The document discusses onboarding processes and how to improve them. It describes common onboarding challenges such as inconsistent processes, lack of access for new employees, and high costs. The document then presents templates for identifying problems, alternatives, and solutions. Various solutions are analyzed based on their value and complexity. The highest value solutions that are easier to implement, such as using task lists and creating an onboarding site, are prioritized. Finally, the document discusses an iterative process and roadmap to implement improvements to onboarding through agile sprints.

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Good. Better. Best.
David Samoranski
Director, Western Region
twitter @davidsamoranski
david.samoranski @robbinsgioia.com

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Session Summary
Onboarding Analysis Prioritization Agile

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ONBOARDING

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What is Onboarding?
Relationships Knowledge
Skills Behavior

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Common Challenges
Time Cost
Consistency Outcome

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Process Modeling
Participants Steps
Decisions Metrics

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Process Modeling 101
Work Time
Cycle Time

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Explore Pain
Data Documents
Processes Interviews

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Problem Identification Template
ID What is the problem?
Who is
affected?
Where does it
occur?
When does it
happen?
Why does it
exist?
1
New employees frequently do
not have the access or tools
they need to be productive on
their first day/week/month.
Organization,
department,
manager,
employee
HR, IT, Legal After hiring
process is
complete
Inconsistent
process and
materials
2
Loss of information due to high
turnover in HR/IT and lack of
process or governance
Organization,
HR & IT,
Employee
HR, IT As the
onboarding
process is being
executed
Ad-hoc process
with little
guidance for
3
Time intensive process to
create all necessary accounts,
procure hardware & software,
and deliver training
Organization,
HR, IT, & Legal,
employee
HR, IT, Legal During the
onboarding
process
Manual process
with tedious and
time consuming
activities
4
Even less rigor around
termination and closing
accounts/saving business data
Organization,
HR, IT, & Legal
HR, IT, Legal After
termination of
employment
Out of sight, out
of mind
5
No visibility into process status
when being executed
Managers,
Stakeholders
HR, IT, Legal During the
onboarding
process
No mechanism in
place to capture
or present data

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Identify Alternatives
Content Workflow
Integration Reporting

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Solution Identification Template
ID What is the solution? Who is affected?
Where does
it occur?
When does it
happen?
Why is it an
improvement?
1
Execute standardized process
by using task list/template
Organization, HR, IT,
& Legal, employee
HR, IT, & Legal Onboarding
process
execution
Consistent
process
2
Create site to manage
process and communicate
status
Organization, HR, IT,
& Legal, Managers,
Stakeholders
IT Onboarding
process
execution
Enhanced
communication
and visibility
3
Deliver training materials
online
Organization, HR, IT,
& Legal, Managers,
Stakeholders
HR, Legal Onboarding
process
execution
Reduces work
time for HR and
Legal associates
4
Create automated scripts for
account access/setup
Organization, HR, IT,
& Legal, Managers,
Stakeholders
IT Onboarding
process
execution
Reduce work
time for IT
associates
5
Create workflow to automate
task notifications and status
updates
Organization, HR, IT,
& Legal, Managers,
Stakeholders
HR, IT, & Legal Onboarding
process
execution
Improve
governance and
task
management

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ANALYSIS

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Analyze Alternatives
Today Tomorrow
Cost Benefit

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Solution Analysis Template
ID Solution Value Complexity
1
Execute standardized process by using task
list/template 3 1
2
Create site to manage process and communicate
status 3 1
3
Deliver training materials online
2 2
4
Create automated scripts for account access/setup
2 3
5
Create workflow to automate task notifications and
status updates 1 2

15. @davidsamoranski
Detailed Complexity Analysis
ID Solution Implementation Training Support External Complexity
1
Execute standardized
process by using task
list/template
1 2 1 0 3
2
Create site to manage
process and communicate
status
1 2 1 0 4
3
Deliver training materials
online 3 1 2 0 6
4
Create automated scripts
for account access/setup 3 1 2 3 9
5
Create workflow to
automate task
notifications and status
updates
2 1 2 0 5

16. @davidsamoranski
Detailed Value Analysis
ID Solution Urgency Scale Impact Reuse Value
1
Execute standardized process by
using task list/template 3 3 2 0 8
2
Create site to manage process
and communicate status 3 3 2 0 8
3
Deliver training materials online
2 3 3 1 9
4
Create automated scripts for
account access/setup 2 3 3 0 8
5
Create workflow to automate
task notifications and status
updates 2 3 3 1 9

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PRIORITIZATION

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Value vs Complexity
Today Tomorrow
Cost Benefit

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Prioritization Matrix
Deliver training
materials online
Create automated scripts for
account access/setup
Execute standardized
process by using task
list/template
Create site to manage
process and communicate
status
Complexity
Low 1
High
High 3
Low
3
2
2
1
Value
Create workflow to automate
task notifications and status
updates

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Low Hanging Fruit
Sites & Pages Lists & Libraries
Web Parts Columns & Views

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Vision for the Future
Pain Opportunity
Problems Solutions

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Solution Roadmap
Review and Refine Taxonomy
Procure and Install Hardware/Software
Design Information Architecture (Controlled Vocabulary and Taxonomy)
Design Mockups and Wireframes
Create Graphic Standards Guide
Design Master Pages and CSS
Design Site Templates
Implement Controlled Vocabulary and Taxonomy
Configure Production Farm
Configure DR Environment
Develop Internal Training Materials (Visitor, Member, and Content Owner)
Document Governance and Content Migration Plan Migrate Intranet Content
Continuously Gather Feedback, Prioritize Suggestions for Improvements, and Provide Visibility into the Status of the Program
Train Administrators and Developers
Evaluate System for Release
Document Backup/Recovery Plan
Document Disaster Recovery Plan
Provision Sites
Build Site Collections
Search Configuration (Search Center, keywords, best bets)
Customize Sites
Deliver Internal Training
Weekly Tactical Team Meetings and Monthly Strategy Team Meetings
Implement Backup/Recovery Plan
Implement Disaster Recovery Plan
Development in Pilot Environment Configure Test and Dev Farms

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AGILE

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Iterative Improvement
Build Review
Repeat Feedback

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Sprints
Iterative
Responsive
Image courtesy of SSW
http://rules.ssw.com.au/Management/RulesToBetterScrumUsingTFS/Pages/ScrumVisualImage.aspx

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Building Momentum
Content Search
Integration Reporting

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Adoption
Make it Easy! Connect the Dots
Current Needs Future Possibilities

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QUESTIONS?
David Samoranski | @davidsamoranski | (707) 843-3082
david.samoranski@robbinsgioia.com

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THANK YOU!