By: Ali Broders, PMP

A strong team is the cornerstone of project success. As projects progress and evolve, the integration of new team members is essential to maintaining momentum and fostering success. New team members can provide valuable insight and offer new perspectives. One of the biggest hurdles new team members often experience is the time required to acclimate to the project team’s culture and way of doing things. Effective onboarding supports a positive team culture and increased collaboration and productivity. Here are some strategies for seamlessly incorporate new team members into an ongoing project.

Anticipate Turnover and New Team Members

At the start of a project, anticipate that there may be turnover within the project team or that new team members may be added along the way. This is particularly common on projects of longer durations or when a surge period is expected during which additional resources will be added. Prepare for this. We recommend documenting project information and decisions throughout the project. Yellow Brick has developed the Decisions Document tool that serves as a repository for the details of the project and decisions that are made, including the decision maker and the date of the decision. This provides a historical record of project decisions and comes in particularly handy when there is a change in project leadership. It is also very helpful in orienting new team members to your projects, as all the project details are listed in one place.

Introduce the Project and Team Culture

Take time to orient new team members to the project details, key players, and organizational culture. In addition, share the team’s communication styles, expectations, and any unwritten rules that influence the work environment and momentum.

Present a comprehensive overview of the project, share where files are stored and how they are organized, and set clear expectations for the new team member’s role and responsibilities. Providing a solid foundation will equip your new team member to become a productive member of the team.

If you anticipate onboarding several new team members, try to align their start dates so you can provide the project overview to your new team members all at once, rather than having to repeat this information multiple times. Being onboarded at the same time can also build a sense of camaraderie between the new team members. It is also helpful to record any presentations for future team members and as a reference for new team members.

Assign a Mentor

Assign each new team member a mentor to help them through their orientation. Having a designated person to answer questions and provide guidance can make the onboarding process feel more manageable. This one-on-one relationship offers a setting for more open communication and helps the new team member acclimate more quickly. Set a cadence for regular meetings and check-in sessions. The mentor should assess how the new team member is progressing and help identify opportunities for growth.

Practice Observational Learning

Once you have laid the foundation for your new team member, provide opportunities for them to observe meetings and project activities. Encourage active learning by setting objectives for the new team member. Objectives may include taking notes, updating documents, or simply writing down their questions during a meeting. Questions can be reviewed immediately following the meeting if time permits, at the end of each day, at the end of the week, or during pre-set meetings with their mentor.

Provide Opportunities to Lead

We listen with different ears when we know we are on deck to present the next presentation or lead the next meeting. Set actionable goals with dates for the new team member to lead a session or present during a meeting. Give ample notice and provide opportunities for the new team member to practice in advance of the session with their mentor or another project team member.

At Yellow Brick, we subscribe to the theory of ‘See one, do one, teach one.’ If you invest the time to build a strong foundation and integrate new team members, you will soon have a valuable resource to contribute to the team and help future new team members.

Conclusion

Integrating new team members into a project is an investment in the project’s overall success. A thoughtful approach to onboarding results in higher employee retention. By providing a comprehensive project overview, clear expectations, one-on-one support, and ample learning opportunities along the way, your new team member will have the tools to quickly become an invaluable member of the project team.