{"id":10392,"date":"2017-03-21T10:40:27","date_gmt":"2017-03-21T10:40:27","guid":{"rendered":"https:\/\/www.process.st\/templates\/employee-onboarding-for-virtual-assistants-to-be-completed-by-the-manager\/"},"modified":"2024-02-28T20:49:17","modified_gmt":"2024-02-28T20:49:17","slug":"employee-onboarding-for-virtual-assistants-to-be-completed-by-the-manager","status":"publish","type":"post","link":"https:\/\/www.process.st\/templates\/employee-onboarding-for-virtual-assistants-to-be-completed-by-the-manager\/","title":{"rendered":"Employee Onboarding for Virtual Assistants (to be completed by the manager)"},"content":{"rendered":"<section id=\"trial-period\">\n<h2> Trial Period: <\/h2>\n<\/section>\n<section id=\"send-the-offer\">\n<h2> Send the offer <\/h2>\n<\/section>\n<section id=\"gather-info-for-contract-signing\">\n<h2> Gather info for contract signing <\/h2>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Full name <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Title <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Services <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"disabled\" class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"gather-signed-contract\">\n<h2> Gather signed contract <\/h2>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Signed by the new employee\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Signed by CEO\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Uploaded in employee contracts on Drive\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"send-a-confirmation-email\">\n<h2> Send a confirmation email <\/h2>\n<div class=\"text-content\">\n<p>After the contract is signed send the new employee a confirmation email and cc Kashish.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"decide-if-the-person-will-be-hired\">\n<h2> Decide if the person will be hired <\/h2>\n<div class=\"text-content\">\n<p>If the person is going to be <strong><em>hired,<\/em><\/strong>&nbsp;keep following the rest of the template.<\/p>\n<p>If the person <em><strong>will not<\/strong><\/em> continue, inform them of the reasons and let them know.<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Hired\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Not hired\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"if-they-get-hired\">\n<h2> If they get hired: <\/h2>\n<\/section>\n<section id=\"set-up-companycom-email-address\">\n<h2> Set up @company.com email address <\/h2>\n<div class=\"text-content\">\n<p>Set up a new company Google&nbsp;account for&nbsp;the new employee and give them access to it.<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Create @company.com email address\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Give the new email address and login to the new employee\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"add-employee-details-into-allayio\">\n<h2> Add employee details into Allay.io <\/h2>\n<\/section>\n<section id=\"create-calendar-events-for-birthdays-etc\">\n<h2> Create calendar events for birthdays etc <\/h2>\n<\/section>\n<section id=\"assign-them-to-the-onboarding-checklist\">\n<h2> Assign them to the onboarding checklist <\/h2>\n<div class=\"text-content\">\n<p>Assign the new employee to their version of the&nbsp;onboarding checklist.<\/p>\n<p>(Here's our internal one at Process Street)<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"create-all-relevant-accounts\">\n<h2> Create all relevant accounts: <\/h2>\n<\/section>\n<section id=\"add-on-process-street\">\n<h2> Add on Process Street <\/h2>\n<div class=\"text-content\">\n<p>Give Vinay the new employee's email ID and ask him to add them to Process Street Organization.<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Add to Content Marketing group \/ folder\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Add to Email Marketing group \/ folder\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Create a scheduled daily checklist\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"set-up-slack\">\n<h2> Set up Slack <\/h2>\n<div class=\"text-content\">\n<p>Make sure they are added to all the relevant channels.<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Add to #general\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Add to content-marketing\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Add to email-marketing\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       4\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Add to #content-sharing\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"set-up-trello\">\n<h2> Set up Trello <\/h2>\n<div class=\"text-content\">\n<p>Add the new employee to the Trello boards using their @company.com email.<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Add on Content promotion board\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Add on Email marketing board\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"set-up-airtable\">\n<h2> Set up Airtable <\/h2>\n<div class=\"text-content\">\n<p>Add&nbsp;the new employee with an edit only access using their @company.com email address.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"set-up-intercom\">\n<h2> Set up Intercom <\/h2>\n<\/section>\n<section id=\"add-them-to-the-calls-on-calendar\">\n<h2> Add them to the calls on calendar <\/h2>\n<div class=\"text-content\">\n<p>Inform&nbsp;the new employee about our weekly group calls and one on one sessions.<\/p>\n<p>One on one sessions are to discuss progress on tasks, improve productivity and update&nbsp;them about new strategies, as well as give them a platform to ask any questions or let us know about any concerns.&nbsp;<\/p>\n<p>Explain that the call happens on Skype, therefore a headset is preferred and they need to make sure they can both speak and hear.