System 8: People Management Systems

Role: The nurturer of talent.

1. System Purpose

To attract, recruit, onboard, develop, retain, and manage the performance of the company's human capital, ensuring a productive, engaged, and compliant workforce that aligns with business objectives.

2. Key Components

1. Hiring Workflows: Structured processes for job requisition, candidate sourcing, screening, interviewing, selection, and offer management.
2. Onboarding: Comprehensive programs to integrate new employees into the company culture, systems, and their roles, accelerating their productivity.
3. Employee Handbooks: Centralized repository of company policies, procedures, and expectations.
4. Training Paths: Defined learning and development journeys for roles, leveraging the Content EngineContent Engine System 5 of the operational model; the 'Central Nervous System' responsible for transforming raw information into standardized, modular assets for use in courses, marketing, and support. for internal training materials.
5. Role Definitions: Clear documentation of responsibilities, requirements, and key performance indicators for each position.
6. Performance Reviews: Regular evaluations of employee performance against goals and competencies, coupled with constructive feedback and development planning.
7. Offboarding: Structured processes for employees transitioning out of the company, ensuring smooth knowledge transfer and administrative closure.
8. Compensation & Benefits Administration: Managing salary structures, benefits enrollment, and related communications.

3. Tools Used (Within Current Stack)

• Hiring: HubSpot CRM (for tracking candidates as contacts in a recruitment pipeline), Microsoft Teams (for interviews, internal collaboration on candidates), Microsoft LoopMicrosoft Loop A collaboration app used as the organization's 'Brain' to store living documents, AKUs, and meeting notes. (job descriptions, interview guides).
• Onboarding: Microsoft LoopMicrosoft Loop A collaboration app used as the organization's 'Brain' to store living documents, AKUs, and meeting notes. (onboarding checklists, new hire resources), Microsoft Teams (new hire channels, buddy system communication), Microsoft PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress. (onboarding tasks for hiring manager/IT).
• Employee Handbooks: Microsoft LoopMicrosoft Loop A collaboration app used as the organization's 'Brain' to store living documents, AKUs, and meeting notes. (living document for company policies).
• Training Paths: Microsoft LoopMicrosoft Loop A collaboration app used as the organization's 'Brain' to store living documents, AKUs, and meeting notes. (documenting curriculum, linking to System 5: Content EngineContent Engine System 5 of the operational model; the 'Central Nervous System' responsible for transforming raw information into standardized, modular assets for use in courses, marketing, and support. courses/AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine.), Microsoft Teams (hosting training sessions).
• Role Definitions: Microsoft LoopMicrosoft Loop A collaboration app used as the organization's 'Brain' to store living documents, AKUs, and meeting notes. (structured job descriptions, career progression paths).
• Performance Reviews: Microsoft LoopMicrosoft Loop A collaboration app used as the organization's 'Brain' to store living documents, AKUs, and meeting notes. (review templates, goal tracking components), Microsoft Teams (private channels for performance discussions).
• Offboarding: Microsoft PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress. (offboarding checklists for managers/IT), Microsoft Teams (communication).
• Compensation & Benefits: (Placeholder for future HRIS/payroll software). Microsoft Excel (for tracking).

