with the basics of getting around as soon as possible. Principles for buddies Be approachable and responsive Make sure your new workmate knows they can come to you with any questions or concerns. Be inclusive Make sure to include your new workmate in team activities and events, and help them feel like a part of the team. Be patient and understanding Remember that starting a new job can be overwhelming, and be patient with your new workmate as they adjust to their new role. Encourage and praise If they’ve done a good job, say it. Make sure to encourage your new colleague when they do well. Be a mentor Share your experience and knowledge, and help your new workmate grow in their role. Be a friend Building a positive relationship with your new workmate makes their transition more enjoyable and will be beneficial for both of you. Buddy system checklist: A list of tasks and topics for buddies to cover with newcomers. Day one Meet new joiner, give them a tour, including toilets, kitchen, lockers. Help them navigate any administrative processes. Show them where to get tea/coffee/eat lunch. Introduce the new joiner to other team members. Invite the new joiner to have lunch with you. Provide a brief overview of the business culture, values so they know what to expect. Share a bit about your personal experiences and insights about working at the business / in the industry. Week one If possible, coordinate shifts on the same days / times as the new joiner so you can be a familiar face. Set up informal check-ins. Provide an overview of the new joiner's team: other team members, roles, and responsibilities. Have the new joiner shadow you to get the hang of new tasks. Week two - four Be available for spur of the moment questions. Continue to introduce the new joiner to other team members. Provide the new joiner with resources and materials to support their learning and development, such as training manuals or best practice advice. What’s my role in a buddy system as an employer? Trainer: Ensure buddies know their role as a buddy and are supported with training materials and a buddy checklist. Introductions: On the new employee's first day, introduce them to their buddy. From there, the buddy can give them a tour, introduce them to colleagues, and help them get set up. Escalation: Be available for support when issues or questions arise that need to be escalated beyond buddy assistance. Feedback: Ask the new joiner and buddy how the system is working and use feedback to improve the process. What steps can I follow to implement a buddy system? Assess suitability: Consider if a buddy system would suit the size and working style of your team. Select suitable buddies: Choose employees who are well-suited to be buddies. They should be experienced, approachable, and willing to take on the responsibility. Ensure they understand the importance of their role. Communicate expectations: Clearly articulate what you expect buddies to do. Provide them with specific responsibilities, this will help them perform their role effectively. Provide training and resources : Provide the buddy with a Buddy system checklist to guide them through their tasks. Adjust workloads: Temporarily adjust the workloads of both the new employee and their buddy to accommodate ‘buddy time’. This might involve reallocating tasks or providing additional support to ensure that primary job responsibilities are not neglected. Facilitate introduction: Ensure that the introduction between buddies and their assigned partners is smooth. Arrange initial meetings and encourage them to establish a rapport early on. Establish a feedback mechanism: Keep track of how the buddy system is functioning. This could be through surveys, or one-on-one meetings. Regularly review this feedback to identify areas for improvement. What does this look like in real life? Sam is the newest worker at the dairy farm he has just joined as a milker. He got hired recently to help with the busy season - the team is currently in the midst of calving. Clocking long days and early starts in the midst of winter is starting to take a toll on Sam, throwing off his normal positive attitude. The challenge Working on a dairy farm can be tough and often lonely work. Early morning shifts mean that he doesn't get to see his friends often in the evenings, as he has to go to bed early. Sam is learning how to do new tasks , and learning how to manage his time efficiently. Buddy support response The buddy system means Sam has a mate to share the load with and someone who looks out for him on the job. His buddy shares tips for shift work. At the end of the day, Sam and his buddy have a regular check-in. They talk about what they accomplished, plan for the next day, and make sure neither of them is feeling overwhelmed. If one of them is, they discuss ways to adjust the workload, prioritise jobs, or find additional support. When Sam joined, most of the team was very busy and feeling stressed - which was not very approachable. The owner of the farm temporarily decreased the workload for Sam’s buddy so that he had enough time to support Sam. Having a go-to person to ask questions was helpful, and Sam didn’t feel like a bother asking questions because his buddy made it clear that he had time, and was there to help Sam get settled into his daily tasks. He could shadow his buddy to learn how to do tasks. Where can I find out more about Buddy systems (external)? Immigration NZ - Wellbeing in the workplace link here - buddy systems for migrant staff Indeed - Career development and Buddy systems link here Click here to find out more on Case Study Examples

