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welcome back to Callahan’s corner where
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you ask the questions and some live
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right here on Facebook had a great
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question submitted actually pure
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coincidence over the weekend uh person
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submitted one of the Facebook groups
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here and wanted to know about a new
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employee onboarding and how to actually
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automate and make sure what should
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happen uh can happen seamlessly for a
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great first appearance or impression uh
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for your new hires in your service
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business or really any business for that
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matter so after automating and
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um running two seven-figure businesses
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and about to uh break the seven figure
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Mark any third business here I thought
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I’d kind of lift the hood and actually
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talk about how do we actually go on and
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create a new hiring and onboarding
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process that holds uh the business owner
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accountable to what they should be doing
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and everybody else in the organization
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and hopefully uh alleviate the business
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owner from having to do any of these
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manual tasks
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um so delegation and allow to leverage a
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software program to make sure what
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should happen happens each and every
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time and if it doesn’t it pulls the
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business manager owner to manage that so
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what I’m going to do in similar fashion
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that we do with Callahan’s corner here
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is I’m going to actually go in and open
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up the screen and show you what this
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looks like so
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what we’ve got here in the screen here
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quickly is all the simple growth
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onboarding process so we’re going to go
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in and send the job offer letter uh
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employee confidential agreement
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non-compete or non-solicit employee
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handbook Gmail access payroll Google
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meet for in first invite of training
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core values in timesheet so these are
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the emails that need to be sent and then
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we’ve gone in to find the sent access to
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our training courses and a bunch of the
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products that we use such as Monday
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slack keep ring central service
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autopilot a few other ones uh and then
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the final part here at the bottom as I
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scroll down is our technology needed
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such as laptop monitor headset and other
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uh things that may be needed based on
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the position so what we’ve done is
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clearly defined an onboarding checklist
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process uh this is a manual process
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originally that can be taken care of and
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then
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what we can do is go in and build an
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automated system around it so what we’ve
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done is done this in a product called
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keep used to be Infusionsoft
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um very similar same thing can be done
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in other products such as service
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autopilot but the idea here is that on
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the inside of our automation campaign if
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you’ve never seen this it goes from left
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to right versus from left to right and
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up and down in service autopilot but
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what we’ve got is our new hire
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information here and this is actually a
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web-based form
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it can be filled out by the onboarding
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or hiring person at the company we’ve
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got basic information hourly payer
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salary what the responsibilities would
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include their new hire date and uh to
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process the job offer starts for email
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and then once they’re accepted we can
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manually override this
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um if the process was a little bit
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different based on the situation but
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basically once you fill this in
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um everything that needs to happen
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automatically triggers from this form
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and it creates an automated process so
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once we’ve sent the job offer and
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they’ve accepted it there’s a series of
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things that need to happen
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um and as I back out into this
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automation this is kind of what happens
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here so it’s going to apply a tag or
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several different tags and what we’ve
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got here is the external job offer so
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all pre-templated ready to rock and roll
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you fill out that form this thing
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pre-templates in uh the company
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obviously comes off first impressions
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great
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and it happens in a timely manner so uh
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the individual or individuals actually
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we just hired over the weekend since
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Thursday through uh this week and it’s
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simple growth
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um this was the process basically hit
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here so basically this pre-templeted
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email comes in with the job offer they
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can click here to approve and here is
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the actual job offer so all these custom
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fields or variables are filled in from
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the onboarding form
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um and we go in and actually break down
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compensation benefits employment at will
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and all the other information here in
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addition tied into it is the employee
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secrecy confidentially non-solicitation
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um here
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so once again all the things that a lot
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of times in our service businesses we
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forget to do in the spring or fall when
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we’re hiring and trying to just get the
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work done
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um all this is now systematic it’s
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automated and it’s going to be insured
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to happen so all this information now is
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in here so once that job offer and
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non-solicitation document is taken care
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of by the applicant they’ve now
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basically become an employee so we’re
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now able to uh want to accept or sign a
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tags applied and now we have an internal
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email that actually is basically hooked
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into a web hook into our Monday project
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management board and now uh that project
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management board is going to set some
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things into play to get this individual
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invited into the different softwares we
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have and
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um get the technology from our
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technology department lined up so once
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we’re back in this
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um
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automation here
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this is an internal email that’s sent to
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our HR and payroll person that literally
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says hey this person has accepted it and
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we’re going to give uh Tammy who’s ahead
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of our payroll in HR the ability to have
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quick links to any of the documents they
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may need
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um
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here’s our new hire package
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the
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i9w4
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it2104 and direct deposits now now we’ve
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got this it’s gone internally we’ve
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allowed Tama to know this is it here’s
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some quick links to the documents if we
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haven’t hired somebody in a while so she
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has it and she has a new higher package
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so that’s going to our internal person
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as well as linked to a Monday board
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based on an email that can actually pump
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this data into our project management
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board uh internally as well we’ve
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created a task on Monday to order the
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technology create the accounts and a
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product we call use LastPass so this is
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our internal email to order setup and
