The On Boarding process

Last updated
Tuesday, March 26, 2019 - 16:35

Welcome to TeamEQ!

If you are using TeamEQ that means your organization cares for its employees and wants to create even more empowered teams. Well done!

TeamEQ presents measurement software that can gather data in real time about the working environment, the engagement and the collective intelligence of the teams within the organizations. It also identifies what actions must be taken in order continue growing and improving.

The purpose of this article is to guide you through the On Boarding phase while the platform is being installed for your team to use. This process can take from between a few days to several weeks, depending on the size and complexity of the company structure and the time it is able to dedicate to launching TeamEQ.

Whatever form it takes, the On Boarding process must be executed slowly and purposefully because a successful launch will have a huge impact on team participation and dedication to the project that we are putting in place.

The on Boarding process has several objectives:

  • To tell everyone about the TeamEQ project they will be part of.
  • Ensure that all of the participants know how to use the platform effectively.
  • Create the team structures within TeamEQ team correctly.

The steps are captured in this image and unraveled below:

Infograph

1. Kick-off

During Kick-off, a member of the TeamEQ Customer Success team will get in touch with the person heading up the project within the company, the Project Leader. The TeamEQ representative will brief the Project Leader on the entire process and resolve any doubts he/she has. It is made up of two steps:

  • In the welcome e-mail, the Project Leader will receive the infograph, see image above that shows the different stages of the On Boarding process.
  • In the Kick-off Videocall the process will be revised step by step, independently of the support documents provided by the Project Leader.

2. Implementation

The implementation process starts once the Project Leader has been briefed and taught about the On Boarding process. This stage, the most important part of the entire process, has several objectives:

  • Train the Project Leader to use the platform.
  • Inform and train all future users of TeamEQ and explain why the company has decided to implement it and train them to optimize their use of the platform.
  • Create the company structure within the platform with the help of a TeamEQ member.

The installation process is made up of several stages and each one requires the use of certain support mechanisms that are explained below:

2.1 How TeamEQ works

In this first section, the Project Leader needs to go over all of the material that TeamEQ has provided to ensure that, together with the DEMO that was done on the Kick- off Videocall, he/she knows how to use the platform in order to be able to teach the rest of the company.

The support material that the Project Leader can use is as follows:

  • The On Boarding: a direct link to this article that can be used as a guide if necessary.
  • The infograph: the graph that shows the process in a visual and straightforward way.
  • Video - TeamEQ, the Team Intelligence platform.
  • DEMO video: Support video that explains what TeamEQ is, what it does and how to use the platform. You can use it during a meeting or share it by e-mail.
  • TeamEQ roles: an article from the Help Center that explains which roles exist on the platform and what each one means.
  • Guide – The structure of the teams: Guide to creating the best possible structure on the platform.

2.2 Sharing the knowledge

Once the project Leader has studied the support mechanisms and understands how to use the platform, the following step is to share the information with all of the employees who are going to use TeamEQ. The actions required to ensure this happens are as follows:

  • Use the physical Welcome Pack.
  • Create the launch team (optional)
  • Inform the Team Leaders
  • Train the Team Leaders
  • Inform the Team Mates
  • Train the Team Mates

To make this happen the Project Leader can use the following support documents:

  • The physical welcome pack: document that explains how to get the best out of the physical welcome pack
  • An explication of the launch team: guide that explains why you need to create a launch team and how to do it.
  • Launch presentation: presentation to support Project Leaders and Team Mates presenting the project in a meeting or in an e-mail attachment.
  • Video - TeamEQ, the Team Intelligence platform.
  • DEMO video: Support video that explains what TeamEQ is, what it does and how to use the platform. You can use it during a meeting or share it by e-mail.
  • Inform the Team Leaders: document that instructs the Project Leader on how to explain the project to people that will be leading the teams on the platform.
  • Inform the Team Mates: document to be shared with the Team Leaders to ensure a successful communication between TeamEQ and their collaborators.

2.3 Kick off

This stage of the process goes ahead only once all of the future users in the company have been fully briefed about the TeamEQ project and have learned how to use the platform.

At this stage the teams need to be created within the application by using the Videocall about team creation. During the videocall a member of the TeamEQ Customer Success team will help the Project Leader to create the teams and show them how to use the “Manage your company” feature.

The support documents to share are:

Team creation videocall

When it is time to create the teams the Project Leader will make a videocall using the TeamEQ Customer Success Account that will teach him/her how to set up the company on the platform and to include the participating teams.

In order to do this, the structure of the teams that was set out in the Kick-off Videocall will be revised one last time and the Project Leader taught how to use the Manage your Company section. On the On Boarding infograph, an article from the Help Centre that instructs on how to manage your company teams on the platform is included.

Activating the teams

The last stage in the implementation process happens when the teams are activated. Once the team or teams are activated, the participants will receive a registration e-mail that once complete will activate their first TeamBeat.

In order for this to happen it is crucial to have a launch date set for the first survey since it is on this date that the teams will be activated.