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IT onboarding with monday.com

What does it take to get a couple of hundred to thousands of employees up and running in the office from day one? A brilliant IT team that’s for sure. Luckily, we got to sit down with our own amazing IT team to learn how they successfully onboard each new employee using monday.com. Below, we share some of  their tips and tricks!

 

What does onboarding of new employees mean?

As every new employee joins a company, getting him or her setup requires a range of different tasks, on an IT, Operations, HR, Finance as well as team-specific level. 

Each department will have different onboarding steps, yet all have the same aim - to successfully and smoothly set up the new team member so that they can get straight into the thick of things, without any logistical hurdles on the way. 

 

Why is it important?

A successful onboarding process is the first taste of the company that the new employee will have, so if you’re like us, you probably want to leave a great first impression! It is also important to ensure that the onboarding of multiple employees can be done in a speedy and efficient manner to meet the demands of a growing company. 

This guide will walk you through the 6 steps to setting up a simple yet crucial employee onboarding process using monday.com. 

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Step 1 - Set up you board

To begin, let’s go ahead and start building your board which is going to be used as the basis of the employee onboarding process. Keep in mind, the best part about monday.com is our flexibility. Given that, the structure of the board can be set up in many different ways to suit each company and team’s needs. Take a look at how our IT team have set this up below and grab some inspiration:

 

Groups

Our employee onboarding process doesn’t just begin from the day the employee arrives at the office. We like to prepare in advance and make sure we’re ready to receive each new employee and get them set up quickly. So much so that our process begins way before the employee even steps into the office. 

On our board, we’ve grouped things based on different phases - Before Arrival, Day of Arrival (ie. The first day!) and the First Week. You can segment the groups based on any phases that your team might have or based on time periods - anything that fits your workflow!

 

Columns: Add your IT tasks!

Columns are a great way to reflect all essential pieces of information about specific tasks. With the help of over 30 column types, you can make sure to keep all important information in one visual place.

To get started with the columns, we’re going to list out every important task that is needed to complete each stage of the onboarding process. For this purpose, we’re going to add in multiple Status columns{link}, one for each task and then simply rename it to represent the task at hand.

After adding in the tasks, let’s add other relevant columns to ensure we stay on top of all new employees while things move ahead quickly. On our board, we’ve added in the following column types to help us stay organized and keep the team aligned:

  • Person column to reflect the task owner, making it transparent who will take care of what. 
  • Date column to show all the relevant due dates for the tasks.
  • Progress Tracking column to track the progress summary of all tasks for each individual until completion is reached.

 

Item

Every time a new employee has signed a contract and joins the monday.com family, they’ll be added to this board as a new item. From there, the IT team will take care of all the IT aspects. This enables us to get everything done swiftly and smoothly, even in the most jam-packed times.

 

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Note: You can switch your board to have the new employees listed as columns, and the different tasks listed as items. Play around with it to find what fits best!

 

Step 2 - Make your board Deadline-Centric 

Now that you have the crux of the board set up, you can make sure that you and the team never forget or miss a deadline again!

Two important ways to do this is by making the deadline even more visual on your board, as well as setting up automation notifications for your team members. We’ll explain a little more about them below

 

  • Get visual with Deadline Mode

At monday.com, we live and breathe visuals. So, being able to visually demonstrate our deadlines is of the utmost importance. Deadline mode ensures that your due dates are linked up with the correct status labels, showing you at a quick glance which tasks are running on time, or long overdue. 

 

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To learn more about Deadline mode and how to set it up, check this out.

 

  • Reduce the stress with automation reminders 

Your IT teams have a lot on their plate, why not reduce some of the burden by setting up automation reminders on the board? This way, they can work through their tasks, and as important deadlines approach they will be notified and can plan accordingly. 

Setting it up can be done by going to the automation center on the top right of the board, searching "notifications" in the search bar and adding the relevant notification to your board. Check out the one we've added to ours:

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This is only one type of automation that exists, but there are so many more that you can try out to help minimize time and headaches wasted on the small stuff. 

To learn more about monday.com automations, check this out.

