When a new person steps into one of the various positions at AMT, they need access and authorization to a number of systems in order to do their tasks. The membership also needs to know who they are and what they do, and how to get in touch. Finally, when that person steps down, the access and authorizations must be revoked. The Vice President normally manages onboarding and offboarding of people into and out of their AMT positions.
The detailed checklists for all of these are maintained in Asana, in template tasks (links below). To onboard a new Director, for example, find the Onboarding A Director template, copy the task and add the new Director’s name to it. There will be a number of subtasks, some done by the incoming Director and some done by other people. As the tasks are completed they can be checked off, in the normal Asana way.
Make sure you click through to the descriptions on the subtasks (the little bubble on the far right) as there is helpful detail there.
Onboarding
Stewards
Stewards onboarding template: https://app.asana.com/0/44393104195528/256669665815877
Send wiki page on stewardship duties
Fill out interview form
Upload good picture to this task
Send Zoho invitation
Write and post bio on website
Update the wiki
Update Slack
Post in the next Newsletter
Connect applicable email accounts
Directors
Directors onboarding template:
https://app.asana.com/0/44393104195528/280813052352959
Send wiki page on director duties
Fill out interview form
Upload good picture to this task
Officers
For officers, there may be two templates, as there are some things that all officers need, and others that are specific to the position. All officers onboarding template:
https://app.asana.com/0/44393104195528/280813060182902
Introduce Officer to Asana
Send wiki page on officer duties
Fill out interview form
Upload good picture to this task
Send Zoho invitation
Write and post bio website
Update the wiki
Update Slack
Post in the next Newsletter
Connect applicable email accounts
Give access to LastPass
Give other accesses – see description
President
Make them an admin on google
Make them admin on WordPress
Give actual keys
Make admin on Slack
Give access to volunteer files
Give access to membership files
Introduce them to the landlord
Give them wiki links
Secretary
Give access to Docusign
Give physical keys to locked filing cabinet
Give physical mailbox key
Give access to volunteer files
Give access to membership files
Give them the wiki resource guide
Treasurer
Give access to LastPass
Introduce them to Zoho
Introduce them to Quickbooks
Make them store manager in WordPress WooCommerce
Give them wiki resources
Marketing Coordinator
Give access to LastPass
Introduce them to Hootsuite
Make them the Facebook page admin
Make them an editor on the main WordPress site
Give them a license for Adobe Creative Suite
Give them wiki resources
Offboarding
Basically offboarding is the reverse of onboarding. Use the onboarding task and just make everything be “remove from” instead of “add to”. Updating wiki pages of course is still updating, just to remove the name instead of adding it. If a new person is coming in at the same time, updating can be done by the onboarding process of that person, but if not, it is important to remove the outgoing person’s references.