New Employee Onboarding and Ever boarding workflow in Smart Sheet

Holly Coble

I wanted to share that our higher education division (3 units) needed a global system for onboarding and ever boarding so I created a system containing a task list, 3 dashboards (one for the supervisor, one for the employee, and one for systems), a short new employee form, along with automation and alerts for 3 time frames (pre-arrival, 1st day/1st week, 1st month/3 months). It has completely transformed our onboarding workflow. We use it for internal position promotions as well. We will eventually develop an offboarding system. We were selected to be panelists at a summit event this week at our university and received a lot of interest in it. Very exciting!

Cathy Salscheider

That sounds wonderful, Holly. I just started working with one of our managers who handles the nursing float pool (I work at Overlake Hospital in Bellevue, WA). She is trying to find a better way to managing hiring and tracking of traveler and contingency staff. I see this as mostly onboarding and related activities.

What you are doing sounds probably more robust than what I was thinking. But I also thought that whatever solution I come up with could be templated for onboarding for the rest of the organization. I 'd be interesting in finding out more and what key lessons you learned. Thanks!

Holly Coble

Hi,

I did create a template workspace that can be shared if you email me at hollyc@uoregon.edu. Key lessons include drafting the list of global tasks from the organization first and building the system backward (back to front), so gathering the data that is needed on the output end, creating the fields to obtain the data, and then testing it front to back to vet out the gaps. I also created several flow charts for workflow dynamics and items to build on to it later. I have found that once you build the system foundation for it in SS, then more items that are likely duplicated elsewhere start to get pulled together and centralized along the way (staff lists, etc.). Also, by clarifying who does what on the main task list, we don't have 3 people duplicating different parts of one task, the expectations are clear, and then the automation is customized and targeted to those who cover task 1 (aka obtain office keys).