New and Exiting Team Members

It seems quite a few of our clients are bringing new team members on board. We are helping with the setup of these new employees, both for the office and the field. This includes setting up their email, access to SharePoint folders, Power BI reports for Project Managers, and a login to critical software such as Sage 100 Contractor.

For several of our clients, we put together a technology-specific checklist for that company. It has the standard items, but also things that are unique to that business, specifically. This might include a special email signature, what type of computer and software will be needed based on the role, a company-issued cell phone with Mobile Device Management, and other items. By taking the time to create the checklist, it becomes a great tool for our clients to be sure they’ve considered and requested all that is needed, and for our techs so we can make sure everything is ready for their first day.

Taking that another step farther, for clients who have Microsoft Premium level licenses, there’s an opportunity to configure Intune which standardizes the laptop/desktop configuration, saving time and ensuring all the steps have been completed. There’s a little investment in setting this up, but it more than pays for itself by reducing the time to roll out new equipment and/or to repurpose existing computers. Many clients put a lot of time and thought into their onboarding process. At a minimum, it shows your new person that you are invested in their success, having everything ready for them to hit the ground running. At the next level, after you’ve found that perfect candidate, you’re anxious for them to dig in and contribute. Having these checklists ensures uniformity across the team, a chance to think through all the ‘typical’ items to help them start contributing right away.

We’ve also had several clients with long time team members who are retiring. In some cases, an employee is moving on to a different state or a different opportunity; or maybe they’re just not a fit and you’re releasing them back to the workforce. This is also a good time to have a checklist, and we’d like to make some suggestions!

When it’s a planned departure, letting us know ahead of time so we are ready to make changes when you need them is very important, especially as it relates to security, a safeguard for you and for them. Knowing whether this is an amicable separation or a potentially difficult departure would also be helpful. Other things to consider are whether they have a company-owned computer or a personal one; a company-owned or personal cell phone; which software programs need to have their user account deactivated; who will need access to their email account; any final time entries or receipts that may be needed.

You may need more than one list for each event—onboarding and departures. Or perhaps the IT section is a portion of a more comprehensive list which might include issuing office keys, truck assignment, new hire forms, company credit cards, employee handbooks, scheduling training, or desk assignments. Departure lists would include collecting these items and perhaps an exit interview.

As you continue to build the business, you may also need to consider if the growing size of your team pushes you to a new reporting threshold. Different states require electronic filing of various reports for employers over a certain number of employees. Affordable Care Act (ACA) reporting is also dependent on the size of the team. Participating in industry-specific groups or a peer group along with regular communication with your professional service partners are some great ways to stay on top of these new requirements. –CMW