Bringing in new recruits is a great way to get new ideas and outside knowledge into your team. However, as most procurement functions work in different ways, it can be challenging to get a new team member up to speed with how you do business quickly.
There are a number of ways to onboard new recruits, some which can be helped along with technology. Here are five tips which will speed things up.
Produce a checklist to manage your onboarding process on a shared document such as an Excel or Google Sheet and share with all relevant parties. The overall process should be managed by the newest recruit to the team who will have a good view on what needs to be understood and can plug any gaps, ensuring the process is continuously improved.
Give Subject Matter Experts responsibility for covering their area of expertise and list timescales and dates for completing onboarding such as first day, week or month. When complete, mark as complete and review on a daily basis for the first week or two and at regular 121s after that.
Part of the checklist should clearly be the stakeholders to meet, legal, finance, business, team mates – try and think of everyone who may be worked with on a regular basis. Having a set of questions to help these sessions and sharing briefing notes from previous onboarding can help to cover off some of the more practical points so the sessions can move to building relationships – the main objective.
Using a step-by-step process guide, like in Acada’s Projectview software, is a great way to make sure that every project has a clear path to completion, suggesting best practice and templates to support a user on the way
Your procurement process will be something that is fairly unique to your organisation – it will take a few projects to understand the right approach, who needs to be engaged and at which point. It can help to have a buddy to work alongside for the first project, but it’s difficult to commit resources to much more than this.
Using a step-by-step process guide, like in Acada’s Projectview software, is a great way to make sure that every project has a clear path to completion, suggesting best practice and templates to support a user on the way. This also helps to review what was done on a particular project and offer support and guidance. This can also be useful to also existing users who may have forgotten steps or not be completing them in the optimal order.
Listen and learn
Setting a clear goals for the onboarding process and what you want your new recruit to achieve is vital – and likely to be part of your HR processes. What can be just as important for the rest of the team is to learn from the new recruit – what changes are they seeing in the market, lessons from other organisations they have worked at, others in complementary positions elsewhere they can introduce your team to. Spreading knowledge and growing networks is a great side benefit of new recruits. Book a slot at your team meeting to talk through this within a few weeks of arrival.
Rinse and repeat
A session for the new recruit to review how the onboarding went and whether there are any changes to make will ensure that the next recruit gets an improved onboarding experience and is able to deliver more quickly to your team.
Hope this helps you to save time with your onboarding and get the best out of your team more quickly. If you’d like to see how Projectview can help get your team working more consistently and efficiently, please drop me a line at firstname.lastname@example.org – similarly, if you’ve any thoughts or would like any templates to help with this please get in touch.