{"id":10668,"date":"2022-02-10T14:13:30","date_gmt":"2022-02-10T14:13:30","guid":{"rendered":"https:\/\/ee.yelkdev.site\/?p=10668"},"modified":"2024-03-28T13:47:02","modified_gmt":"2024-03-28T13:47:02","slug":"7-onboarding-tips-to-accelerate-productivity","status":"publish","type":"post","link":"https:\/\/www.equalexperts.com\/blog\/our-thinking\/7-onboarding-tips-to-accelerate-productivity\/","title":{"rendered":"7 onboarding tips to accelerate productivity"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">At Equal Experts, we often work with organisations that want to increase delivery throughput but find that joiners and movers\u2019 productivity is delayed while they settle into their new roles. We refer to that delay as the onboarding time. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Reducing onboarding time across your organisation is key to increasing delivery throughput, especially when scaling. Follow these <\/span><b>onboarding tips<\/b><span style=\"font-weight: 400;\"> to get new starters up and running fast.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We\u2019ve identified seven practices across the <\/span><a href=\"https:\/\/www.equalexperts.com\/our-people\/our-network\/\"><span style=\"font-weight: 400;\">Equal Experts network<\/span><\/a><span style=\"font-weight: 400;\"> that can be applied to new starters, whether they\u2019re joining, or moving inside an organisation, to successfully reduce onboarding time:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Set them up for success<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Focus on the people<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Work together<\/span><\/li>\n<li>Create and keep documentation up to date<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\">Communicate team structure, domain boundaries, and technical architecture<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\">Provide quality self-service tooling and processes<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Establish a Bring Your Own Devices policy<\/span><\/li>\n<\/ol>\n<p><strong>Read more about each of these onboarding tips below.<\/strong><\/p>\n<h2><strong>Set them up for success.<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">Teams must invest time and effort in designing and evolving an onboarding process that provides the information, tools, and processes new staff will need to know.<\/span><\/p>\n<p><b>Steps to take:<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><i><span style=\"font-weight: 400;\">Setup access and devices beforehand.<\/span><\/i><span style=\"font-weight: 400;\"> Be proactive on service, device, or tooling access to smooth out delays during and after onboarding.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><i><span style=\"font-weight: 400;\">Proactively remove bottlenecks in the onboarding process.<\/span><\/i><span style=\"font-weight: 400;\"> Make each team responsible for onboarding their team members to enable the organisation to horizontally scale.<\/span><\/li>\n<li aria-level=\"1\"><i><span style=\"font-weight: 400;\">Book in a post-onboarding follow-up.<\/span><\/i><span style=\"font-weight: 400;\"> Continually evolve the onboarding process based on feedback. Gather data via a short survey and then have a conversation with new starters.\u00a0<\/span><\/li>\n<\/ul>\n<h2>Focus on the people.<\/h2>\n<p><span style=\"font-weight: 400;\">Make it as easy as possible for people to join a new team. Ensure they have access to historical decisions and tribal knowledge, so they can conquer the contextual learning curve as quickly as possible. Connect people with teams where their domain knowledge and tools experience will be most relevant. People moving inside the organisation will bring the organisation\u2019s principles, practices, and culture to teams with new people.\u00a0<\/span><\/p>\n<p><b>Consider the following:<\/b><\/p>\n<ul>\n<li><i><span style=\"font-weight: 400;\">Reserve capacity in the team for onboarding people<\/span><\/i><span style=\"font-weight: 400;\">. Actively reduce the current work-in-progress for a team, or wait until there is less work-in-progress before adding a new team member.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><i><span style=\"font-weight: 400;\">Bring in experienced people<\/span><\/i><span style=\"font-weight: 400;\">. Seek people with experience in the domain, in the tools the team uses, and with knowledge of the culture, principles, and practices.\u00a0<\/span><\/li>\n<li><i><span style=\"font-weight: 400;\">Retain people within your organisation.<\/span><\/i><span style=\"font-weight: 400;\"> Rotating people between teams can be an effective way to keep people interested and retain tribal knowledge.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><i><span style=\"font-weight: 400;\">Create an environment and forums to welcome new people.