Every phase of the onboarding process with a new employee is important, from before they begin their job, through their first month, to the successful completion of their first year. With an eye towards the goals of helping create a welcoming atmosphere and providing the guidance necessary for new hires to acclimate to life at MindGenius, we’ve designed a series of useful checklists and an overall template that provide a step-by-step guide for managers to navigate this process. With the ability of Barvas to copy repeatable processes we have also benefited from being able to replicate our best practice process in a seamless efficient manner in our own products.
Stage 1 - Pre-arrival
The first stage in onboarding a new employee is to ensure everything is in place and all the key people are informed in advance of the employee actually starting. There are some ideas on the template for you to consider.
When the notes Icon is shown on a branch as per the image above, the notes section contains supporting information with regards to the branch topic. If the task is relevant simply assign it, set some dates and update the status above or add tasks relevant to your organisation.
Predominantly an orientation phase ensuring that the business, the employee’s manager and the key staff are completely organised to welcome the new employee. A full checklist has been developed to ensure we consider everything from systems to desk set-up and an internal communication plan and has been detailed in the template
stage 2 - day One
Stage 2 is covering the key initiation tasks that need to be completed to orientate the new employee within the business. Once again some potential tasks have been suggested with some supporting notes. Feel free to assign the ones that are relevant, updating to suit your business processes and deleting the ones you don't need. The tasks don't necessarily have to be completed on the first day and the timeline view will seamlessly give you an oversight of all the tasks when you populate the dates.
Stage 3 - End of probation period
Stage 3 typically happens at the end of an employee's probation period and provides a structure for managing the employee into your review procedure. Once again create tasks relevant to your business. Within the links on this card we have also added the review map we use in our business to once again provide guidance for managing an employee review.
As we have a defined template we simply copy the template for all new employees and the key tasks, timescales are all triggered relative to the project start date. For each of the key tasks we identify the main person responsible for actioning and the key date order in which they occur. Some tasks are always performed by the same person regardless of which department the new employee joins so we are able to identify the critical resource in the template. Equally some tasks are actioned by the manager and since this can change we can only allocate such tasks after the process has been formally launched.
The timing between the stages is relatively fixed with stage 1 – 1 week before start date, Stage 2 performed on day one, Stage 3 – 3 months after stage 2. For some of the key stages we use the Barvas notes feature to provide guidance for the manager. As they consider the checklist they are free to use the subtask feature to create tasks that become required during the process. As the employee moves beyond stage 3 and into discussions regarding goals and objectives we then attach a document to the process that templates and checklists our ongoing quarterly review process which we will be delighted to share in another upcoming blog.
As you are aware we are hugely thrilled with our latest offering, Barvas and it has become the defacto tool to help us run our business and use it throughout our organisation to handle all our business processes. With the addition of Copy project and the imminent release of templates we are happy to share our experience of how we onboard new employees and hope you can use the ideas as you see fit.