Staff Onboarding SOP

Staff Onboarding SOP

Welcome

Welcome to SCAD Media! We are excited to have you on our team. This document will help guide you through the onboarding process. By the end of this, you should be ready to begin working on assignments.

First Day 

Your first day will probably be a lot of shadowing people, watching things happen around the office. 

Don’t worry about focusing on anything in particular, just take everything in!

First week- start here

• Hour 0
  • Receive your login credentials from Alex (day 1 or 2)
    • Your SCAD email
    • Slack
    • Basecamp
    • Lastpass
    • Toggl
    • Content
      • Trello- for Content Team
      • Meta Creator Studio
• Hour 1
  • Fill out your paperwork (provided by the Operations Manager)
    • W4 Tax Form
    • Payroll Setup Form
    • Employee Handbook
    • Confidentiality agreement
    • Employee Contact Form
    • Pre Internship Survey (for interns)
• Hour 2
  • Meet with the Operations Manager for a quick orientation (~15 min)
    • What is SCAD? What is your position? 
    • Virtual walkthrough of the “office”.
      • Nexus Portal / UFID
    • Answer any initial questions, figure out any remaining logistics.
  • Read these SOPs
    • Slack SOP (informal)- how to use Slack, our main communication text channel.
    • Toggl SOP- how to use Toggl, our “clock in, clock out” system.
• Hour 3
  • Take a break from SOPs, and shadow a full-time employee with the same role. 
    • If you are virtual, you can join via the Slack “huddle” feature. The employee can share their screen with you.
  • Send an introductory message in Slack. Tell people a little about you (What is your job title? Are you in school? If so, what are you going to school for? What are you excited to learn here? Any fun facts about yourself?)
• Hour 4
  • Read Basecamp SOP- how to use Basecamp, our Project Management tool
    • If you have never used Basecamp before, watch these tutorials. (approx. 15 min)
  • Test Basecamp
    • Use the test project to try out Basecamp’s features.
    • Your manager can share a few clients you can look through. Start absorbing the information you see and look at some of our work.
• Hour 5
  • Shadow a different full-time employee of any kind. Try to shadow someone in a different department or job title.
    • If you are virtual, you can join via the Slack “huddle” feature. The employee can share their screen with you.
• Hour 6+
  • Read these SOPs
    • Check in/Check out SOP
    • (for interns only)
      • Intern Job Duties- this is like your job description, but it may vary depending on your specific role.
        • Graphic Design Interns
        • Social Media Interns
  • Complete your first check in, and begin working!
• Day 2
  • Complete your first check in
    • Your manager can verify you have completed it correctly
  • Walk through task creation- verify understanding
    • Internal review tasks
    • How to create a new task
  • Review HR Forms and Important Company Procedures
    • Time Off Form
    • Reimbursements
    • #hr in Slack
    • Setup your Google Calendar
      • To add Alex’s Calendar, click “Subscribe to new calendar” and enter his email: ag@xscad.de
      • Add the Time Off/OOO/HR Calendar using this link
      • Add the SCAD Events Calendar using this link
  • Setup your Email Address
    • Set Up SCAD Email Signature
    • If applicable, Set Up DJD Email
  • Client Resources on BC
    • Client SOPs (located in the docs & files section in each client’s BC Project)
    • Project Roles Sheet
  • Resources in Files
    • SOPs Folder- Instructions on how SCAD uses certain tools/systems
    • How Tos Folder- Steps to complete a specific action (like a tutorial)
    • Company Library
    • Physical Library
    • Keep this handy for any questions about Accounts and Access

Onwards

At this point you should already be completing tasks and have familiarized yourself with some of the many applications / portals we use. Continue to 

• Do research on anything you aren’t familiar with
• Ask questions 
• Ask more questions
• Ask even more questions :)

Always communicate with your team when

• You need someone to walk you through something new
• You want to learn how someone does things a certain way
• You are confused about something
• You want to join an existing task/project of interest
• You have some extra free time to add more projects
• And more!

Onboarding should include

• Welcome to the Company.
• Our employee benefits and perks.
• Our company policies.
• Our department overviews.
• Our office overview.
• Our different systems.

FAQs

Q: What do I do if I do not finish a task at the end of the day?
A: Make sure the latest draft is synced in the drive and add a progress report with file paths to the relevant BC task (internal). This way, if someone needs to pick up where you left off they have all the information they need.

Q: What are file paths?
A: File paths are the shorthand we use to navigate through Drive or Dropbox to access a file we are working on. The path uses folder names to show where to find something. Example: Pomodoro > Design  > 2024 > Menus

Q: What do I do if I can’t come in for work one day?
A: If you know in advance (vacation, scheduled appointment), notify your supervisor as soon as possible. You should make sure the calendar schedule reflects this change and send a note in #hr letting your peers know you are out, usually 24-48 hr before the scheduled event.

If you do not know in advance (illness, emergency), notify your supervisor and send a brief note in #hr as soon as you know you will not make it in. If you need to take multiple days off, communicate when your planned return will be.

Q: Where do I go for my questions?
A: This is a brief overview of potential resources:

• Designers can answer design-specific questions.
• Content People can answer questions about copy/words.
• Project Managers can answer client-specific questions.
• Operations/Management can answer questions about company policies, intern job duties, scheduling, and other business matters.