<\/span><\/i><span style=\"font-weight: 400;\"> Create spaces, events, and communities that encourage connections to form between existing and new members of the organisation. Ensure they don\u2019t feel like a cog in a machine.<\/span><\/li>\n<\/ul>\n<h2>Work together<\/h2>\n<p><span style=\"font-weight: 400;\">Increase the rate of knowledge transfer and the number of connections formed within the organisation for new starters. Continuously remind them of organisational principles, practices, and culture so that these build into working practices quickly.<\/span><\/p>\n<p><b>Use these strategies:<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><i><span style=\"font-weight: 400;\">Use pairing or mob programming practices. <\/span><\/i><span style=\"font-weight: 400;\">This will increase confidence in delivering quality and enable continuous high-quality knowledge transfer.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><i><span style=\"font-weight: 400;\">Buddy up new starters with veteran team members. <\/span><\/i><span style=\"font-weight: 400;\">Kick-start their connections within the organisation, and reduce the time it takes for new starters to discover information by ensuring they have someone in the team they can turn to.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><i><span style=\"font-weight: 400;\">Rotate responsibility of onboarding new starters.<\/span><\/i><span style=\"font-weight: 400;\"> Constantly rotate to the newest person capable of providing an onboarding experience for new starters. Ensure key-person dependencies don\u2019t build up within a team.<\/span><\/li>\n<\/ul>\n<h2>Create and keep documentation up to date.<\/h2>\n<p><span style=\"font-weight: 400;\">Create documents split by onboarding basics, team, domain, and work-tracking documentation. Each type will be consumed during the onboarding process. New starters can help validate and update documentation accuracy, but documentation must be kept updated as part of the team\u2019s ways of working, otherwise its value drops significantly. Avoid letting <\/span><a href=\"https:\/\/en.wikipedia.org\/wiki\/Tribal_knowledge\"><span style=\"font-weight: 400;\">tribal knowledge<\/span><\/a><span style=\"font-weight: 400;\"> accrue within people.\u00a0<\/span><\/p>\n<p><b>Focus on these four types:<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><i><span style=\"font-weight: 400;\">Onboarding basics.<\/span><\/i><span style=\"font-weight: 400;\"> Keep it short form and high-level. It acts as a signpost to other information. In the absence of other documentation, it can be a lifeline to new starters.<\/span><\/li>\n<li><i><span style=\"font-weight: 400;\">Team.<\/span><\/i><span style=\"font-weight: 400;\"> This documentation describes ways of working, eg. definition or done, records of past team meetings, and retrospectives. It helps new starters understand what is expected by the team. It can include tooling documentation if other sources do not provide any.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><i><span style=\"font-weight: 400;\">Domain.<\/span><\/i><span style=\"font-weight: 400;\"> This explains the nuance of \u2018What\u2019 and \u2018Why in the organisation\u2019s product domains. This is key to helping new starters decipher complexity and domain-specific language.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><i><span style=\"font-weight: 400;\">Work Tracking. <\/span><\/i><span style=\"font-weight: 400;\">The purpose of this is primarily to track current work, rather than as an onboarding document in itself. It helps to brief new starters on current work-in-progress and upcoming work.<\/span><\/li>\n<\/ul>\n<h2>Communicate team structure, domain boundaries, and technical architecture.<\/h2>\n<p><span style=\"font-weight: 400;\">Each organisation will organise differently around sets of products, value streams, workstreams, business domains, or user experiences. Every team structure and technical architecture will be different. Help new starters know and understand why and how your organisation operates.<\/span><\/p>\n<p><b>Factors to include:<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><i><span style=\"font-weight: 400;\">Share team structure.<\/span><\/i><span style=\"font-weight: 400;\"> Define team purposes &amp; responsibilities. Clarify how the organisation has chosen to structure its responsibilities into teams and what method is used.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><i><span style=\"font-weight: 400;\">Share business domain boundaries and how they translate into team ownership.<\/span><\/i><span style=\"font-weight: 400;\"> Inform new starters which business domains specific teams are working in.\u00a0<\/span><\/li>\n<li aria-level=\"1\"><i><span style=\"font-weight: 400;\">Explain technical architecture.