Employee Onboarding Process Template

Underneath a triggered task. Because onboarding a new team member doesn't happen by a specific cadence, it happens when it happens. There's a particular trigger. So this piece, there are two components. There's what happens, what does HR or our management team have to do. And there's a little bit about what does a new team member have to do. So I'll start off with the HR component first. What does our team have to do in the background? In the background.

The new process is kicked off for a team member. We duplicate this template. Someone reviews the handover material. There's things like the position agreement and the pay rate and they pull full time, part time, all those sorts of things. Are they Australian based, offshore based. And then HR has to start thinking about things like connecting a buddy, setting up a systemology email address, letting accounts know that we've got a new team member coming on board. And then there are pre onboarding tasks where what happens six days out, five days out, we send a welcome email to their email. We need to let HR know that this is happening and they need to let the supervisor know. We have to start to put together some of the tasks that they're going to be working on. We have to update the org chart, we have to update the about us page. We have to. So there's a range of things that go on behind the scenes here. And then there might be what specific training does this team member need? You saw the sales training track, but there might be other specific software that they need to know for their particular role. All of this thinking happens up front by hr. You following this template? And if I drill down a little bit more, let's say six days out, send the welcome email, we drill in and there are some other subtasks in here. Things like oh yes, plus we create a Google Drive folder where we store anything to do with that team member. Contracts, interview recordings, position or certain communication that may have been sent to them or confidentiality agreement that they have to sign off on. So all of that lives inside here and accepts through that process in quite good detail.

Then down here, the way that we think about the reviews is like this. Within the first five days, the team member mainly is getting looked after by HR because they're learning about policies and procedures and they might connect with. We pair them up with a buddy and the buddy can help to support them or answer any questions that they may have. But it's that first week of just consuming and learning and orientating and getting a bit familiar with your role. So all of that happens and then what ends up happening? It's almost like there's a handover from HR to the supervisor and then the supervisor steps in and then they start to assign out tasks and give them those first few systems with hey, these are some of the early tasks that I want you to do and follow this particular process as a way to learn how things are done. Now once we get to one month, two month and three months, these generally happen by there are some more stakeholders but it's there are almost like different objective at the one month review. We want to know how did they go on those core tasks, what is their speed and quality? What sort of questions did they ask? Are they settling in? Are they a good fit? That's in month number one, month number two again, are they sticking on track? Are they adding value to the organization and how are we feeling about them? Do any adjustments need to be made? And then the third month is are we a good fit? Does the team member feel like they're a good fit? Do we feel like we're a good fit? And you can incorporate some scoring in here if, if you like or this can be more qualitative but just having these, this really is where the rubber hits the road. You want to make sure that are they going to stick with us beyond this three month point. So that's a little bit about how the HR team handle a lot of the administrative side of things. And then I'll just talk a little bit about the way that the team member might look at things.

So the team member. Much of the learning happens over in System Hub. There are certain activities like what is a project management platform for versus SOP management. Project management is who does what by when. SOP management is more of the how. So all of the how is living over in System Hub in here. It's where there might be specific tasks that they need to do so on the first day. There's a bit of an intro here, but provide us with your profile picture. Go meet with your buddy, continue with your onboarding in System Hub and it'll talk a little bit about where to go for that to get them onto the right training track here it tells you you're going to the first day and start here and work your way through that training track.

So it's this nice sequence that's planned out. I'm curious what's the day one surprise? The day number one surprise. There you go. The day one surprise is, is you get a copy of the systemology book. So that's built in just Here, but I can go all the way up. As I said, the first five days, we'll go back one more. The first five days are really heavily.

Articulated in here. And this is managed by hr. And then once they get to the end, there's that handover and here meet HR for a two way meeting. And then that's the bit where HR goes, great, you've done that. Yes. You've ticked all of these boxes. Yes, it looks like all of that's correct. I'm going to now introduce you to your supervisor and then that ends up being that handover point and then the supervisor steps in and then takes over from there. Once that happens, then it moves into those one month, two month, three month reviews.

So that's a little bit about the way that the team member. So we've just had, I think I talked about it last week. Ariel's our newest team member who's come on board. There's the task for back office and then there's the task for the team member that they'll just work their way through. Now the good thing here is I've just gone ahead and created all of this as a template for you. So all of this I've generic ified it.

And I've left all of the detail but this will be something then that you'll duplicate. Now I've exported this out as a CSV so it should be able to be imported into any project management platform that you've got and it's saved inside circle underneath the replays of today's call. So you'll be able to grab all of these CSVs. Any project management platform should be able to handle that and you will just import it and it will create the levels and the sub levels and squirt in all our info. Again, this is just starting points. Then you'll need to stitch it together with system hub and thinking about how and where to point people, different places and obviously the way that you do things is going to be a little bit differently. You can start to see how the system's thinking is all programmed into this all the way through from and we touched on it last time, the recruitment. We try and project all of this upfront. Then when they're on board there's a really clear system that they're following. Systems thinking is mentioned all the way throughout this. Systems training, the actual onboarding is a system. Within those first three months we're training them on certain systems and that's then used to determine their performance and how they're going just a heads up.

That clip was taken from a session in our Systems Champion Certification Program, which is the world's first and only program for systems champions to help you build a systems culture and develop an AI first approach and roll it out inside your organization. To find out more, head over to systemology.com systemschand and I'll see you in there.