Onboarding SOPs: A Comprehensive Guide

A detailed guide on onboarding Standard Operating Procedures (SOPs), including steps to complete the process, setting up technical accounts, and ordering equipment for new hires.

April 14, 2024 By Awais Ahsan

In this guide, we'll learn how to streamline the onboarding SOPs process efficiently. The key steps involve following a detailed checklist, assigning tasks to specific team members, and ensuring a smooth transition for new hires. You can track each step meticulously by utilizing a notion document for onboarding SOPs. Let's break down the process into manageable sections to ensure a seamless onboarding experience for all new candidates.

Completing the Onboarding SOPs Checklist

To kick off the onboarding process, Filip will handle the initial steps, while tasks tagged by Avas or Ishana will be your responsibility. By maintaining a checklist, you can track the completion of essential steps, such as documenting the new candidate's name, designation, hire date, and starting date. Additionally, creating and sharing email accounts, setting up technical accounts, and preparing necessary credentials in advance are crucial aspects to cover.

Scheduling Onboarding Meetings

Once the initial checklist is complete, the next phase involves scheduling onboarding meetings with the hiring manager and HR. Following the SOP guidelines, select suitable timings, send calendar invites, and ensure a smooth transition for the new candidate. Collaborate closely with Filip to coordinate these meetings effectively.

Managing Equipment and Swag Requests

The second part of the onboarding process focuses on equipment and swag requirements for new joiners. Refer to the separate video shared with Ishana for detailed instructions on creating and managing equipment requests. Learn how to place orders, handle invoices, and address any queries that may arise during this phase.

Let's get started.

Hi, today's first video is about onboarding SOPs. I will guide you through the steps to complete the onboarding process.

First of all, we have a document outlining onboarding Standard Operating Procedures (SOPs) in Notion.

https://www.notion.so/olivai/Onboarding-SOP-c7dfe7978603496795149be86209f843

Step #1: Click on the given link above — Click on the given link above

Filip will take the initial steps. You will complete tasks tagged by Awais or Ishana.

We will also follow another checklist to ensure all steps are completed and we have finished the whole process.

Step #2: Click "New Hire Checklist - Google Shee notion.so/Onboarding-SOP-c7df" — Click "New Hire Checklist - Google Shee notion.so/Onboarding-SOP-c7df"

We will list a new candidate's name and designation here whenever they join.

Step #3: Click "Employees" — Click "Employees"

Right after that, we will mention their hire date, which is when they are hired, and their starting date.

Step #6: Add Hiring Date (Date of offer signature) — Add Hiring Date (Date of offer signature)

7 days before joining, we will create their email accounts and set up all their accounts such as loom, Gather, Notion, and Slack.

We will share the account credentials with them. Their equipment orders will be placed two days before they join, but their accounts will be created seven days before they start.

Step #9: Click "New Hire Checklist - Google" — Click "New Hire Checklist - Google"

Okay, we'll go through the IT equipment order shortly. Let's start with the onboarding SOPs. Complete the checklist seven days before the joining date.

After setting up reminder in google calender to myself, I will proceed with scheduling the hiring manager and HR onboarding meetings.

Step #11: Open Google Calender — Open Google Calender

To follow the standard operating procedure (SOP), I will take the same step for Filip.

Step #12: Click ": Send out a 45min Zoom calendar invite for 9am IST with HR Manager and 03 PM with Debarshi if Candidate is joining the Marketing Dept. — Click ": Send out a 45min Zoom calendar invite for 9am IST with HR Manager and 03 PM with Debarshi if Candidate is joining the Marketing Dept.

Step #13: Click "Add guests" — Click "Add guests"

Step #14: Add HR Manager or HM Manager — Add HR Manager or HM Manager

For Filip, I will select 9 am IST.

At 9 a.m., IST, select Filip as the new candidate. The email address for Filip is Filip@oliv.ai.

Step #15: Now one by one go through each column of checklist and onboarding SOPs. Invite candidates as per instructions in Onboarding SOPs — Now one by one go through each column of checklist and onboarding SOPs. Invite candidates as per instructions in Onboarding SOPs

Step #16: Mark each Column Yes once the invite is sent. — Mark each Column Yes once the invite is sent.

Step #17: Invite Candidates and assign desks in Gather. Use Map Maker to tag their workspace. — Invite Candidates and assign desks in Gather. Use Map Maker to tag their workspace.

Step #18: Copy paste message in Slack. — Copy paste message in Slack.

Step #19: Invite on Loom — Invite on Loom

Step #20: Invite on Clickup, Airtable (send messages too) — Invite on Clickup, Airtable (send messages too)

Step #21: Invite on Zoom, Notion, Figma. — Invite on Zoom, Notion, Figma.

Step #22: Dvd will take care of other accounts. — Dvd will take care of other accounts.

Step #23: Add candidates at guest on Notion — Add candidates at guest on Notion

Moving on to the second part of onboarding, IT involves equipment and swag. A separate video is shared with Ishana, and I will provide the link below.

https://www.loom.com/share/0dd48c3194fa486ea2f410f5953f9b15?sid=ddc012c5-b0a1-4fd7-b75f-cac0995e9760

https://www.loom.com/share/53813186840b499db515ba27a6f22935?sid=29a0978d-4299-4619-b38e-a29fce5673eb

Please review it for detailed instructions on how to request, order, pay for, and invoice the equipment the new joiner needs. If you have any questions, feel free to contact Filip anytime.