Departmental Onboarding

Your Area-Specific Onboarding Journey 🔍

During the first two days, your primary focus will be completing the Onboarding Certification and going through the company onboarding process, as outlined in this handbook 📖. By day three, you’ll be ready to dive into your area-specific onboarding, where you’ll start getting acquainted with your department’s workflow and key responsibilities.

This departmental onboarding process was created with input from our very own Rocketeers, gathered through surveys and workshops 💡. The goal? To develop an ideal, standardized approach that makes every new team member feel supported and confident. While some teams may have additional steps or unique routines, this section outlines the essential steps that all area-specific onboardings should follow.

Initial Guidelines 📚

To ensure a smooth and effective onboarding experience, we’ve established two key guidelines to prevent overwhelming the new Rocketeer:

1. Hands-on Learning: Start with small, manageable activities, then gradually move to more complex tasks. 💪

2. Gradual Information Introduction: Introduce new concepts and information progressively, so it’s easy to absorb without feeling overwhelmed.

General Structure 🔧

To provide the best support, the area-specific onboarding is structured around three key support roles. These roles ensure the new Rocketeer isn’t relying on just one person for help but is supported by a well-rounded team:

• Manager

• Documentation

• Buddy

Let’s break down the responsibilities of each role to understand how they contribute to the onboarding process.

1. Manager

The Manager plays a central role in the onboarding process and is responsible for:

• Announcing the new Rocketeer to the team via the team’s main communication channel.

• Assigning a Buddy to the new Rocketeer and defining the Buddy’s responsibilities.

• Introducing the new Rocketeer to the team during the Team Welcome Meeting on Day 1.

• On Day 3, during the Kick-Off Meeting for area-specific onboarding, the Manager will:

  • Introduce the department and its key projects.

  • Provide an overview of the team’s backlog and upcoming priorities.

  • Explain the tools and systems used by the department.

  • Align expectations for the new Rocketeer’s performance and responsibilities.

  • Clarify how performance will be measured and tracked.

• Follow up to ensure the new Rocketeer has had their introductory meetings with their designated key stakeholders.

Note: Once you’re assigned to a new hire as their manager, you’ll gain access to our onboarding platform, Workleap, where you’ll find a checklist of tasks specific to your responsibilities.

2. Documentation 📑

Having solid documentation is key to a successful onboarding process. The documentation for your area should:

• Cover both processes and tools in detail.

• Be easily accessible for Rocketeers to reference whenever needed, minimizing the time spent asking the Manager or Buddy for clarifications.

• Align with the guideline of offering a mix of content types, ensuring that the new Rocketeer can learn both through hands-on experiences and by reviewing the internal handbook.

3. Buddy

A Buddy is a key player in helping a new Rocketeer feel welcomed, supported, and integrated into the team. Assigned by the Manager, the Buddy ensures a smooth transition by guiding the new hire through the company’s culture, tools, and processes.

Responsibilities of a Buddy:

• Introduce yourself and build rapport with the new Rocketeer.

• Help integrate them into the team’s culture, meetings, and ceremonies.

• Be especially present in the first month, offering support with tools, processes, and general guidance.

• Answer questions and provide insights into team dynamics and workflows.

• Celebrate and encourage their progress to boost confidence and engagement.

Note: At Rocket.Chat, we believe in celebrating our culture, and being a Buddy is a great way to live our values. If you’re selected to be a Buddy, you can request Koko points as part of our RockStars program! Check out our handbook for more details. 🌟

Tips for Being an Amazing Buddy:

1. Be proactive – Don’t wait for the new Rocketeer to reach out; check in with them regularly.

2. Share your experiences – Talk about your own onboarding experience and provide useful insights.

3. Encourage participation – Invite them to informal chats, team meetings, and events.

4. Offer guidance on tools and processes – Help them navigate platforms and workflows efficiently.

5. Be patient and approachable – New hires may feel hesitant to ask questions; create a safe and welcoming space.

Suggested Interactions:

💬 Frequent Check-ins: A quick 10-15 minute daily chat during their first week to ensure things are going well.

🤝 Coffee Chats:

• Schedule an informal virtual coffee chat to build rapport in a relaxed environment.

🎯 Pair Working Sessions:

• Invite the new Rocketeer to shadow you during a task or collaborate on a real team activity. Hands-on experience accelerates learning.

🗣️ Include in Informal Conversations:

• Share team traditions, suggest Rocket.Chat channels to follow, and encourage participation in casual interactions.

📆 30-Day Checkpoint:

• Schedule a conversation at the end of the first month to discuss how the onboarding experience has been, and how you can continue assisting if necessary.