Getting Started: Mapping Out Your Process
This guide walks you through mapping out your company's onboarding processes from scratch. In most cases, having a clear map of your process makes setting up workflows easier in the long term.
Ashby's People Ops module is currently available through restricted early access. The following documentation is provided for design partners participating in that program.
Overview
You can use your most recent hire as a use case. Consider their hiring and onboarding process, focusing on the teams involved in each step and anything that was delayed or missed. Also consider what a successful onboarding process looks like, and whether that can change based on department or location.
Example
Below is an example of a mapped-out process that you can then set up as steps and workflows in Ashby.
Each step follows the format: Step type: Owner: When the step should run.
After the offer is accepted
When the offer is accepted, what should happen, regardless of the employee's start date?
Send new hire intake survey: People Ops: Immediately
Kick off background check: People Ops: Within 1 day of offer being accepted
Order laptop: IT: Within 2 days of offer being accepted
Before start date
What needs to be ready by the employee's start date?
Laptop delivered: IT: 3 days before
Accounts provisioned: IT: 2 days before
Manager sends welcome note: Hiring Manager: 2 days before
On/after start date
What should happen on the employee's first day and beyond?
I-9 verification: People Ops: Day 1
Manager 1:1: Hiring Manager: Day 1
30-day check-in survey: People Ops: Day 30
Best practices when mapping out your process
When mapping out your organization's best practices, keep the following in mind:
- Use teams or functions as owners, rather than identifying a single individual as an assignee.
- Timing can be approximate and you can set delays when configuring workflow steps.
- If the workflow can change based on department, location, employee type, or something else, map out those alternative workflows too.