10 Best Resources for Systematizing New Employee Setup

What has been the best resource you’ve used for systematizing new employee setup at your company?


The Young Entrepreneur Council (YEC) is an invite-only organization comprised of the world’s most promising young entrepreneurs. In partnership with Citi, YEC recently launched StartupCollective, a free virtual mentorship program that helps millions of entrepreneurs start and grow businesses.

1. Automated Training

We’ve helped clients set up automated training email sequences that drip out a new email to new employees every day after starting their tenure at the company. This allows training materials to be leveraged so that they are relevant to new employees but don’t take a ton of time to set up.
Patrick Conley, Automation Heroes

2. Checklists

Taking a page from my former work in HR, we created a checklist of essentials we need from every new employee: tax forms, contract, payroll details, review period, email access and reporting structure. This keeps everything clear when we’re bringing on multiple employees and ensures nothing critical is missed in the excitement of getting started.
Kelly Azevedo, She’s Got Systems

3. Observation Periods

When our sales team was growing rapidly, we needed a way to get new hires up to speed quickly. We found it helpful to have a mandatory period where new employees simply observed the cadence and rhythm of our existing sales reps to learn about the product and process. As a result, these new hires quickly developed a base to craft their own unique sales strategies off of.
Matt Ehrlichman, Porch

4. Internal Wikis

Take the time to build an internal Wiki with all the information an employee might need. Make it a living, breathing document, too. As a new employee comes on, make it his job to update the Wiki for the next person. That way, it stays updated over time.
Wade Foster, Zapier

5. Video Tutorials

Although I can show employees what to do, it’s much better to record the process and make a video out of it. If the employee has any questions in the future, he can simply refer to the video we made together. However, I’m not a fan of just pointing people to a collection of videos, and I believe it’s important to work with them in person. Spend real time with the employee to build rapport.
Andy Karuza, Brandbuddee

6. Videos and E-Books

Whenever we get a new ninja on our team, we have him watch a quirky orientation video that teaches him everything from kitchen etiquette to basic Basecamp training. We also ask the newbie to read an online marketing e-book that has been written in-house and invite them to our Ajax newbie meet-and-greet to get acquainted with fellow team members and company executives.
Joe Apfelbaum, Ajax Union

7. The Buddy System

On the first day, each new employee is matched up with a buddy who is a fellow team member in the same department. The buddy helps the new employee for the first two weeks and serves as a great resource for answering questions, training and integrating the new employee into the company culture.
Ted Murphy, IZEA

8. Lessonly

The team training industry has been ripe for disruption for decades. One startup quietly made waves by changing the old model of employee manuals and training videos.Lessonly is software that helps integrate new employees with interactive lessons branded with company values. It allows you to test your new team members and continue their education.
Matt Hunckler, Verge

9. Vision Documents

Define your company’s values and stick to them. Consider creating a vision document, and let your existing employees help define these. The values could be anything from innovation to integrity, but how the company is living them out on a daily basis should be clearly defined. As new employees are hired, spend the first days educating them on this vision and how they can contribute to it.
Adam Root, Hiplogiq

10. Learn From the Learner

We pair new hires with the most recent hire in that team. Who better to teach what was valuable than someone who just learned it themselves? We strongly believe in new hires having full visibility into all of the company so they meet with one person from each team in their first month, Last, we keep an Asana checklist of tasks, easily replicated each time, to prep for each new addition.
Shradha Agarwal, ContextMedia

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Young Entrepreneur Council (YEC) is an invite-only organization comprised of the world’s most successful young entrepreneurs. YEC members represent nearly every industry, generate billions of dollars in revenue each year, and have created tens of thousands of jobs. Learn more at yec.co.

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