Streamlining Onboarding Communication for New Teams

Every company is different. Every team is different. Every leader is different. Every team member is different. So...leaders, when you bring a new person on to your team, do yourself, the new hire, and existing team members a favor and have everyone , (including yourself), create and share a "How to Work Best With Me" document or email. Having been a people leader several times, I have done this every time a new person joined the team. And it is so important. Let's break down the key elements for both existing team members and new hires to include in their "How to work best with me" comms. For existing team members: 1. Communication preferences: - Preferred communication channels (e.g., email, Slack, in-person) - Best times for meetings or quick chats - How they like to receive feedback 2. Work style: - Whether they prefer collaborative or independent work - Their approach to problem-solving (e.g., analytical, creative) - How they handle deadlines and pressure 3. Strengths and expertise: - Areas where they excel and can offer support to others - Specific skills or knowledge they're willing to share 4. Growth areas: - Skills they're currently developing - Areas where they appreciate extra support or patience 5. Personal quirks or habits: - Any particular work habits that others should be aware of - How they tend to react under stress 6. Project management: - How they like to organize tasks and track progress - Their preferred level of autonomy vs. guidance 7. Decision-making style: - How they approach making choices (e.g., data-driven, intuitive) - Their comfort level with risk For new hires: 1. Previous work experience: - Brief overview of their background and how it relates to the current role - Any significant differences between their previous and current work environments 2. Learning style: - How they best absorb new information (e.g., visual, hands-on, reading) - Their preferred onboarding pace 3. Initial goals: - What they hope to achieve in their first few months - Areas where they'd like to contribute or learn quickly 4. Support needs: - Types of resources or guidance they find most helpful when starting a new role - Any concerns or uncertainties about the new position 5. Cultural adaptation: - Any cultural differences they're navigating - How the team can help them integrate smoothly 6. Motivations: - What drew them to this role or company - What keeps them engaged and excited about work 7. Potential challenges: - Any anticipated difficulties in adjusting to the new role - How colleagues can best support them during the transition By including this information, leaders, existing team members, and new hires can foster better understanding, collaboration, and integration within the team. Also, these documents should be living documents, updated as people grow and change in their roles. #Leadership #Teams

Coinbase had the best onboarding process I have ever experienced. Unfortunately, in most legal teams, onboarding is treated like an afterthought. Some docs on a shared drive, a few meetings, and then you’re on your own. No wonder most new hires spend their first quarter (or more!) just figuring out which processes to follow, where to find the right templates and the right people to ask questions. That’s why Coinbase’s process stuck with me. In a remote first company, they managed to bring newcomers up to speed in 2 weeks. → Videos that explained the different functions in the company → A list of critical Slack channels that introduced people to ongoing projects → Quizzes to reinforce what you learned → 1:1 intros with relevant folks so you knew who to go to for what So here’s a tactical list for Legal Ops teams building onboarding programs: 1. Share org charts and key tools. 2. Assign a legal team buddy to answer questions informally. 3. Record a Loom video explaining where to find SOPs, playbooks, and templates. 4. Host intro calls with key cross functional partners (Sales, Finance, Procurement etc). 5. Set up learning modules explaining internal processes. 6. Add new hires to relevant Slack channels and explain their purpose. 7. Schedule recurring 1:1s in the first month for feedback and support. 8. Use quizzes or checklists to make learning fun and track progress. Shout out to L.J. Brock and Emilie Choi at Coinbase - yours is one of the best onboarding processes I’ve seen. Would love for legal teams to learn from it too. What’s one thing that has helped with onboarding in your legal team? #LegalOps #LegalLeadership #Onboarding #LegalTech #ScalingLegal

