Employee Onboarding for Virtual Assistants (to be completed by the manager)

After the contract is signed send the new employee a confirmation email and cc Kashish.

If the person is going to be hired, keep following the rest of the template.

If the person will not continue, inform them of the reasons and let them know.

Set up a new company Google account for the new employee and give them access to it.

Assign the new employee to their version of the onboarding checklist.

(Here's our internal one at Process Street)

Give Vinay the new employee's email ID and ask him to add them to Process Street Organization.

Make sure they are added to all the relevant channels.

Add the new employee to the Trello boards using their @company.com email.

Add the new employee with an edit only access using their @company.com email address.

Inform the new employee about our weekly group calls and one on one sessions.

One on one sessions are to discuss progress on tasks, improve productivity and update them about new strategies, as well as give them a platform to ask any questions or let us know about any concerns. 

Explain that the call happens on Skype, therefore a headset is preferred and they need to make sure they can both speak and hear. 

Add them to both calls:

If they have done any training (e.g. Process.st or Airtable) with their personal email, make sure to remove it as soon as their new email is created.

Make a formal introduction to the team to make them feel welcome 🙂 Encourage them to have a little chat with teammates to get everyone friendly and comfortable to communicate to one another.

Even though the rules are in their personal onboarding checklist, it's never bad to explain it all again and ensure all their questions are answered.

1. Each employee should notify the group when they start the working day
2. Inform the group when starting/ending a break 
3. Upvote all posts submitted for upvoting
4. Keep communication fluent during the working hours
5. Keep group updated on what task the employee is currently working on
6. At the end of the working day inform of what has been done during the day, report to Kashish and Kate on Slack
7. Always fill the daily checklist
8. Unless it is a matter of urgency, always notify 3-4 days in advance if the employee needs time off (apart from national holidays which they can have off work)
9. If time is taken off during the week without notice and reason it must be done over the weekend
10. No outside communication policy for Process Street

Use this template:

All communication between any two members of the content promotion team must happen in the content marketing group only.

There must be no outside communication ever. That includes:

• Phone calls, texts
• Skype
• Whataspp
• Facebook
• Any other app / site
• No direct messaging (even in Slack)

If you must have a call / text it has to be screenshotted and / or recorded and pasted in the slack Content Marketing group. These, however, are only rare and exceptional occasions such as power outages.

As it is a new policy there is a 3 strike policy. If someone messages you in private, you should ask them to re-paste the question in the group chat. If they refuse to do so you should report them accompanied with a screenshot to Kate and/or Kashish. In such case they will receive 1 strike.

That also means that all communication happens in English, so that we also know what is being said.

The whole point of this is to make all communication clear and visible for the team. We can use @mentions to direct conversations with people. We can use group chats for all the people involved in the conversation (3 minimum). 



Let me know if you have any questions about the policy and always feel free to message me with any questions you might have 🙂

Thanks

In their onboarding checklist they have been given instructions but make sure they understand how to do it and provide help if needed.

Schedule via Google Calendar.

Schedule via Google Calendar.

Schedule via Google Calendar.