Hub lead onboarding flow

--- tags: Operations --- # Hub lead onboarding flow ### Phase 1: Lead *Finding a lead can occur in a variety of situations. In this phase, it is important that the new lead gets an introduction to the Alkemio Foundation, the Alkemio platform, and what it takes to start a Hub.* * ***Not yet familiar with Alkemio**: this could be a person you have met on an event, an introduction made by someone, or a random contact. They may have had a short introduction or scanned the foundation website, but an extensive introduction is still needed.* * ***Already familiar with Alkemio**: this could be someone who already knows about Alkemio from a previous event or interaction. They may already have discussed their use case with you.* #### Step 1: Introduction meeting This meeting is for the first introductions between the contact person/innovation analyst and the Hub lead. To explore how both parties can help each other, it is key to get a good understanding of their situation, possible challenges, tools they currently use, and how Alkemio can fit their needs. Note that when the lead is already familiar with Alkemio and has shared their use case, the introductions can be shortened and there can be a more in depth discussion around the specific use case. > **Before:** research to understand the lead's position, organisation and identify a possible connection between their work and our platform. > **During:** Key is that the mission and vision of Alkemio is clear with the first basics from the platform. A deeper dive into the various functionalities of Alkemio should be saved for another session to avoid confusion > **After:** email the introduction presentation, links to the Alkemio foundation/newsletter, and add contact/meeting notes to hubspot. Also, fill in the Lead document and schedule follow-up meeting to further discuss a potential demo Hub if needed. > *Documents.* Alkemio introduction + Potential Lead Document #### Step 2: Follow up meeting This session can be a deeper dive into a demonstration of the platform. An Innovation Analyst will navigate through the platform and brainstorm with the Hub lead about the potential use case for a (demo) Hub. It is important that the person understands what he/she wants to focus on in terms of challenges and identify the people that needs to be brought into the hub as other leads. > **After:** Follow up with an overview of the agreed next steps, and any required additional material about costs etc. Again, add all notes to Hubspot. > *Documents?* -------------------- ### Phase 2: Demo hub *If a lead is interested, they can use a demo hub for three months. In this trial period, they can get to know the platform, demonstrate it to their community and evaluate whether it fits their use case. Note that the different steps explained below can also be combined in one or two sessions.* #### Step 1: Demonstration demo hub After the Demo Hub is created, an Innovation Analyst will show the created demo hub in a short session and brainstorm about how it can be populated further / what adjustments are needed. > **Before:** Create demo Hub based on previous conversations, shared documents and desk research > **During:** Capture feedback, capture adjustments in notes to implement > **After:** Follow-up email with key points made + send Hub Onboarding document + add meetings notes to Hubspot + add lead as a customer to Zenhub board > *Documents.* Feedback form, Hub onboarding document. > ! Note: not scalable #### Step 2: Introductions / working sessions with other leads The lead will introduce the platform to additional leads. Together they can continue to populate the Hub and send their feedback to one of the Innovation Analysts (depending on availability Alkemio Innovation Analyst can join). It is important here that the support base for the Hub grows before the rest of the community is onboarded. > **Before.** Send supporting documents they can use to explain Alkemio and to get them started. > **During.** Hub leads will explain Alkemio and capture feedback. > *Documents.* Feedback Form template + Alkemio Introduction #### Step 3: MoU Create a Memorandum of Understanding that captures the goals for the Hub/trial period. What does success look like for this Hub, what will make them go from trial to partner in the coming three months, what is needed from Alkemio. > *Documents.* MoU template + examples > ! Note. Less relevant/realistic when the number of Hubs grows #### Step 4: Support session Every xx weeks, Alkemio will organize a session for new members to give them a crash course Alkemio. Also, there will be a crash course for Hub admins every xx weeks. If there is already a group of members added to the Hub, they can follow this crash course + Q&A session. > **Before.** Ensure the crash course is up to date with the latest designs / features. > **During.** Capture feedback + add questions to FAQ > *Documents.* Crash course presentation, feedback form > ! Note: In the future this can be more interactive tutorials or explanation videos. -------------------- ### Phase 3: Partnership / subscription *After a three month trial period, the lead can either choose to remove / archive the Hub or continue as a (community) partner or subscriber.* #### Step 1 Partnership / subscription options Meeting with the decision-maker of the Hub, hub lead, Alkemio contact person & Alkemio CEO to discuss / further explain the potential partnership or subscription options. Also to determine what a succesful partnership looks like for them. > **Before.** Send one pagers with options for partnerships & subscriptions so they can check internally + ask questions > **During.** Discuss key goals for succesful partnership + choice for partnership > **After.** Send the chosen partnership template > *Documents*: partnership one pagers + partnership contract template #### Step 2 Partnership signing Once the chosen partnership is clear and all questions are answered, signatures are needed from the Hub decision-maker + Alkemio CEO. > **After.** > * Move Demo hub to production > * Add partner to Alkemio foundation partner page > * Ask for communication options such as LinkedIn post/blogpost > * Add the signed partnership contract to folder -------------------- ### Necessary Documents * *Feedback form*: to capture feedback from the leads, community members etc. * *MoU template*: what does success look like for this hub / this trial period? * *Partner one pagers*: with explanation of the community, strategic, innovation (or foundation) partnerships * *Partner contracts*: contract of each partnership to send over to the hub lead * *Hub Onboarding document*: steps, tips & tricks to get your hub populated, onboard the community and engage them. For example (fill in profile, innovation flow, templates, context, callouts etc.). Adding the key content, starting to share the link of the hub with the people that one wants to get involved, creating callouts to get people involved and to start working together + sharing initial information and documents. * *Hub Admin Support Document*: all about the settings, how to send updates, to create callouts, challenges etc. This is more then the onboarding. * *Hub Member Support Document*: key concepts, structure of the Hub, what can you do, personal profile. * *Hubspot funnel*: create a funnel to track the hubs ICEBOX / LEAD / DEMO HUB / POTENTIAL PARTNERSHIP / CLOSED WON / CLOSED LOST * *Potential Lead Document*: a standard form that we can fill in during/after the meeting, which states a) role of Hub lead in org, b) problem that Alkemio should solve, c) tools currently used, d) who is the decision maker, e) ... . Save this form in Hubspot or the teams folder dedicated to this organisation. I think having a clear view on d) is important to avoid any obstruction after the trial period has ended.