Employee Lifecycle Guidelines
Page Summary: Onboarding an employee,
Onboarding
Pre-Onboarding
Send welcome email with start date and initial instructions
Provide access to company handbook and policies
Ship necessary equipment (laptop, accessories, etc.)
First Day
Virtual welcome meetings with team lead and people ops
IT setup and system access
Introduction to company communication tools
First Week
Daily check-ins with direct supervisor
Virtual team introductions
Schedule 1:1 introductions with OCV team members to get to know teammate role and responsibilities and understand where cross-functional collaboration might occur
Wider team introduction and welcome at weekly OCV team social meeting
Schedule training sessions and shadowing on company processes and systems
Continue sessions for first week to two weeks as team member ramps up
Additional shadowing sessions or trainings may occur as additional work streams are introduced to new team member
First Month
Regular one-on-ones with manager
Assignment of first projects
Introduction to company culture and values
Ongoing Support
Assign a remote buddy for informal support
An OCV team member will be a point of contact for the new employee for quick ongoing questions about processes and systems or other way-finding questions as the new team member becomes acquainted and comfortable.
Schedule regular team building activities
Goal Setting & Performance Evaluation
OCV’s goal setting and annual performance evaluation process is designed to evaluate employee performance, provide constructive feedback, and set goals for professional development. This process aims to recognize and reward high performers, identify areas for improvement, and align individual goals with organizational objectives.
Goal setting and performance planning
At the beginning of each performance cycle (i.e. January), employees will collaborate with their manager to set goals and objectives that align with the overall firm goals for the year. Goals can be broken down to specific time periods (for example, Q1 or 1H) and should directly contribute to OCV’s growth goals.
Goals should be Specific, Measurable, Achievable, Relevant, and Time-bound (SMART).
Development plans should also be discussed to enhance skills and competencies.
Continuous feedback
Regular feedback sessions (during 1:1s) should be conducted throughout the year to ensure employees are aware of their progress and areas for improvement.
Managers are expected to provide constructive feedback on accomplishments, address concerns, and offer support for development.
Annual performance review
Annual performance review process takes place in December of each year. Specific timeline for each review cycle may be adjusted based on calendar of events, in general:
December 1 - December 7: Self-Evaluation
Employees to draft self-assessment in the Performance Management System, reflecting on their performance against set goals.
December 8 - December 15: Manager Review
Managers to provide written feedback following prompts in the Performance Management System including an overall performance rating.
Performance evaluation will be assessed against key competencies, job responsibilities, and achievement of individual and team goals.
December 15 - December 20: Management Review
OCV Management to review promotion proposals from managers and evaluate merit and market-based compensation adjustments.
December 21 - December 31: Annual Review Meetings
Manager to discuss performance review with their direct reports (there should not be any surprises in the written review as continuous feedback is expected to occur throughout the year).
Manager and employee to create a development plan for the upcoming review cycle.
Employee to acknowledge performance review in the Performance Management System.
January 1: Recognition and rewards
Promotion and compensation adjustments take effect
January 1 - January 15: Annual goal setting process (see Goal setting and performance planning above).
Send any remaining documentation (e.g., tax forms)
Conduct a team debrief to address any gaps left by the departure
Post-Departure Follow-up
Ensure all company property is returned or settled according to OCV policy
Conduct a final check of knowledge transfer
Provide any necessary paperwork or final need-to-knows for exiting employee
Final Day Procedures
Conduct the exit interview
Gather feedback on the employee's experience
Discuss any final questions or concerns
Exit Interview
Execute termination in HRIS
Process final paycheck and any outstanding expenses
Provide information about benefits continuation or termination
Administrative Tasks
Disable access to company systems and accounts
Email and workspace accounts
Other function-specific systems accounts
Company equipment
Determine plan for either collecting or for employee to purchase equipment
Update security protocols if necessary
Access and Security
Create a transition plan
Document ongoing projects, responsibilities and systems access
Arrange training sessions for team members taking over tasks
Knowledge Transfer
Announce the departure to relevant teams
Update clients or external partners if necessary
Arrange a farewell gathering if appropriate
Communication
Manager will discuss departure circumstances with exiting team member and determine last day and communication plan to rest of the OCV team
Schedule an exit interview
Employee Offboarding Guide
Initiate the Process
Manager will discuss departure circumstances with exiting team member and determine last day and communication plan to rest of the OCV team
Schedule an exit interview
Communication
Announce the departure to relevant teams
Update clients or external partners if necessary
Arrange a farewell gathering if appropriate
Knowledge Transfer
Create a transition plan
Document ongoing projects, responsibilities and systems access
Arrange training sessions for team members taking over tasks
Access and Security
Disable access to company systems and accounts
Email and workspace accounts
Other function-specific systems accounts
Company equipment
Determine plan for either collecting or for employee to purchase equipment
Update security protocols if necessary
Administrative Tasks
Execute termination in HRIS
Process final paycheck and any outstanding expenses
Provide information about benefits continuation or termination
Exit Interview
Conduct the exit interview
Gather feedback on the employee's experience
Discuss any final questions or concerns
Final Day Procedures
Ensure all company property is returned or settled according to OCV policy
Conduct a final check of knowledge transfer
Provide any necessary paperwork or final need-to-knows for exiting employee
Post-Departure Follow-up
Send any remaining documentation (e.g., tax forms)
Conduct a team debrief to address any gaps left by the departure
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