 

Step 3 - Add board filters for more focus

While your board starts to get packed with new employees joining, and tasks pile up, it might be hard to stay focused. With the board filters, you can narrow down the groups and columns to ensure that you’re not disrupted by any unnecessary noise! You can also save these views, making it even quicker and easier to jump right in. 

This is specifically helpful if you have different team members assigned to different tasks, or different members working on different stages of the process. 

In our case, while Jessica is responsible for preparing all the newcomers before they arrive, Lea is in charge of the first day and Matt is in charge of first week and wrapping up tasks. Filtering down to only the relevant groups and columns is going to help our productivity levels! 

To set it up click on the filter icon on the top right side of the screen. Then, select what group you want to drill down to and simply click “save as new view”. You can then rename for easy reference. 

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Next, go ahead and click on the hide columns icon, close to the filter. 

Since in our case there are different tasks related to the different stages, we can narrow those down too by hiding irrelevant columns from each stage. 

Don’t forget to click “save to this view” to save the filters.

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Now you should have some clear, uncluttered views of the tasks relevant to you and can get on your merry way!

 

Step 4 - Communicate & collaborate - it gets things done faster.

We all know how important collaboration is in order to get tasks done.  We take this one pretty seriously. We’re all for knowledge sharing and communication across team members and departments, which helps us keep everyone aligned. 

One way that this is done, is through the Update Section

Here, you can leave comments, tag others, pin instructions or add detailed to-do lists.

One way we’re using this is to add instructions to each task, making it even easier to bring on new IT team members, and document and centralize all our information. No more getting stuck in that "one person holds all the info" cycle!

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Tip: Set up a group at the bottom of your board dedicated to centralizing all documents, instructions and important information for the onboarding process!

  

Step 5 - Follow your personal tasks in My week

With so many tasks piling up, keeping up can be tough. To manage your own personal to-do list for each current and upcoming week, My week is there for you!  

With a simple click of a button, you’ll see exactly what tasks you have on your plate, this week and next. This will make sure you can plan and prioritize best to maximize your productivity. 

While I have loads of tasks planned for two weeks' time, but not so many for this week, I can get started sooner on some of those tasks and not wait until the last minute!

To learn more about My Week, check this out.

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Step 6 - Gain insights to make data-driven decisions

Some weeks are rougher than others, but regardless, as a crucial part of your company, the IT team will need to make sure that there are enough hands at all times to take care of the many different responsibilities. 

With the help of Dashboard, managers and department heads can get a snapshot of current situations, and plan better for the future. 

Our dashboards make use of the following widgets, but there are so many more valuable ones that you can add to gain even deeper insights. Check them out here.

 

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Battery widget

If you’re interested in tracking progress of multiple different tasks drawing from different places, the battery widget is for you. 

This will allow you to pull information from across your account, and see where your team stands on getting all tasks done. This is useful to gain just a quick overview of your team's ongoing tasks as well as to present on status update meetings to keep everyone in the loop. Just another way to encourage collaboration and transparency with simplicity & ease. 

From our battery widget, we can see that 28% of our current tasks require review. You can click on this segment to see which exact tasks these are!

To learn more about the battery widget, check this out.

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Workload Widget:

The Workload widget allows you to plan and manage your resources wisely. This widget allows you to see at any given time who in the team is overloaded with tasks from across all boards on the account, and who has the capacity to take on more. With this knowledge, you can adjust things accordingly.

After customizing the settings, you can see that while Matthew and Lea are above their capacity on some dates, Jess and Noy are below. Reassigning or checking in might be a good idea to ensure everything gets done on time! 

To learn more about the Workload widget, check this out.

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Chart Widget:

Another powerful tool that provides important high level snapshots, is the Chart Widget. 

Whether you’re interested in seeing a breakdown of the tasks based on status, or broken down further by team member, the Chart View has you covered. 

To learn more about the Chart Widget, check this out.

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There you go! Get started onboarding new employees with these 6 easy steps!

 

Have any questions? Let us know at [email protected] and we'd be happy to assist :)