Employee Onboarding

This is a checklist and flight-plan for new employees onboarding.

The document provides both procedural tasks (such as opening accounts) and a depiction of the processes and assets that can help the decision making phase of an onboarding: assigning the employee to a team, mentoring her, setting goals and evaluate results.

Requirements

The following steps give access to all confidential information in the company, so before proceeding, check that:

  1. The person hiring legally started (from the present day) OR
  2. There is a non disclosure agreement running between the parties

Devices, tools and objects

  • A laptop PC must be ordered in advance so that it will be available on the first day of work
  • For resident employees, coming to the office on a daily basis, a the office keys must be provided ideally from the first day
  • Named business cards will usually be ordered after the end of the contractual trial period
  • We usually provide a branded backpack with the laptop and branded stickers for the screen lid

Pre-flight checks

An HR or Admin representative will perform the following actions:

  • Open a @sparkfabrik.com account
  • Add the newly created account to staff@sparkfabrik.com group
  • Add the newly created account to all relevant *-team@sparkfabrik.com project/team mail groups
  • Add the account to company's OpenVPN firewall (for external access)
  • Open the Gitlab account and add it to all relevant projects
  • Open the Toggl account and make sure it can access all relevant projects
  • Add the account to Slack and invite it on #general and #tech as well as on all channels related to relevant projects

Things to do on the first day

For the company

  • HR must introduce the new employee to the resident team and, on slack #general channel, to the remote colleagues
  • HR must assign a buddy (usually her team leader) to the new employee
  • Tech must make sure the local development environment is working on the employee's PC
  • HR must send an introductory e-mail with policies (links) about
    • Resource access
    • Time tracking
    • Management of off/sick days
    • Google Drive folder structure and usage
    • Google Calender configuration and conventions
    • How and whom to ask for help
    • 1:1 meetings and performance review policies (ISCs)
  • HR must meet with the employee to make sure she got the policies and she can correctly understand them in context
  • Tech should send in introductory e-mail with information (links) about
    • Relevant starting training resources (accounts on drupalize.me or Udemy, books or playbook pages)
    • How to contribute to the projects (branching model, peer review, etc)
    • Required tools, procedures and practices one need to know from the very beginning
  • Tech and/or buddy must explain our key internal projects and self-made tools (sparkdrupal, sparkangular, sparkboard, firestarter, etc) to the employee

For the employee

What follows will be performed with the help of your buddy, if needed

  • Access all the services and check you can interact with them
  • Activate two-factor auth on Gitlab
  • Add SSH keys on Gitlab so you can clone the repositories
  • Set your profile pictures (starting with Gravatar and checking on Gitlab, Slack, Toggl, etc) with an appropriate/decent close-up (or use the facewall shot)
  • Set your e-mail signature in the format below (respect bolds)

Things to do within the first week

  • HR and the employee will schedule a brief talk where the employee will self-introduce to the company
  • HR will arrange a shooting session for the website facewall (this can also be used as a profile picture)

Things to do one month after the onboarding

  • HR will survey the employee to collect feedback about the onboarding process
  • HR will arrange a meeting between the whole management and the employee to share general evaluations and conclude the onboarding phase

Snippets

Standard mail signature format

SPARKFABRIK

Name Surname
Role or function

+39 XXX XX.XX.XXX
https://www.sparkfabrik.com

Role or function can be:

  • Software Developer
  • Lead developer
  • C-Level or other management board function

When in doubt, ask a HR representative.

Last updated on 5 Aug 2019