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Best practices for team onboarding


Who is this guide for:
New monday.com users who are onboarding their teams
This guide is relevant to accounts on all plans


Moving to a new and better workflow is an exciting time for a team, but it has its challenges. Our team has been helping the best teams become even better for years! In that time, we've gathered some tips that make the onboarding process easier, faster, and pain free.


Launch it properly

While sending invitations usually gets team members in to the new system you've built, what you really want is for them to be into it! 😉

To accomplish this, gathering the team and announcing the new tool is much more effective. We recommend scheduling a meeting or call specifically to introduce the tool, or introducing it during a regular all hands.

Key points to go through:

  1. Why did we need a new system? Identify and share the pain points that inspired you and your team to look for a new way of working.
  2. Explain the workflow. Show the workflow you built. If possible, demonstrate your workflow in action. Most importantly, be sure to explain how you see the team working with it.
  3. How are things going to improve? Your team members may ask themselves, "What's in it for me?" Addressing that curiosity head on. Explaining the value for your team, and specifically how you expect things to improve, will illustrate the value of the change for your team and motivate them to commit to giving it an honest try. 
  4. Discuss the rollout. Will you move to monday.com cold turkey? Are you planning on a gradual transition? Letting the team know what to expect will make them feel more comfortable with the change.
  5. Invite feedback. Let your team know that they have a say in optimizing the workflow. This is a great way to encourage engagement and to get your team to practice applied thinking with their new tool.


Make it simple

Getting used to a new system might be challenging for some members of your team. Here's what you can do to make it easier for them to use monday.com effectively from day one:

  1. If you have a main tasks board, create a personal view for each team member. That way, they'll easily be able to see what's relevant to them and what they need to do.
  2. Some team members may feel that entering input into a board feels too complex when compared to their previous processes. Give your team a form! This makes it easy for team members to create new items.
Tip: If you're using monday sales CRM, you can set up an item creation form. That way, all new items can automatically be added using a form view of your board.


Use your workflow as the team's source of truth

Creating a habit of using monday.com might take some time. That's to be expected with any process change.

To speed up the transition, always refer to your monday.com workflow as the source of truth. Use it in your daily or weekly team meetings and check ins. Show your workflow and specific statuses and timelines when referring to concrete tasks and deadlines. This will help your team to think of monday.com as their go-to place to receive updates and update others.

Tip: It helps to set the expectation that your boards will be updated before meetings and check ins.


Invite feedback

Building your best workflow can take a few iterations. That's where the ease of customizing monday.com really shines. You don't need IT or engineers to make monday.com the perfect tool for your team.

Here are some of the ways you can make sure your team is happy with the way they work:

  1. Build a feedback board. Gather all of your team's feedback in one place. You can then refer to the board and discuss together the ways to improve your workflow. To make feedback as easy as possible, add a form to the board and share the link widely and often.
  2. Have regular discussions. We recommend regular discussions in the first two months, at least. Talk about what works and what needs to improve. Then, adjust quickly and accordingly.


Find your co-champions

In many teams, there are other team members who would love to be involved in building the workflow, optimizing it, and expanding the system to be used with new workflows.

Here are our tips for finding your co-champions:

  1. Find your team's builders. These are usually tech geeks or process geeks. We love them both! Undoubtedly, your team has at least one. 🤓
  2. Help them learn. The monday.com academy hosts a sea of resources that can help your co-champions level up their skills and become super builders.
  3. Make them a point of contact. Let other team members know who to turn to when they need help. Put a name out there and a face to the name. That way, when the rest of your team needs to upgrade their use case, it can happen without delay. In the end, the entire team will work better!


Addressing the what's-in-it-for-me question

Using monday.com can help every team member be more productive. To help your team understand how to utilize the new system for their own productivity, show them some of the new tools available to them.

Often, we see users understand the value of these features first:

  1. Automations. Introduce your team to the magic of monday.com Automations and how they can be used to increase efficiency and mobility, and cut back on repetitive work.
  2. Forms. Forms can be used by just about everyone. Any team or team member with requests clogging their email or messenger will thank you forever!



For more tips on making the monday.com platform fun and accessible for your team, check out our "Help your team adopt monday.com" article.


If you have any questions, please reach out to our team right here. We’re available 24/7 and happy to help.