Most projects that last more than a few months will involve onboarding new team members as you move into a new phase of the project. Part of your role as the project manager is to ensure that new team members acclimate to the project as quickly and as smoothly as possible.
That won’t happen without planning for their arrival in advance. Here are several tips for how to get new team members onboard and into a productive mode ASAP:
Tip No. 1: Create a project history presentation
New team members need to know the basics of the project. To help them quickly get up to speed and to prevent yourself from having to repeat the same message over and over, create a short presentation that covers the basics.
Include the following:
- Overview of the project’s history including a high-level timeline
- Project mission/purpose
- Project scope
- Team structure
- Project timeline and milestone dates
- Link to the project charter
- Most recent project dashboard
When someone joins the team, have him/her read this document first.
Tip No. 2: Provide a team roster
New team members will need to get to know the rest of the team quickly. They’ll need help knowing which team member to go to for specific questions or assistance.
A team roster including names, project roles, email addresses, and other contact information will help new team members quickly understand who to go to for what.
Tip No. 3: Streamline the setup process
Every company has a different process for obtaining a security badge, procuring a workstation complete with phone and computer, getting network access, and more. Learn your company’s process and gather the needed information from incoming team members before they even arrive for their first day of work.
This way, you can submit the required forms and hopefully have your new team member already set up by the time he/she arrives. You need this person to be a productive member of the team as soon as possible. Waiting on paperwork processing will definitely hold up productivity.
Tip No. 4: Introduce the battle rhythm
Efficient project teams get into a regular routine early on in the life of the project. This includes daily or weekly meetings, when to provide task status updates, and more. New team members will need to know what to expect (and what you expect from them) each day, week, and month. Create a simple list of this daily, weekly, and monthly rhythm and provide this to new team members.
Joining a project that’s already underway is somewhat like jumping onto a moving train. You’re desperately trying to catch up and hoping you don’t get run over in the process.
Make this initial onboarding effort easier to manage with a few simple steps. Your team (current and new members) will appreciate the help and you’ll get a more productive team in return.