How do I decide who to talk to further? Assessing is one of the more important steps in the recruitment process. See below on information on who to decide to interview for your role.  Stage 3: Assessing How do I decide who to talk to further? Assessing is one of the more important steps in the recruitment process. See below on information on who to decide to interview for your role. How do I choose who to interview? Once you have; understood your needs (experience, qualifications, fit), and posted your job ad across various platforms and channels you should have a good handful of applicants interested in the role. You don’t need to interview everyone. Pick around two to four people based on what they say they can bring to the job. Here’s how to do it: Match to Criteria: Look for candidates whose skills, experience, and qualifications closely match what you're looking for Consider Fit: Think about the personality and values of the candidates and how well they might fit with your team. Once you've decided who to interview, give them a phone call to offer an interview or a time to chat. This initial conversation is also a good chance to get a sense of what they are like. It is important at this time to respond to all unsuccessful candidates, thanking them for their time and effort, and informing them that they will not be progressing further in the selection process. Be prepared for some candidates to request feedback on their application and areas for improvement. By carefully selecting candidates and making contact, you ensure that you’re investing time in the people who are most likely to be a good fit for your role. Click here for more on Step 4: Selecting

Finding the right individuals and giving them support can make all the difference in retaining them. Studies show that many new employees leave within the first 90 days because the job isn't what they expected (Jobvite, 2018). Hiring the right person involves getting some basics right from the beginning. Step 5: Hiring How do I hire a new employee? See Below for Information on: Tests & Checks Employment Trials & Probationary Periods Employment Agreements Employment Paperwork The hiring process has a few steps involved to ensure that you are hiring the right person. More information on many of the steps below can be found in Your Obligation as an Employer (e.g. trials and probationary periods, employment agreements and pay). How do I complete tests and checks? As an employer, you can use tests and checks before and during employment. This can include a: criminal history check, drug and alcohol test (if relevant to the job), and visa check. See the Employment NZ website here on how to legally conduct these tests. It is also important during this time that you get two to three referees from the candidate. A referee is someone trustworthy who can vouch for the skills and experience of a candidate. You should call these referees to check that the person you plan to hire has the experience and qualifications they say they do. For school leavers who have limited job history, doing a reference check with a teacher can be a good substitute. You can also check if there has been any employment issues with this person in the past. See more advice on how to do reference checking from Seek here . What are employment trials and probationary periods? To assess a new employee's performance, a 90-day trial or probationary period can be used. During this time, you can evaluate the employee's ability to do the role and decide if they meet performance expectations. If they do not, you can ask them to leave. By including a 90-day employment trial or probationary period in the employment agreement, you can make sure that the employee is a good fit for your team and business. See Employment NZ website here for more information. How do I negotaite the employment agreement and pay? Once you are satisfied with the tests and checks you have completed for your candidate, it is time to formalise the employment relationship by signing an employment agreement. More information can be found in Starting Employment. This is also a great time to think about whether you want to provide anything above the minimum entitlements, such as extra leave or higher pay. These benefits can also be considered during the initial step of the hiring process (preparing) as they can be used as selling points to attract exceptional candidates. By formalising the employment relationship with a well-drafted agreement and considering additional benefits, you can set a positive tone for your new hire and ensure clarity from the start. What employment paperwork needs to be completed? Legally, there is mandatory paperwork that must be completed when you hire a new employee. This includes: Signed employment agreement Details and proof of a visa, residency or citizenship IR330 tax declaration Kiwisaver forms Setting up records of wages, time, leave and holidays Emergency contact details Bank account number for wages (if agreed as the payment method). If this is your first employee, you must register as an employer with Inland Revenue who will advise ACC. See an Inland Revenue pdf guide here for information on how to set up employees, especially as a first time employer, on the Inland Revenue website. It is important to note that if a person works for you under a verbal agreement and no employment agreement is signed, employees are still entitled to the minimum employment rights the law provides. See more information in Your Obligations as an Employer . Click here to find out more on Step 6: Onboarding

Clear and effective communication ensures everyone is aligned and working towards the same goals, improving job performance and workplace satisfaction. Good communication maximises the impact of your policies and processes, whether compliance-related or enhancing the employee experience. Employees want to be heard and see action taken. Communications How do I get messaging across to employees? See Below for Information On: Communication Principles Delivering Communications Communication Channels Case Study Whether you're managing production, or working with distributors, clear and effective communication ensures that everyone is on the same page, working towards the same goals. Simply put, good communication helps people do their jobs better and makes workplaces more satisfied and productive. Good communications helps you maximise the impact of your policies and processes (see Your Obligations as an Employer for more information). Whether it’s something compliance related that protects you as an employer, or some guidance