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handoff Technology
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um in here for the two different people
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that need to track that so that is all
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now automated and then the final part is
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our external email to send to the new
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hire so one of the biggest issues we see
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uh in my business in the early days and
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other businesses we work with is that
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the collection of payroll documents and
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tax uh things for the end of the year or
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subcontractors 1099s
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um
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the W9 or W4 that’s where it gets kind
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of a little wishy-washy so what we’ve
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done is created a process where a very
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similar email goes out to our new hire
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now that happens automatically and it
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will get them the information they need
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um in that same email here uh what I’ve
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done a little bit different than the
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internal emails I’ve actually included a
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welcome video of myself as the business
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owner I’ll welcome them in there in the
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information they need
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and let him know hey you need an I9 a W4
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it2104 an interact deposit
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um and here is the direct links to the
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state links when you click in here uh
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the actual URL link is actually in there
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or the attachment for them to download
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so that is a great way to go in and
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automate your new employee onboarding
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and then it waits another day here so
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the two individuals today that just came
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on board uh Tuesday or Wednesday
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depending on their higher dates
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um we’ll actually go in and get a copy
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of our core values and what we stand for
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and how we operate so once again we’re
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not only onboarding them and welcoming
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them but we’re starting to indoctrinate
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them to our core values which we hire
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fire and train to
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so great way if you’re in the Civil
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growth masterminds group and you’re
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looking at how do we use these core
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values how do we go in and acclimate
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people to it uh let’s start to
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indoctrinate them to that core values
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that we hire train and fire to right off
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the bat so a lot of people are wondering
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how do we do that this is how we do it
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the second part of going in and not only
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filling out a form to get the job offer
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the non-compete the internal task for
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the technology and all the things that
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need to happen on the internal team and
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the uh external emails for the new hire
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to get that done but the final thing is
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how do we go out and start to train
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these folks if we don’t have the
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bandwidth to train them one-on-one right
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out the gate and how do we track it so
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what we’ve done is gone into the simple
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growth Learning Hub here
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um and this is our test tester I just
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pulled this up uh but right off the bat
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the gentleman that just started today is
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going in and he’s learning our office
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systems for service autopilot workflow
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our sales process how do you slack
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manychat RingCentral Monday G Suite
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these are all the products we’re using
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how we utilize YouTube Infusionsoft go
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to meeting and our essay setup in Deep
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dive training and our product offering
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so basically I can go in and see the
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progress or somebody on the team can and
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this is their now they’re probably the
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first two to three weeks worth of
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automated video training that goes on
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with the one on one so you probably
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wondering Mike what does this look like
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on the inside so this is actually the
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inside of our service autopilot workflow
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training internal training uh if you’re
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a simple growth client and you’ve done
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an essay set up or deep dive you
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actually probably have seen a version of
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this but this is how we train our team
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and actually train our clients so we are
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going in and standardizing training from
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lead acquisition all the way through
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billing and fulfillment
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so we’ve got an overview video how to
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use the course
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here and if they’ve never used the
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process this is how they’ll actually go
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in and use the actual online learning
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course or training and then the final
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most important part is our overview of
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service autopilot if this is what we’re
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training
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and that’s going to go through and give
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a 30 minute overview of lead acquisition
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all the way to billing and how we
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systematically set the system up train
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and support it through our help team and
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then the final part is we break down
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each one of these little areas into its
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own one or two minute video here
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across the left here complete with
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testing
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um so there’s six questions based on the
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six videos you have to get them correct
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to go on to the next unit and what we’ve
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done is standardized our training for
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our internal team as well as our clients
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to be able to go in and systematically
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use the software all the same way be
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able to support it and standardize it so
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if you’re looking at how to automate
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your onboarding process you’re going to
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want to go quick review to a form that
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is going to capture all the clients or
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all the applicants information for the
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job offer and the non-solicit a few
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manual overrides and then we’re going to
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do is drive that process based on some
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tags signatures or clicks to the offer
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once it’s accepted
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um internal processes that the person
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has accepted and to get all the
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information we need set up uh to a task
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to order the technology create accounts
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and finally a document and email to go
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out to the actual applicant of their
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final part of the onboarding before we
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actually do some one-on-one for their
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tax documents and other information they
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need here and these are going to include
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a welcome video and a clickable button
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to download or go to the state provided
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link and the direct deposit forms
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and finally we follow up with some core
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values uh 24 hours later to start
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reinforcing what we hire train and fire
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to so uh this is the workflow that we
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have set up for a lot of our clients as
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well as our internal process so I want
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to give a little knowledge or lift under
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the hood of how we actually go on and
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create a job offer a non-solicit
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non-compete tax document onboarding how
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do we indoctrinate them to the core
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values of our company and then how do we
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actually delegate the onboarding to a
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Monday board where we handle the
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Fulfillment of Technology
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and all the other information that we
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need to be uh basically put in place for
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successful onboarding so Callahan’s
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corner you ask the questions we answer
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them live right here on Facebook Greek
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questions submitted of how do you tackle
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employee onboarding especially in the
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busy season