&nbsp;<\/p>\n<p>Add them to both calls:<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Weekly group call\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      One on one call with manager\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"remove-their-personal-email\">\n<h2> Remove their personal email <\/h2>\n<div class=\"text-content\">\n<p>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.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"first-day\">\n<h2> First day: <\/h2>\n<\/section>\n<section id=\"introduce-to-the-team\">\n<h2> Introduce to the team <\/h2>\n<div class=\"text-content\">\n<p>Make a formal introduction to the team to make them feel welcome \ud83d\ude42 Encourage them to have a little chat with teammates to get everyone friendly and comfortable to communicate to one another.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"explain-the-rules\">\n<h2> Explain the rules <\/h2>\n<div class=\"text-content\">\n<p>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.<\/p>\n<\/p><\/div>\n<div class=\"text-content\">\n<ol>\n<li>Each employee should notify the group when they start the working day<\/li>\n<li>Inform the group when starting\/ending a break&nbsp;<\/li>\n<li>Upvote all posts&nbsp;submitted for upvoting<\/li>\n<li>Keep communication fluent during the working hours<\/li>\n<li>Keep group updated on what task the employee is currently working on<\/li>\n<li>At the end of the working day inform of what has been done during the day, report to Kashish and Kate on Slack<\/li>\n<li>Always fill the daily checklist<\/li>\n<li>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)<\/li>\n<li>If time is taken off during the week without notice and reason it must be done over the weekend<\/li>\n<li><strong>No outside communication policy for Process Street<\/strong><\/li>\n<\/ol>\n<p><strong>Use this template:<\/strong><\/p>\n<p>All communication between any two members of the content promotion team must happen in the <strong>content marketing group only.<\/strong><\/p>\n<p>There must be no outside communication ever. That includes:<\/p>\n<ul>\n<li>Phone calls, texts<\/li>\n<li>Skype<\/li>\n<li>Whataspp<\/li>\n<li>Facebook<\/li>\n<li>Any other app \/ site<\/li>\n<li>No direct messaging (even in Slack)<\/li>\n<\/ul>\n<p>If you <strong>must<\/strong> 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.<\/p>\n<p>As it is a new policy there is a <strong>3 strike policy<\/strong>. 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.<\/p>\n<p>That also means that all communication happens in English, so that we also know what is being said.<\/p>\n<p>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). \u2028\u2028<\/p>\n<p>Let me know if you have any questions about the policy and always feel free to message me with any questions you might have \ud83d\ude42<\/p>\n<p>Thanks<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"check-that-they-have-installed-our-most-used-apps\">\n<h2> Check that they have installed our most used apps <\/h2>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Evernote\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Jing by TechSmith\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      recordit.co\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       4\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Download Skype call recorder &amp; screen recorder\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       5\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Download HMA VPN&nbsp;( Give user ID &amp; password)\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"check-if-all-the-thumbnails-are-added\">\n<h2> Check if all the thumbnails are added <\/h2>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Process Street\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Slack\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Trello\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       4\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Airtable\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       5\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Social media sites\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"make-sure-theyve-installed-grammarly\">\n<h2> Make sure they've installed Grammarly <\/h2>\n<div class=\"text-content\">\n<p>In their onboarding checklist they have been given instructions but make sure they understand how to do it and provide help if needed.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"training\">\n<h2> Training: <\/h2>\n<\/section>\n<section id=\"teach-them-to-use-process-street\">\n<h2> Teach them to use Process Street <\/h2>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Explain bug submission system\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Explain how promotion process works\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"train-on-airtable\">\n<h2> Train on Airtable <\/h2>\n<\/section>\n<section id=\"following-month\">\n<h2> Following month: <\/h2>\n<\/section>\n<section id=\"have-a-chat-with-the-new-employee-at-the-end-of-the-first-day\">\n<h2> Have a chat with the new employee at the end of the first day <\/h2>\n<div class=\"text-content\">\n<p>Schedule via Google Calendar.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"have-an-end-of-the-week-chat\">\n<h2> Have an end of the week chat <\/h2>\n<div class=\"text-content\">\n<p>Schedule via Google Calendar.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"have-an-end-of-the-month-chat\">\n<h2> Have an end of the month chat <\/h2>\n<div class=\"text-content\">\n<p>Schedule via Google Calendar.<\/p>\n<\/p><\/div>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Trial Period: Send the offer Gather info for contract signing Full name Title Services Gather signed contract 1 Signed by the new employee 2 Signed by CEO 3 Uploaded in employee contracts on Drive Send a confirmation email After the contract is signed send the new employee a confirmation email and cc Kashish. 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