Onboarding New Employees

Here is our onboarding procedure for bringing on new employees. This is generalized and doesn't include much role-specific information or training, which will need to be provided separately (that step is noted in this procedure, however).

Ideally, these tasks should be complete before day 1, and no later than EOD on their first day.

Confirm payroll is set up.
Introduce to team on or before start date. Proactively loop in anyone who will have consistent interaction with the new team member either immediately or at some point in the future:

Recipients: {{Anyone who will have consistent interaction with the team member}}

Title: New Team Member Introduction!

Hi everyone!

I want to introduce our new team member {{NAME}}! They'll be taking on the {{ROLE}} role beginning on {{START DATE}}. We're really excited to have them on the team!

Set up TXFY login info & confirm when they've logged in.
If the employee tested below 50WPM on a typing test, have them spend 30m-1hr per day on a touch typing course (https://www.typingclub.com/ ). Once they're above 50WPM consistently, they can stop, but we encourage continuing to get even faster.
Set up Tettra login & confirm when they've logged in.
Provide agent & team member information page & ask them to add all team member & agent contact information to their Google Contacts & confirm when complete. Have them set up Google Contacts & Hangouts on their phone for easy access.
Set up Hangouts and have new employee establish communication with all agents and team.
Add them in to receive forwarding from any staff emails like staff@bramres.com or all@treatyoakproperties.com, if relevant.
Send 'Acronyms & Terminology' list, ask them to read through & confirm when done
Update welcome message, task template assignments on TXFY, and any wikis to note new employee/role.
Set up hours/mileage tracking in Timeero (if relevant).
If employee is being given a company car, set them up on car insurance (email David Mescher - david@armadilloinsurance.com). Additionally, provide information on recent maintenance and scheduled maintenance, and have them take over all maintenance responsibilities.
If they're scheduled to receive bonuses or health insurance after a trial or 90 day period, schedule a reminder to complete these updates. Contact JJ & Eric to set up Jeffrey@jmjbenefits.com.
Set up BatchedInbox (if relevant): https://try.batchedinbox.com/
Have them set up Grammarly.
Send them the following critical wikis & ask them to read on or before day 1 & confirm when completed.
- Everything in Policies & Procedures
- Shared Login Information - Note, if they need the more sensitive login information, provide access to that as well via the link in this page.
- If the employee is going to be working from home, confirm they have a work environment that is appropriate & focused per the requirements in the workspace wiki.
Consolidated general template below. Be sure to add in any other relevant information like workspace, hours/mileage,

Recipients: Team Member, Management

General Policies

{{GREETING}},

We're super excited to have you on the team! I wanted to send you all the basic info on company communication & policies. There's a lot of info here, so please take your time reading through this today.

Team Member Info: Here's our page with all the team member info, their roles, workloads, + hours for everyone. Could you add everyone in to your Google Contacts? https://app.tettra.co/teams/bramlett/pages/team-member-information Please be sure to note other team member schedules, as not everyone works a standard schedule.

Hangouts

We use Google Hangouts for quick internal communication when email would be too slow. Could you set up Hangouts on your phone/computer so you can have quick communication with the rest of the team when needed? Please go ahead & send them a 'Hello!' so that line of communication is already open and we don't have issues setting up later.

Email Forwarding

We'll be adding you in to receive emails forwarded from {a} general staff email staff@bramres.com. You and others can use this email when you need to communicate to all the team members.

Tettra I just sent you a login for our wiki tutorial/information page Tettra, can you confirm when you've logged in?

Other Logins

We're sending you logins for our transaction management system Transactify (TXFY), could you confirm when you've logged in?

Acronyms & Terminology

Here is a list of acronyms and terminology you may see us use, you can reference this if you ever see something on internal communication which doesn't ring a bell: https://support.bramlettpartners.com/article/601-glossary-of-acronyms-terms

Please spend some time reading through this so you're familiar with many of the terms you'll start seeing soon, and likewise please remember to refer back to this whenever you see something you're not sure about! Could you let me know when you've had time to read through this today and let me know if you have any questions? Thanks so much!

Standups We have every team member post daily 'standups', which are updates on when people sign on and off for the day, and what they've been working on. There's more info on this here, can you begin posting those today? https://support.bramlettpartners.com/article/602-va-policies-pakistan

Policies & Procedures

Lastly, this is our big page of general company policies & procedures: https://secure.helpscout.net/docs/6736a0d29e95fa6c9426ceb5/category/6738e4a79e95fa6c9426d223#

This page includes stuff like reminders on vacation/off time, how we all approach communication/task assignments, wikis, etc. There's a lot of info here & we don't want you to rush through them all in one day and potentially miss something, so can you put a plan together for reading through these thoroughly over the next week (maybe 2-3 per day)? Let me know when you have a plan in place and what that'll be. Please let me know when you've run through the info in these wikis, and likewise let me know if you have any questions on anything after you've run through all of them!

Thanks!

After they have read the critical wikis including IBZ, vacation time, etc, ask them to confirm they understand everything they read & to send any questions they may have. Finally, make clear the basic tasks they will be expected to be proficient in within 2 weeks. Add or remove items in the template below that are relevant/irrelevant to the team member. Use the template below in response to the one above to confirm expectations after the team member has confirmed they've read & understand everything. *Make sure to adjust this per the role, some info may need to be added or removed.*

Thank you for reading through everything!

We want to go ahead & set up expectations that we require of everyone in the company in order to allow all teams to be working well together and prevent stressful (and avoidable) situations ahead of time. Within the first 2 weeks, these are the following items we'll ideally need you to be proficient in:

Always posting morning & sign-off stand-ups per policies in the wiki.
Responding to all emails in a timely manner, and by EOD. (We understand that on occasion, an email or two will be missed here and there.)
Hangouts messages need to be responded to fairly quickly, within 5-10 minutes of receipt. Lunch breaks and off-hours are excepted from this rule.
Adhering to batching consistently
Please always refer to wikis as your first source of information on a process or policy. We're here to help whenever needed, but thorough documentation is a big pursuit for us and often we have answers to questions already written down!
Company time off/vacation policies should be adhered to consistently.
If you're working from home, please ensure your workspace is configured to allow you to focus.
Transactify tasks must all be assigned properly, this means assigned to yourself w/ an updated due date. There should never be any tasks in the 'Past Due' status.
If you're asked to complete a request by a given time, or a task on TXFY workflow needs to be completed by EOD and you are unable to do so, please be sure to notify any interested parties of your delay. If you anticipate not being able to complete something ahead of time, please go ahead & notify interested parties of this expected delay and let them know when they can expect it to be complete. Some days are busier than others and it's fine if things don't get done as long as everyone knows what's happening!

Most new team members are easily able to get into this work flow, and we're totally confident you're going to be able to as well! These policies are here to ensure that everyone knows what they can expect of their teammates, and generally make everything run smoothly & stress free.

Let me know if you have any questions on these things!