Using Tribe to Onboard New Employees

July 6, 2016
Oliver Stahl

Onboarding new employees can be a lot of work. The new employees are brought on for a role and often times, take a few months before getting up to speed to be able to fully get their job understood. To make that happen, first you need to have someone at your company who helps the new employees get situated, typically an HR person.

The funny thing about onboarding a new employee is that its more/less the exact same process with every employee. You need them to do a certain set of tasks in a specific order, for them to be fully on-boarded into a company.

One of the powerful things about Tribe is the ability to import/export spreadsheets to and from Tribe. What this allows you to do is take any process that you’re currently doing, create a template to automate that process, and import that spreadsheet when you need to start that process over again. To fully explain this, I always use the example of how one woman uses this feature in Tribe.

Here’s How you can Use Tribe to Onboard New Employees
True Story: We have a woman who uses Tribe as head of HR at a financial services firm. Before Tribe, every time she would hire a new employee, she would need to take 2-3 weeks of “spoon-feeding” the new employees everything they needed to do in order to begin working; in finance there can be a lot of red tape before you can start working. Alternatively, the new employees would learn quickly that if they just latched on to the HR person, they could be spoon-fed everything they needed. Obviously, this does not scale well.

import:export

We gave this woman Tribe, and helped her to build out a powerful template in excel for her to use when onboarding new employees, let’s take a look at how we helped her build this template.

  • We sat down with her and broke down everything that she needed new employees to do
  • We asked her of the tasks she gave us, what priority each had in relation to the other tasks. She told us which tasks were top priority, high priority, medium and low.
  • We asked her if the tasks had to had actual due dates. She said that the due dates for the tasks would depend on the employee start date. So, we filled the due date cells with a formula that made the due date dependent on the employee’s start date. (ex. Make this task due 3 weeks after employee start date, make this task due 10 days after employee start date)
  • We asked her if the tasks needed to be put in any tribe’s so they could begin to work with others

Then, we told her that she would want to save that template in excel. Now, with this saved template, she can quickly assign hundreds of tasks, big and small, top and low priority, in literally minutes.

Now, whenever she has to onboard a new employees here’s what she does:

  1. She welcomes them to the company and begins to edit her template
  2. She enters the new employee’s email, and assigns all of the tasks to that email address
  3. She enters the new employee’s start date to edit the due dates
  4. She puts all of the tasks into 1 project for herself, so that she can track the new employee’s onboarding progress
  5. She copy/pastes that template into Tribe and creates the tasks

With this new employee onboarding process, she did a few things:

  1. She automated her work from 2-3 weeks of handholding and spoon-feeding to 5-10 minutes of editing an excel template.
  2. She gave the new employee some autonomy by giving them tasks in Tribe to complete. Now the new worker knows exactly what needs to be done, when it needs to be done, and lets the new employee control their own work from the get-go.
  3. By putting all of the tasks into 1 project, she can tell her superiors exactly how far along new hires are in the process of onboarding themselves into the company.

With templates in excel, you can take any process (like onboarding an employee) and automate it. A process is just a set of tasks you will need to do again in the future in the same order and importance. Think onboarding an employee, beginning client work and establishing expectations, or event planners mapping out the necessaries of any event. You get the idea…

If you want to take your process and add just a little bit of speed and transparency for yourself and everyone you work with. Download an example spreadsheet and begin to import/export templates! Here is a link to learn how to do just that: (link)

No comments

Leave a Reply

Your email address will not be published. Required fields are marked *