Welcome to We Make Systems Sexy! Hi there. Ashley here with We Make Systems Sexy. I’m really excited to be here to talk to y’all today about hiring and onboarding with ClickUp. And the reason I’m really excited to talk to you today about this subject is that my first project for 2023 was to make this new freebie to be able to give y’all more value.
After I tell you all about why you want to hire and onboard with ClickUp, I would love for you to grab my freebie and tell me what you think.
We’re going to be talking about how you can scale efficiently, using a tool that you might already have in your business now that you’re team is experiencing some growth.
You’re probably feeling like you’re at capacity. You’re trying to figure out:
- Where do I go from here?
- I don’t know where to begin with hiring, onboarding, managing a team member or multiple team members.
- I have so much on my plate. Do I actually have tasks that I can hand off to someone else?
I’m sure you’ve heard me talk about these subjects before. Especially talking about our other freebie, the Delegation Exercise. If you have not gotten the Delegation Exercise yet, I do recommend that you hop over, grab the Delegation Exercise first, and then you’re going to want to follow on with this other freebie as well.
Check out the Delegation Exercise because it does help you in a very simple way to actually go step by step thinking about what things you have on your plate, how you can actually start to delegate those items to somebody else, who is it that you need to hire, etcetera?
Now if you’re already clear on who it is you need to hire – you know exactly what it is that you need to hand off – but whole hiring/onboarding process feels daunting to you, then this is the freebie for you.
As I mentioned, the first step to hiring well is you want to make sure that you determine who is the right person.
Again, if you already know who that person is, then you can skip through that step.
You want to make sure that you then are prepared to actually create a list within ClickUp for your hiring. When you’re creating those statuses, create custom statuses that make sense for how you want these potential applicants to actually move through your hiring process.
Don’t just leave it up to chance.
- What questions you want to ask them on that initial application
- What information that you’re trying to gather from them
So those can be your custom fields.
Now, of course, you’re thinking about the application and what information you’re getting from them. But in your actual job description, the… “You’re perfect for this job if” you actually are thinking about, “Okay, this is the information I’m giving to them. In the application, I’m getting information from them to learn more about them.”
But you want to describe who you are as a person, as a company, talk about your mission, vision and values, find the right person. Right? That’s going to help you to be able to screen who that person is that’s coming into your business.
So tie it all together by using a doc in that same hiring list that you’ve created and actually have your job description again right here within ClickUp. Since you’ve completed the Delegation Exercise or you already know what tasks you want to hand off, then I would recommend compiling those tasks that you want to hand off to them.
This is going to be important for building out that job description to make sure that they’re going to understand what is required of them or expected of them as they come in as a new team member. And so you also have clarity about how much work it’s going to be and you can truly define what that’s going to look like for this new team member.
Once you’ve built out that job description, then you can start building out that actual application. Use that form view to figure out what you’re going to pull in for the actual application questions. I recommend on the list view adding custom fields for the questions that you actually want to gather on the form but before building the form out.
That way, when you actually click into the list view and you see your whole list of applicants that have said, “yes, I wanna work with you”, you can actually see at a glance their responses to certain things.
Now the next lovely part about having this all within ClickUp is that you can actually set up an automation to even send an automatic thank you email after they filled out the application, certain emails once you move them over to a rejection or acceptance status, etcetera.
You can have those actually set up to fire for you so you’re not having to send out a ton of rejection or acceptance, we’re moving you on to the second part of our hiring phase, etcetera kind of emails.
Utilize those automations for sure.
Once you found your perfect person, your unicorn, or whatever you wanna call them, you’re thinking about onboarding. Hiring is just the first part. Onboarding is where it can really get dicey.
I would keep this all together in the same list and/or the same folder for your hiring and onboarding list within ClickUp. Have an onboarding list that you add the tasks to that need to be completed pre-kickoff, at kickoff, after they start and maybe a certain amount of time for their actual training.
Make sure they have all the details that they need to get started and that you get their W9, if necessary, you give them access to platforms, email, systems, pieces of training, etcetera.
I would make this a kind of onboarding list template for the future. I have done this in hiring, and it saves me a ton of time each time that we hired somebody because I basically just added the relevant person to the task in the list and the due dates, and voila. Much easier to know that I haven’t missed anything important in that list when I have a well-thought-out template.
I also absolutely love the dashboards in ClickUp because I have created a new team member dashboard that gives them a quick glance at everything that they need, especially to get started.
Especially a new team member that is coming in that may be new to using ClickUp or isn’t used to how you do things as an organization, it’s a lot easier for them to just see things at a small glance that pertain to them just to begin with. And then they can continue to learn and go from there.
So I definitely recommend creating a team member dashboard and sharing it with them. I would give them:
- FAQs
- Access to any onboarding forms they need to fill out
- An area for a chat if they have questions
- An overview of tasks that are currently assigned to them
Make sure that they know where to find a library of loom tutorials, trainings, and access to relevant SOPs as well. Then it also makes it easy for you because you can monitor their progress using their dashboard or the everything view filter to their tasks within the training portion.
It’s usually a good practice to set up a weekly recap to check in. How are you feeling? What’s working well, what’s not, what do you need from us and maybe give some feedback on what you’re seeing on your end as well.
And don’t forget to link the SOPs when you’re giving tasks and assigning tasks to this new team member.
We love to have our SOPs linked into our SOP Manual within ClickUp for this very reason because we can use the relationships feature and link those SOPs in the task where they live and the tasks that are relevant to the person actually doing the item.
Make sure that they have what they need to succeed. Linking the SOP is going to lead to success in delegating.
So this is what you’re going to find step by step in our freebie: the Hiring and Onboarding With ClickUp guide.
Stay tuned: We are also going to be building out hiring and onboarding templates for purchase. So if you have questions about what that looks like and you don’t want to have to come up with it and reinvent the wheel because we already have created it, please feel free to reach out for that because that’s in the works currently.
Or if you’re looking to have ClickUp built out for you entirely, we just opened 2 spots for next month.
If you are like, “yes, I know I need SOPs” and “yes, I know I need to do the hiring and onboarding” and you have questions about that, please let us know.
Here at We Make Systems Sexy, we are all about SOPs (and ClickUp, duh!)
So please feel free to shoot us a DM to ask us what kind of SOP services we offer because SOPs are where it’s at.