that will improve an employee’s work experience, people need to know what you expect of them so they can act accordingly. Employees want their employers to listen to them, and most importantly to take action. Two out of three employees feel their voice is not listened to in some way by their manager or employer, which may have a negative impact on turnover#. The costs of bad communication are: People make avoidable mistakes, and need to re-do jobs - wasting their time (and your money) Delays occur and deadlines are missed Managers can’t lead their teams well, when they don’t understand what is expected of them and their teams A lack of buy-in or understanding around change People are afraid to ask for feedback, which stunts personal and professional growth. What should I keep in mind when thinking about communicating with employees? Clarity: Make sure your messages are clear and easy to understand. Avoid using complicated words or industry jargon. Consistency: Keep your communication consistent. This helps avoid confusion and ensures everyone knows what to expect. Listening: Communication is a two-way street. Make sure you're not just talking, but also listening to what others have to say. Show that you value your employees’ input by asking for their perspective too. Acknowledge their concerns and work together to find a solution. Respect: Always communicate with respect. Treat others the way you want to be treated. Try to avoid raising your voice. Timeliness: Share information in a timely manner. Don’t wait until the last minute to communicate important updates. Make sure your audience has enough time to read and respond if needed. Remember everyone is at a different stage in their career. What is second nature to experienced farmers, growers, foresters, and fishers may not be for everyone on the team. A task that may seem simple to you might not be for someone else. When the pressure is on, it’s easy to forget that. Be thoughtful of others and their skill level and ability. Note: Reading and Maths Everyone is at a different stage in their journey reading, writing and doing sums. Some people are not confident in reading and doing maths. Adjusting your communications to meet the needs of your employees will ensure the best outcome. How do I deliver communications with impact? KNOW: What’s the most important point? This should be communicated first. Tell the truth: if you don’t know something, say so. If it won’t happen until October, say that. If you have a really difficult message to deliver, ask someone you trust for advice on how to put it. THINK/FEEL: Put yourself in your audience’s shoes - if you want your communication to hit home, you need to understand how it will feel to receive it. DO: What do you want people to DO with the information? Do they need to complete a survey? Do they need to speak to colleagues? Do they need to give you feedback? Tell them. What does good communication look like in reality? Have a range of formal AND informal communication channels that allow communication from you to employees, and employees to you. *A pulse survey is a short, quick survey that you send out regularly to see how your employees are feeling - to ‘check the pulse’ of the employees as a group. It’s designed to be simple and easy to complete, usually taking just a few minutes to fill out.You can set up a pulse survey in about ten minutes using Google Forms here or an equivalent, using the 3 example questions included below. Consider collecting responses anonymously - employees tend to be more open and honest this way. You can share the link with your employees via email or group chat message and get them to fill it out. Some questions to ask could include: 1. How are you feeling at work recently? Multi-choice response options: Very Happy, Happy, Neutral, Unhappy, Very Unhappy 2. Do you feel supported by your team and manager? Multi-choice response options: Strongly Agree, Agree, Neutral, Disagree, Strongly Disagree 3. Is there anything we can do to improve your wellbeing at work? Open-ended response These questions can help you gauge overall mood, the level of support employees feel, and gather specific suggestions for improvement. Exit Interviews Consider having a quick sit down with an exiting employee to find out what went well and what didn’t during their time working with you. If you don’t feel comfortable doing this yourself, opt for a trusted individual (e.g someone else in the business, or a trusted person to the individual) or get them to write down their thoughts. You’ve got nothing to lose by asking, and this helps you be better going forward. Common themes that come up in exit interviews can help you spot ‘work-ons’, areas that you can improve in. What does this look like in real life? Have a range of formal AND informal communication channels that allow communication from you to employees, and employees to you. My work day looks like: I often work on boats offshore in small teams. Between navigational duties, record keeping and general fishing operations, there are a lot of things to juggle on a shift, it can be quite stressful. This is a high risk environment - there's equipment hazards, fatigue and long hours, and harsh winter conditions. Today, someone accidentally cut themselves on the deck. There are Health & Safety protocols that I need to know to follow to log a Safety or Emergency Response. We divide roles and tasks each shift and need to know who is doing what - We circle up at the beginning and end of the shift to clarify this. It's super important to understand roles and responsibilities each shift, as well as details like when we have to be back docked at HQ, who is doing what on the boat. Where are some more external resources I can use? Even though the following resources may have been developed by a particular industry, the principles are relatable more widely. Team communication - Dairy NZ link here Team communication for farm businesses, including constructive feedback checklist - AHDB UK link here Effective communication on farm - Stockfeed link here Click here to find out more on Buddy Systems