Onboarding a new team member can be quite the process. In addition to daily tasks, your team member will have months or even years of history to catch up on. The client will be eager to learn what your new member will bring to the table; strengths, expertise and experience to name a few. Onboarding can be awkward for everyone involved but it doesn’t have to be. It is in the best interest of you, your team member and the client to make the transition as smooth as possible.
Here are some quick onboarding tips and tricks.
1 Organize logins and passwords.
- Store sensitive information in a secure password sharing application like Dashlane. You’ll spend less time messaging about how to get access to a platform, allowing more time for actually optimizing the account. If you’re an over achiever it also helps to provide a description of the purpose for the login/password and if it is still in commission.
2. Keep important files in a central location.
- Allowing everyone on your team to have access to historical data will help shorten the learning curve for new team members. It is equally important to have everything labeled properly and free of junk. If you are a file hoarder (guilty) and don’t like disposing of any information, just make sure you keep it labeled properly with the version and consider using a special auxiliary folder. If the client uses a project management platform like Jira, it is still highly recommended you use something internally for your own file keeping. Both Google drive and Dopbox can be a huge asset to your team. But don’t forget to periodically back them up!
3. Use aliases and other forms of communication that keep a trail.
- Your new team member will have so many questions. Leaving a digital paper will allow them to catch up and relate to the client quicker. Aliases in gmail allow for quick and easy access to all prior communication. Yes, they will have to dig through many an email but they will also see how your current team communicates with the client. As for internal communication, Slack is a great alternative to gchat because conversations can be archived for later use. Additionally, if your client uses slack too you can take advantage of the 2nd best feature /giphy.
4. Make a proper introduction.
- Introductions can be awkward. Include your new team member on calls before they actually make an introduction. This will allow them to learn the cadence of your calls, whos who and what you all discuss. When you actually introduce them make a list of your new team members strengths and take 15 minutes to prepare them for the introduction. If everyone is on the same page the transition will be seamless.
5. Most importantly… get them involved!
- There is nothing better than encouraging your new team member to get involved. Whether it’s asking them to complete daily tasks such as pacing or compiling complex reports, getting them involved from the start is the best approach. It is upmost importance the your team member learns the platforms and technology you use in addition to current performance and benchmarks.
Every team dynamic is different regardless of size. Transition to a new team can also be hard so it’s important to include everyone. Being diligent and organized will not only benefit you, but also your new team member and client.