Workplace Basics: Onboarding

Here's how to prepare for a new artist's first day on your show



How you welcome someone new is crucial for setting a tone for your workplace/show/studio. This video presents a breakdown of common onboarding tasks to prep for an incoming/new hire, particularly if they are an artist. In the Animation industry, all of these tasks should be handled by someone in Production.





I generally divide onboarding into three key areas: welcome, set-up, and orientation.  Especially in a work from home environment, a welcome email should give your new recruit key info and links to keep them busy for a few hours before you can connect with them directly yourself


Onboarding Tasks: Welcome

  • Send a welcome email!

    • Include Who's Who (supervisor and lead, who their immediate teammates are)

    • Info about submitting sick/vac days

    • Key log-in info

    • How to submit a ticket

  • Ensure Supervisor/person training the incoming new hire is aware and has work/assignments ready

  • If relevant for your studio - ensure a welcome package is sent

  • After a week, do a quick check in with this person to see how their first week went, or if there are any outstanding onboarding or set-up tasks they need help with



Even if you are not directly responsible for some of these more technical tasks (perhaps your IT team is responsible for this part), ensure you keep it on your radar and that these tasks are executed in a timely manner. Let your new hire know when to check in with you if things aren’t going smoothly. 


For example, you might be in meetings the first three hours of their first day, but let them know you will check in at 1:00/after lunch to see how their set up is going. Also ensure that your new recruit is clear on when they are expected to attend meetings during their first couple days.


Onboarding Tasks: Set-up

  • Add new hire to relevant email groups

  • Add new hire to relevant chat groups

    • When adding new hire to chat groups, remind the team this is someone new and to give a warm welcome!

  • Work with IT to ensure they have access to relevant network folders

  • Add to relevant Shotgrid groups

  • Ensure the new hire is clear on what platform you use for email and chat if your studio has multiple (ex, Slack and GSuite)

  • Invite them to recurring, relevant meetings (ex, team reviews, line check-ins, dailies)

  • Send them any relevant network paths, shotgrid page links, or Google Drive links

  • Add their name to any other relevant trackers (credits doc, OT tracker, etc)

  • Send relevant documentation or videos to assist with tech set up 



For specific orientation meetings and meet and greets, remember to invite your existing team to turn their cameras on to welcome their new teammate if you are in a work from home environment. If you are in person, try to make sure you go around the room and get people to say their names and role on the team. 


In addition to inviting them to meetings, mention aloud when dailies, rounds, launches generally are for that department (for example, dailies happen every morning at 11:00, launches are with client every Thursday, deliveries happen every Friday, and so on).


Onboarding Tasks: Orientation

  • Book a welcome meeting so the new hire can meet the team and/or the person they will be training with

  • Send key show reference including the schedule, any existing documentation/show/bible for a given role

  • Animatic for the episode they will be working on 

  • Fully completed episode so they can see the show standard and get to know assets

  • Any tutorials/recordings relevant for their department

  • Character line up 

  • Check with the Lead/Supervisor (whoever is training the new person) if they need assistance setting up any recurring training calls/meetings



Remember, the first 90 days of a contract (aka 'probation period' in most Canadian contracts at least) are just as much for the employee to see if they like their new studio as it is for an employer to see if they are the right fit. It is critical to make a good first impression to welcome and maintain new talent.




FURTHER LEARNING AND RESOURCES

The Art of Gathering: How We Meet and Why it Matters by Priya Parker

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