A good onboarding plan conveys: People - Who do you need to know Personalities - How to collaborate well Process - How to do stuff Policies - What the rules are Politics - What the unwritten rules are Think about format. How should you best convey this information? How should it be referenced or reinforced? Self-paced resources? One-on-one convos? Group trainings? A combo? It's going to be different based on the role, what you need them to know, and when. And WHEN. What information must be conveyed immediately vs later? If later, how do you ensure "later" doesn't become "never?" When I was still leading teams, my go-to onboarding template was: 1️⃣ Pre-scheduling 1:1s with key stakeholders in the role, prioritized and spread out over the first 14-30 days. No agendas, just get to know you's. 2️⃣ Pre-scheduling 1:1 role-related chats with process/policy/outcome stakeholders. These stakeholders were strongly requested (required, if poss) to create a 1-2 guide for the new hire to have as a reference. The new hire was expected to read the reference BEFORE the meeting and come with questions. It's meant to be more of a conversation than a training. 3️⃣ Creating (if needed) a role wiki that tracks with the JD, naming stakeholders and linking to recommended tools/docs 4️⃣ Making sure the team has updated their "User Manuals," documents that explain their roles, a bit about their personalities, and working style. These manuals include the sections "When I'm At My Best" and "When I'm At My Worst" so preferences and quirks are explicit, instead of discovered slowly by accident. 5️⃣ Scheduling 2x weekly hour-long 1:1s for the first month, staggering down in frequency and duration as needed into the appropriate cadence for their role and growth trajectory. Sounds like a lot, but it's worth it to make sure you get the best out of someone. So many downstream problems and costs can be avoided with decent onboarding, and it doesn't have to be high-tech.

Stop “welcoming” new hires. Give them a win in 30 days instead. When I first hired 8 years back, I thought the best onboarding was all about making new hires feel at home. I was wrong. New hires actually struggle with: → Understanding the business and their role. → Aligning with company culture and expectations. → Getting that first “win” to build momentum. → Building relationships with colleagues. I’ve now completely changed our onboarding process. The only goal is to get new hires to their “first win” fast. Instead of generic training, we work backward from their first big achievement. Here’s the framework: Step 1: Define the “first win” (within 30 days) Every new hire gets a specific, meaningful milestone. 1. It should be important enough that not doing it has a business impact. 2. Something that pushes them but is achievable with team collaboration. 3. It should give them real insight into how we operate. Our new Demand Gen Marketer’s first win was securing Market Development Funds (MDF) from a partner. To do this, they had to: - Work with our internal team. - Engage with a partner manager. - Propose a campaign relevant to both companies. This wasn’t just a task (it was a meaningful contribution). Step 2: Provide context (without overloading them) Most onboarding programs drown new hires in endless presentations. We limit training to what they need for their first win. 1. A 45-minute deep dive on the company’s journey, priorities, and challenges. 2. Targeted learning on only what’s relevant for their milestone. 3. Hands-on guidance instead of passive training. For the Demand Gen hire, we focused on: - Who the partner manager was and their priorities. - How the partnership worked. - What MDF campaigns typically get approved. Step 3: Align them with our work culture Culture isn't learned in a handbook. It’s experienced. Every new hire is paired with a mentor to guide them through: → Quality Standards → What "good" looks like in our company. → Processes & Tools → How we work and collaborate. → Feedback Loops → How we review, iterate, and improve. The result? New hires achieve something meaningful within their first month. They feel pride, momentum, and confidence (not just onboarding fatigue). Great onboarding isn’t about information. It’s about impact. 💡 How do you set up new hires for success?

Organizations spend a lot of time recruiting new candidates – and not a lot of planning each aspect of onboarding. In the Navy, I learned that the first 72 hours for a new Sailor at a new command is crucial to their long-term success for their duration at the unit. If the first crew member they encounter in that window is an expert who has a positive perspective and can show them the ropes, they tend to thrive. If the first crew member they encounter isn’t a strong Sailor, odds are that the new check will follow in their footsteps and fail to achieve a high level of capability aboard. Those of us in the Navy are well-versed in this trend. On ships, it’s known as the “First 72.” As Hunt A Killer surpassed 100 full-time employees, I noticed a similar pattern. If we could make sure a new hire had a dialed-in, clear onboarding process in roughly their first 8 hours, they’d most likely be a stellar teammate. This onboarding process included: ✅ The assignment of a dedicated Teammate Advocate ✅ A sit down with their hiring manager that included a 90-day plan ✅ Meeting with HR and IT to get their systems set up ✅ A walkthrough of benefits and pay, with time to have questions answered  ✅ Scheduling a meeting with me within their first week 🔍 (I'll go more in-depth on each of these steps in a future post - stay tuned!) The “First 8” became routine for us; every moment of onboarding was scripted. We took this process just as seriously as recruiting and retaining. Tricia Butler, SPHR, SHRM - SCP shepherded new hires through a comprehensive experience that instilled confidence, answered their questions, and immediately made them feel like part of the team. This attention to onboarding practices is some of the best business advice I can give. It made a world of difference when I implemented it with my own team. Don’t leave new employees hanging. Show them how it’s done and they’ll go on to shine - no matter how stormy the seas might get!