Body Shop New Hire Success Machine (Goals + 30/60/90 Checkpoints) | AI Labs Ep 9 (Part 2/2)

Alright, so if you used part one of this two part series, then you probably found a rock star candidate. But now here's the real question. How do you make them successful without making your life harder? Because most shops will just hire someone, give them a quick tour and then throw them into production and hope it works out. Problem is that's not onboarding, that's gambling. So today I'm building you a 90 day new hire success machine. It creates a simple new hire onboarding plan with a clip clear 30, 60 and 90 day milestones. What they should know at each milestone, what they should be producing and what good looks like in your shop at each checkpoint. It also gives you a short coaching cadence for the first few weeks and an early warning indicators to help you catch two things. One, is your onboarding missing clarity and two, is this person starting to show signs that might that they might not actually be a fit. So if you want your next hire to ramp faster and stick with you longer, then stick with me on this AI Labs video. Hey, I'm Tom and I'm back here again in the HERO group. AI Labs. Welcome to part two of my hiring machines series. If you haven't watched part one where I build the collision shop hiring filter machine, pause this video and go watch that one first. This one works best right after you've selected the candidate. If you did watch part one, then you now got a new hire that you're excited about. So now comes the part that most shops skip and that's where the good hires can still fail. Think back to your first few days at a new job. You're probably nervous. You're trying to prove yourself and you're trying to decode everything all at once. How do they do things here? What should I work on today? Who do I ask? What does good look like in this place? So today I'm building the 90 day new hire success machine. So let's build it. So just like the last one, I have a demo mode version and it's going to be an abbreviated series of questions. So just know that yours is going to be way more robust when you run the real prompt, the one that I'm attaching to all these videos. All right, so I am just going to upload my prompt here. So step one, it's asking me for context and role again. This, this is demo mode. So it's only going to do a couple of them. So shop culture and three to five bullets or paste them from part one, Role hired for and level the role entry schedule and pay plan. Type and success in 90 days. Again, you can modify any of these things up here in the prompt. You don't have to stick with my prompt. So I've got some pre built answers here, so let me just grab those and put them in. So basically what I'm doing is I'm just answering these questions here again using chat GPT 5.2, thinking you can use Gemini, you can use Claude, you can use any, any of the AI tools that you may already be using. Most of you probably are using Gemini. Alright, so step two of five Candidate profiling risk factors. So candidate strengths, top three candidate risks. What are some weak spots you want to look for? Any past issues that you want to prevent, you know, like attendance issues, comebacks, attitude problems and who will be their primary trainer or point person. So again I've already got some pre built answers here, so let's just grab those. Okay, now we're going to build the roll task map. So eight to ten recurring tasks like that they will do weekly. Which three tasks are the most likely to create rework or comebacks if they're done wrong, which three tasks are most likely to most likely to affect cycle time if they're done late and any required systems or processes. So I've got answers to this. Okay, so again you can just kind of pause here if you want to read my answers that I put here. Step 4 or 5 weekly ramp plan checklist so day 1 shadow lead tech cover SOP basics photo standards note standards QC checklists done means can repeat the photo list and note list for memory completed docs on job step with 0 missing items. Check daily. You know you can read through all these days four to five the lead runs their own job with light supervision. Do this done means this. Check daily 30, 60, 90 day milestones know these three things do these three things. Quality standard three things day 60 here's what they should know. Common supplement triggers how to move them how to re sequence work when parts slow momentum Where OEM procedures commonly trip techs up they must be able to do these three things. Run tear down blueprint independently and on time. Keep estimator parts updated not being chased Maintain pace without rushing shortcuts Quality standards 3 documentation stays at 95% or more. Supplements identified same day as tear down fit up and corrosion protection. Have 0 repeat corrections and day 90 by day 90 they must know shop rhythm, touch points, handoffs and expectations. What causes comebacks here and how to prevent them and how to keep urgency without sacrificing quality. They should be able to do these three things. Run a full job end to end inside SOPs again, your results are going to be way more robust than this. This is just to shorten the video. Communicate like a lead early warnings clean handoffs Coach a newer tech on SOP or QC item and quality standards no preventable comebacks tied to skip steps. Documentation is consistent without follow up and output is predictable and steady. Coaching cadence daily 5 minute check ins here's some things that you can ask them. What's your top job today? What's the next handoff? Any blockers right now? What's your next action? Are photos? Are notes current on the active job right now? And then a 15 minute interview every week. Where do we miss standards and why? What's one habit that we're tightening next week? What support do you need? And then early warning indicators Docs missed twice in a week as a fit risk says I don't know after a retrain Slow to communicate when stuck Rushing under pressure Photos taken but not usable. So on and so on. And then a 90 day scorecard 6 categories max equaling 100 so it'll score it based on your responses here. Step 5 of 5 Troubleshooter mode optional Paste what's going wrong Short bullets example Week 3 Missing photos twice Slow to communicate when stuck Attitude okay, so I'm going to just put that in there and show you what that looks like. The troubleshooter mode so this is a fictitious summary here of just some bullet points of how I feel that they're performing on all these items. And this is what's going to tell me. This is a standards. So this is responding to what I just wrote up here. This is a standards and habit gap, not an attitude problem. They came from a shop where photos and notes were optional or handled by the office. So their default is to keep wrenching and treat documentation as secondary. The slow communication when stuck is the same pattern. They're not treating escalation as part of the production interventions. A light one would be to hand them a one page photo and notes minimum checklist and say no docs, no handoff. Medium would be add one fixed daily documentation spot check for 10 business days and affirm would be some third missed triggers. Jobs do not move forward until documentation is complete and it counts as a performance issue tied to your bonus 2 week recovery plan. 3 measurable checkpoints documentation up to 95% or more escalation speed when stuck they notify within 10 minutes and repeat prevention 0 repeat misses of the same documentation item in the same week if this continues your decision threshold. If you retrieve, if you retrain and still get three documentation misses in two weeks, it's a fit issue, not an onboarding issue. If they hide mistakes or refuse SOPs, cut fast regardless of skill set. I know it's a hard one to do for text, but sometimes it's what you got to do. And then optional put ultralight implementation, put the photo and note checklist on their cart, make a docs done a required question at the daily production touch point and one daily pass. Fail audit for 10 days, then remove it as they hit standard. Again, none of this is set in stone. Guys, you can modify my prompts. Like I said, this will give you a framework to work from. You know, you can feel free to modify the prompt as needed. It's really not that complicated. The structure is there for you. So if you want to modify how it's doing things, you want, you know, 32 bullet points, you can prompt it to do that. Just modify my prompt. It's not cast in stone. So hopefully this helped you out with what I find one of the hardest things in running a business is dealing with people, treating your people, hiring people, knowing who to hire, knowing what to do and evaluate if they're going to be any good at the job, if they're going to be a good hire and if they're doing well at the job. If you actually made a good decision are they a good fit or not and then getting them out of there if you realize that they're not as fast as possible, you know, hire slow fire fast is what they always say. So, so that's it for this AI Labs series, concludes this series. Hopefully this will help you out. Hopefully you can reference this anytime you need to bring on new people at your shop. Love to see everyone growing and hiring and so hopefully these tools will help you out in getting to the next step. So I will see you guys on the next AI Labs.