Onboarding Made Easy | Team Members

If you’re preparing to onboard a new team member, congratulations! This usually speaks to scaling in your business even if that means “just” handing over admin tasks to free up your time.

Onboarding as a process includes introducing a new team member to their role, the team, and the company as a whole.

This can be an exciting, but daunting time in any business. The daunting part is usually made worse if there are no current processes/systems in place.

There might be a million steps and checklist items running through your mind right now and you don't really know where to get started, so I’ve developed this step-by-step plan for you. This list easily applies to contractors/freelancers as well as employees.

As with most things in business, this process requires a system that works for you. If you don't have this SOP (standard operating procedure) in place as yet, it would be a great idea to document and record each step as you execute it - with the end goal being creating an SOP that you can refer back to with each new team member coming onboard.

Step 1: Onboarding plan

You need an onboarding plan strategically set out as tasks in your project management tool or to-do list. This will set you up for a successful onboarding experience.

Set 2: Extend a warm welcome

Start your process with a warm welcome to the new team member - via email or video, your choice. However, if you choose to kick off the welcome with a video call, follow it up with an email saying how excited you are to have them on board, what you enjoyed most about them during the interview process, introducing the rest of the team (if possible), and who to reach out to if there are any questions.

Step 3: Set expectations

The next step is to set expectations and timelines for the new hire. Ideally this should be done over a video call as it adds to the level of connection, and any clarification can be given immediately if needed.

This step includes introducing them to the project (if a contractor), outlining their responsibilities, any goals they need to accomplish within the first few weeks or months, deadlines that needs to be met as well as performance metrics. This will help ensure the new team member is on track and will help them understand the importance of their role in the business.

Step 4: Access to resources/tools

Your new hire will require access to the systems/tools directly related to their role. This can be done via a password sharing tool like LastPass or 1password, or however your business handles the process. Access to tools also includes any hardware, such as a laptop or phone, that they may need if this is included in the job role. It’s also important to give them access to the right people, such as their supervisor or mentor, so they can ask questions and get the help they need.

Step 5: Follow-up

Finally, it’s important to schedule regular check-ins with the new team member to ensure they’re on track and to potentially provide any support or feedback that’s needed. It’s not enough to onboard and then leave the person to fight through the first few days/weeks alone.

These check-ins could look like weekly one-on-one meetings or group meetings with the entire team. This step will help foster a sense of team unity and ensure the new hire feels supported.

By following these steps, you can help set up your new team member for success and efficiently integrate them into any existing team. Onboarding a new team member can be a challenging task, but by taking the necessary time to successfully onboard, you will ensure your business runs smoothly and efficiently.

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