<\/span><\/i><span style=\"font-weight: 400;\"> Architectural choices and team structures shape each other in an organisation. Explain how the architecture complements the team structures.<\/span><\/li>\n<\/ul>\n<h2>Provide quality self-service tooling and processes.<\/h2>\n<p><span style=\"font-weight: 400;\">Reduce the onboarding time required to be productive by switching bottlenecked teams to a self-service approach. Increase delivery performance and job satisfaction, and reduce burnout by building a continuous delivery approach and principles into tooling and processes.<\/span><\/p>\n<p><b>These practices will help:<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><i><span style=\"font-weight: 400;\">Switch to trust-but-verify.<\/span><\/i><span style=\"font-weight: 400;\">\u00a0 Reduce gatekeeping of access to tooling. Create measures to validate that misuse doesn\u2019t occur.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><i><span style=\"font-weight: 400;\">Build Continuous Delivery principles into tooling and processes.<\/span><\/i><span style=\"font-weight: 400;\"> Invest in teams translating work into value as fast as possible for your organisation. Automate the path to production. Automate tests to increase confidence.<\/span><\/li>\n<li aria-level=\"1\"><i><span style=\"font-weight: 400;\">Automate setup.<\/span><\/i><span style=\"font-weight: 400;\"> Reduce friction involved in setting up services or tools locally. Standardise local environments to reduce time spent on setup.<\/span><\/li>\n<\/ul>\n<p>Discover more on how to provide quality self-service tooling and processes to members of your organisation when they\u2019re building Digital Services by reading the\u00a0<a class=\"c-link\" tabindex=\"-1\" href=\"https:\/\/playbooks.equalexperts.com\/digital-platform\" target=\"_blank\" rel=\"noopener noreferrer\" link=\"https:\/\/digital-platform.playbook.ee\/\" sk=\"tooltip_parent\" index=\"true\">Digital Platform Playbook<\/a>.<\/p>\n<h2>Establish a Bring-Your-Own-Devices policy.<\/h2>\n<p><span style=\"font-weight: 400;\">Where new starters cannot work until company devices are provisioned and delivered, this can result in a significant increase in onboarding time. Establish a Bring Your Own Devices (BYOD) policy where new starters can, if they desire, use their personal devices to facilitate faster onboarding.<\/span><\/p>\n<p><b>You can help implement a BYOD policy by:<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><i><span style=\"font-weight: 400;\">Changing Networking and Tooling.<\/span><\/i><span style=\"font-weight: 400;\"> Adopt a BeyondCorp approach. Remove reliance on corporate networks to establish trust. Enable SSO on tooling where possible.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><i><span style=\"font-weight: 400;\">Changing security policies.<\/span><\/i><span style=\"font-weight: 400;\"> Write a BYOD security policy that details requirements for personal devices. Require passwords, disk encryption, anti-malware\/virus and backup software installation on personal devices.\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Where it isn\u2019t possible to establish a BYOD policy, colocated teams should use pairing\/mobbing practices to avoid the device dependency. Distributed teams should<\/span> <span style=\"font-weight: 400;\">prioritise setting up access and devices ahead of time to minimise delays during onboarding.<\/span><\/p>\n<h2>Want more onboarding tips?<\/h2>\n<p><span style=\"font-weight: 400;\">You will find additional transferable practices in this Expert Talks Online video: <\/span><a href=\"https:\/\/www.equalexperts.com\/expert-talks\/summer-series-so-you-want-to-onboard-a-devops-practitioner\/\"><span style=\"font-weight: 400;\">\u201cSo you want to onboard a devops practitioner\u201d <\/span><\/a><span style=\"font-weight: 400;\">Watching this will help you get new starters delivering value from day one.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Every organisation has to face the challenge of getting joiners and movers up to speed. Follow these successful practices to reduce onboarding time.<\/p>\n","protected":false},"author":127,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":""},"categories":[5],"tags":[240],"location":[397],"class_list":["post-10668","post","type-post","status-publish","format-standard","hentry","category-our-thinking","tag-onboarding"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v25.9 (Yoast SEO v25.9) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>7 onboarding tips to accelerate productivity | Equal Experts<\/title>\n<meta name=\"description\" content=\"Every organisation has to face the challenge of getting joiners and movers up to speed. 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