#### Introduction meeting
*(45 min by contact person/innovation analyst)*
- **checklist**
- **Before**
Set up meeting, understand the role, understand what both parties want to get out of the meeting, idea of their use case to adjust/mention in the presentation
Documents: presentation, hub to show

- **During**
*We explain*: Alkemio Foundation behind the platform, the added value for them, demo of the platform, what makes us different
*We need to understand*: the use case, the needs, how they solve it now,

- **After**
Make the hub (if they want)
Capture their questions for FAQ potentially
Sending document with first steps to get the hub active
Saving notes in Hubspot / add contact to hubspot

**Onboarding process**

Having a well-structured onboarding process is fundamental within an organization that is expanding and growing. This can save time overall and make the work more efficient.

Therefore, as a new member of the team, I want to have a well-guided onboarding process so that I can have the right kickstart and become productive quickly. In my experience an onboarding process should be structured this way:

**1. Introductions to the team and company**

*First, getting the new member familiar with the team and the office space, to make him or her feel comfortable and set the right basis to successfully work together. Before diving into how we operate daily, it is important to first dive deeper into what Alkemio does, why we do it, the journey so far etc.*

**People:** everyone in the Operations team

**Time needed:** 1 week (approx.)

**Activities:**

* Introduction meetings with the Foundation, Development and Product team

* Set up of basics (Microsoft, Github, THT card, meeting invites, leaveboard)

* Deeper dive into the reasoning behind Alkemio + time for questions.

**Documents:** Alkemio introduction slides

**2. The key operational systems and tools**

*The first 3 weeks should be all about showing the new team member the core online tools that the team already uses daily (Hubspot, Zenhub, Teams, Excalidraw, Miro, GitHub). Besides the operational tools, it is necessary to get the new team member familiar with the Alkemio platform and the way of working with it.*

**People:** The innovation analysts, Communication lead, product lead

**Time:** 3 weeks (approx.)

**Activities:**

* Communications session for showing Hubspot/Socials/blogposts/website/newsletter

* Session with innovation analyst to explain daily operational tools such as Operations board/ Teams folders / Github repository / Miro / Agile working

* Session with product team to understand Figma / Development board

* Crash course of the Alkemio platform + some first assignments to start using it

**Documents:** if there are guides written down on how to use GitHub or others then these pagers should be available for the new member to go through

**3. Roles and activities of the team**

*During the first month it is also crucial that the new team member shadows different team members so that new skills can be assimilated and the functioning of the entire Alkemio system can start to be understood. Seeing how every department works and meeting all the team members will make sure the “new entry” feels included and gets in line with the mindset of the whole team/way of working.*

**People:** the Operations team

**Time:** 2 to 4 days of shadowing each “figure” (approx.)

**Activities:**

* Guidance by Communications lead about Hubspot (socials, platform users, newsletters, etc.) and Branding Toolkit. is used in different contexts of communication work (how to write a blog post, newsletter, posts on LinkedIn/Twitter) and inform the new team member on the work done so far. But also explain where the gaps are and what kind of help is needed;

* The CEO needs to invite and guide the new team member through several meetings, with partners, community members and potential leads

* The Innovation analysts should always be there for any questions and support the new members in the daily work of the Operations team

**4. Current projects and roadmap of the company**

*The next step would be filling in the new team member about all the projects and partnerships that are in place so that the new team member understands whom we are cooperating with, who is giving funds and for which projects, and what is expected from us (this to avoid a sense of cluelessness).*

**People:** Innovation analysts + product team

**Time:** 2/3 days approx.

**Activities:**

* Introduction of all the partners and current Hubs

* Ongoing (subsidy) projects

* Product roadmap

* If possible, introductions to the partners such as Digicampus

**Documents:** slides that explain the different projects and partnerships; slides on Alkemio’s structure as well as ecosystem roadmap and an initial presentation to the financial model

**5. Guidance**

*It is of crucial importance that the team leader makes the time to have small chats with the new team member every 3 weeks for the first few months, to make sure the onboarding process is going well and that everything has been understood and well assimilated. This is to avoid a feeling of lack of guidance and to save time in the long run, in case of something at the beginning is not well digested. (Useful to follow up with the new entry to avoid the creation of gaps that must be filled further on)*

**People:** CEO

**Activities:**

* Sessions to give an update, ask questions, and make sure the role and activities of the new team member are clear

**Time:** every 3 weeks for the first few months and then regularly ones a month

**6. Learning sessions**

*Then it is crucial to make sure the new team member gets familiar with the more technical programs that Alkemio uses to upload and edit the content on the platform such as Visual Studio Code and Graph QL (remember not every person has the knowledge of an IT, due to different study backgrounds; therefore, it is crucial to schedule training with other members of the team, mostly development, that can explain the basics of these programs and get the new team member familiar and then comfortable in using them). This step may require some time depending on the person and his/her knowledge of the functioning of certain programs but crucial to be done the right way.*

**People:** Anyone from the development team that has time should help set up and explain how visual studio code and GraphQL work

**Time:** It can take up to + or – 1 month depending on the person and the commitment to the explanation of the software

**Activities:**

* Courses on GraphQL

* Courses on VS Code

**Documents:** document the different steps on how to set up visual studio code + guidance from a person from Dev.; same for GraphQL

- - - - -
The onboarding process, especially for a start-up, is complicated to stick to but it is crucial since at the beginning you can shape the mindset and set the right skills of the new team member that, if well trained, will become a strong asset and addition to the team. And this must happen to make sure not only the team grows in harmony but also to guarantee the growth of the platform.

If an estimation of the time of the onboarding process was to be made, as it is right now, and considering the team member’s availability and the speed in which Alkemio is growing, it would be of 4 months. This time can of course be reduced if the onboarding process follows the mentioned steps with the right speed and time for the assimilation of the information.

The onboarding process requires the right time management from part of every team member, who must be involved in the onboarding process from day one, with of course a few members that will follow the new team member a bit closely (Innovation analysts + CEO).