Compile any necessary documentations and resources into Miro

[bnaolu]

• Make file reusable first, then design specifically for RRT
• Also might be good to bring awareness to how P&C do their onboarding process
• Pull in relevant resources from SharePoint, Bixal Library, etc.

[bnaolu]

Iteration 1

Initially, we wanted to create an onboarding experience for new hires in FigJam, but because of it's immaturity, we opted to prioritize creating something in Miro first, and then recreating it with FigJam. For the first iteration, the focus involved compiling useful resources from Bixal and specifcially, the Human-Centered Design (HCD) team.

We met with a recent new hire on the HCD team, as well as her "onboarding manager". From these preliminary interviews, we built upon some of these existing needs and resources.

Below are some of the tools and features we included into the board and files:

Features:

• Introductions
  • What to expect
  • Team bios and photos
  • New hire - moodboard
  • New hire - user manual
• Resources
  • How-to Timesheet & PTO
  • HCD org chart
  • To-do list

Resources:

Bixal-specific

• Bixal Library

  • People & Culture
  • Bixal Media (Bixal Beat, Lunch&Learns, Bixal podcast, etc)

• Bixal Techbook

• Bixal Service desk

HCD-specfic

• UXD Team Handbook site and wiki
• Bixal Methods
• U.S. Web Design System
• Microsoft Teams channels
• Rapid Response GitHub wiki
• Figma HCD team

If you're new to the gov't space

• 21st Century IDEA
• Digital Services Playbook
• 18F Guides
• PRA Law

[bnaolu]

• Onboarding Miro file and notes
• Onboarding Miro file for Karen

[bnaolu]

Iteration 2

Based on the feedback from Iteration 1, we focused on these areas for Iteration 2:

• Added Bixal branding for visual appeal
• Added a "Manager's to-do" board
  • contains tasks to complete prior to a new hire's arrival

[bnaolu]

Iteration 3

During Iteration 3, we met with some HCD leadership who were involved with the onboarding process for a retro on the project's current state. Overall, we heard good feedback and discovered there was interest from other teams outside of HCD.

What we did:

• created an onboarding template for reuse (within HCD) based on the information from Iteration 2.

Themes from Iteration 2:

Getting to know the rest of the HCD team

What we heard:

• Curiosity around getting to know the team and the projects they're working on.

What we did:

• During an HCD sync, we were able to get most of the team to complete their user manuals.

Improving task boards

What we heard:

• Questions around waiting on clearances.
• What to do about "mundane" tasks?

What we did:

• Reorganized some of the tasks on the manager and new hire boards.

[bnaolu]

Iteration 4

In Iteration 4, we questioned what the "definition of done" looked like for this project in the interim of Bixal's reorganization (also preparing Demi and Brianna for potential offboarding to other projects). So for this "final" iteration, we focused on enhancing the experience from the previous feedbacks:

Organized the manager task board

• Updated information around the Bixal Buddy
  • We decided to make this optional if leaders did not feel the need to have one. We've also included a template that excludes the Bixal Buddy. View updated template, as of 02.14.22.
• Added a legend to better distinguish between tasks and help prioritize what to complete prior to the new hire's start date.
• Added a task for an "end of the first week" check-in to help define when onboarding is completed/done.

Separated resources into three categories: HCD-specific, People&Culture-specific, and government resources.

• Added a "designer toolkit" to the HCD resources page.
• Updated information on the P&C resources page: added tutorial links for timesheets, the Bixal library, and the Bixal org chart.
• Added additional resources to the Government resources page.

Other

• Improved the Bixal branding: updated visuals, colors, and typography.
• Cleaned up the new hire tasks. Also included a more defined legend.
• Updated the HCD org chart.
• Restructured the user manual.

Things to consider

A lot of questions came up while working on this project and we think they're worth considering for future iterations:

• HMW make this onboarding experience more intentional?
• HMW make this a place for people to continue coming back to? (similar to above)
  • Could this potentially be a place for goal setting between managers and employees?
• HMW create a seamless transition from P&C onboarding > HCD onboarding (this project) > project-specific onboarding?
• How do we know when onboarding is "complete"? When the to-do list is completed?
• HMW use the existing content/data from the user manuals?
• Where do the "dead" boards live after they're done?
  • How do we prevent unnecessary storage space from being taken up?
  • Can we create another 'team' in Miro to group together all the onboarding boards (& ensure that there are proper sharing permissions so that everyone in HCD can access them)?
  • Or is it possible to create folders within Miro teams to organize the boards?
• Is this the best route to take for an onboarding experience?
  • How would version control look like?
  • Is this inclusive?