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When you have somebody new join your team, one of the things you usually need to take care of is to show that person around telling how everything works. The better job you do as a manager during onboarding, better the chances are that a new hire will acquire all the needed knowledge and skills to reach great job performance in a short time. So it pays off to invest into making your onboarding process well-organized, engaging and comprehensive.
Keep reading to learn about three ways to do it using Confluence.
You can create a separate space for onboarding, where each job will have a subset of pages with all the information people need to get familiar with about their new job and processes in the company.
Preparing the content, organize it in an efficient way.
Good structure. Have a well-thought block of pages for each job. With a landing page that outlines the introduction, instructions and contents; and child pages, each covering different aspects and topics.
One chunk of information per page. Divide the information into digestible bites with readable and visual content. Easy access. Place links to onboarding landing pages on a space home page to make it easier for people to find where to go.
Reuse what you have. Most likely your Confluence site already has a lot of assets that can be used for onboarding – pages describing some of your processes, workflows, best practices, FAQs, etc. You can either copy that content or use Include Page and Excerpt Include macros to display it on your onboarding pages.
When a new member joins your team, you can direct them to this space. The employees will orient themselves and study the provided content at their pace.
However, there are no progress tracking and notifications upon completion. So managers will not be able to see where each person is in their onboarding path and will have no report to come back to later (to browse a list of users who took onboarding and when). This option presents a challenge for those going through onboarding as well. They will have to remember where they left off the previous time and find their way to the needed spot each time they want to proceed with onboarding.
This option builds upon the previous one. In addition to the creation of onboarding content for each job position, you can use checklists for employees to mark onboarding steps when done with them.
An onboarding checklist is basically a set of links to the pages from the relevant onboarding block and checkboxes that a user will be marking when a page is read. You can make a custom checklist for each job. And when someone needs to have their onboarding, you just make a copy of a blank checklist and share it with the person.
Tips for this option:
If you use Page properties macro, you can have better visibility for managers and HR specialists. They will be able to create a report using Page Properties Report macro and see a list of all onboarding participants with their status and dates of onboarding.
While this option provides transparency for those who need to track and monitor onboarding, it's not quite reliable. Participants may fail to log their progress and update the checklist in time, which results in missing or inaccurate data in reports.
New employees may benefit from working with onboarding checklists compared to using the 'Onboarding' Space option. Checklists give them a better overview of onboarding and make it easier to resume the process from the right place after a pause. However, filling checklists require manual work, which is not always convenient and suitable. Especially for users who are new to Confluence.
This solution requires using an app – izi LMS for Confluence (formerly known as Courses and Quizzes - LMS for Confluence), which lets you create courses and quizzes (tests). This product is developed by the company I work for - StiltSoft. What this option looks like:
Just like with the previous two options, here you can also reuse the existing content – it is possible to include pages that you already have in a course. Course reports give an overview and traceability needed for managers. Employees don't need to invest extra efforts into navigating between pages, informing a manager about their progress, and updating checklists. All this is done automatically and leaves new hires with an easy-to-follow and intuitive onboarding process.
You can try any of the options if you are creating or reorganizing your onboarding process. Each of them has its benefits and can be customized or elaborated. Hopefully, this article will be a good starting point for those launching their onboarding process and will give some fresh ideas for folks who are looking to improve their current process or try something new.