4. High-Level Workflow (Step-by-Step)

1. Workforce Planning & Role Definition (Management & Leadership/Loop):
   • System 1: Management & Leadership identifies staffing needs.
   • HR (or designated lead) drafts/updates role definitions and job descriptions in Microsoft LoopMicrosoft Loop A collaboration app used as the organization's 'Brain' to store living documents, AKUs, and meeting notes..
   • Defines required skills, experience, and key performance indicators.
2. Hiring Process (HubSpot/Loop/Teams):
   • Job requisition approved.
   • Job description published to relevant platforms.
   • Candidates tracked in a dedicated pipeline in HubSpot CRM.
   • Interviews conducted using guides from Microsoft LoopMicrosoft Loop A collaboration app used as the organization's 'Brain' to store living documents, AKUs, and meeting notes., scheduling via Teams.
   • Offers extended, background checks initiated.
3. Onboarding (Loop/PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress./Teams/Administration):
   • Upon offer acceptance, HR initiates the onboarding workflow in Microsoft PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress..
   • Tasks include: IT provisioning (System 6: Administration), payroll setup (System 7: Accounting), access grants.
   • New hire receives access to a dedicated Loop onboarding page with checklists, handbook, and training resources.
   • Introduced to team via Teams; buddy assigned.
4. Training & Development (Content EngineContent Engine System 5 of the operational model; the 'Central Nervous System' responsible for transforming raw information into standardized, modular assets for use in courses, marketing, and support./Loop/Teams):
   • Employees follow defined training paths for their roles, accessing internal courses and AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. from System 5: Content Engine via Loop.
   • Specific training sessions hosted in Teams.
   • Skills matrices and certifications tracked.
5. Performance Management (Loop/Teams):
   • Managers and employees collaborate on setting quarterly goals, linking to System 1: Management & Leadership OKRsOKR A goal-setting framework used to define measurable goals and track their outcomes. in Loop components.
   • Regular 1:1s (as part of System 1 operating rhythm) track progress.
   • Formal performance reviews conducted semi-annually/annually using Loop templates.
   • Feedback captured and development plans created.
6. Employee Handbook & Policy Adherence (Loop):
   • All employees acknowledge reading and understanding the Employee Handbook (a living document in Loop).
   • Updates to policies are communicated via Teams.
7. Offboarding (PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress./Administration/Accounting):
   • Upon resignation/termination, HR initiates the offboarding workflow in Microsoft PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress..
   • Tasks include: IT account deactivation (System 6: Administration), final pay processing (System 7: Accounting), knowledge transfer facilitated through Microsoft LoopMicrosoft Loop A collaboration app used as the organization's 'Brain' to store living documents, AKUs, and meeting notes. (e.g., documenting current projects).
   • Exit interview conducted.

5. Detailed SOPsSOP A documented set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations.

SOPSOP A documented set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations.: New Employee Onboarding Checklist

• Goal: To ensure a smooth, efficient, and welcoming onboarding experience for new hires, enabling them to become productive members of the team quickly.
• Roles: HR/Hiring Manager (Responsible), IT Admin (System 6), Finance Admin (System 7).
• Steps:
  1. Pre-Start Date (Manager - 2 weeks out):
     • HR:
       • Create new hire record in HubSpot CRM (Recruitment Pipeline moved to "Hired").
       • Initiate background check (if applicable).
       • Send offer letter and new hire paperwork.
       • Notify IT Admin and Finance Admin of new hire's start date and role.
     • Hiring Manager:
       • Create new onboarding checklist in Microsoft PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress. for the new hire.
       • Assign IT Admin tasks: "Setup M365 account," "Provision workstation," "Grant system access."
       • Assign Finance Admin tasks: "Payroll setup," "Benefits enrollment instructions."
       • Prepare a welcome message for the team.
       • Identify and assign an onboarding "buddy" in Teams.
       • Create a personalized "New Hire Welcome" Loop page with initial tasks, links to Employee Handbook, and team introductions.
  2. Day 1 (Hiring Manager/IT):
     • IT Admin:
       • Ensure workstation is ready and M365 account is active.
       • Provide initial login credentials and basic IT orientation.
       • Grant access to essential System 6: Administration Systems tools (SharePoint, Teams channels).
     • Hiring Manager:
       • Welcome new hire, introduce to team (via Teams or in person).
       • Walk through the "New Hire Welcome" Loop page.
       • Explain first-day agenda and initial tasks.
       • Introduce to "buddy."
  3. Week 1 (Hiring Manager/New Hire):
     • New Hire:
       • Complete all initial HR paperwork and payroll/benefits enrollment (with Finance Admin guidance).
       • Review Employee Handbook (in Loop).
       • Begin initial role-specific training (e.g., core AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine. from System 5: Content EngineContent Engine System 5 of the operational model; the 'Central Nervous System' responsible for transforming raw information into standardized, modular assets for use in courses, marketing, and support.).
       • Set up profile in Teams/HubSpot.
     • Hiring Manager:
       • Schedule daily check-ins.
       • Review initial progress on PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress. tasks.
       • Ensure buddy is providing support.
  4. First Month (Hiring Manager/New Hire):
     • New Hire:
       • Complete core role-specific training (following System 5 training paths).
       • Begin contributing to team projects (e.g., minor tasks in System 4: Fulfillment or System 9: Support).
       • Become familiar with key systems (HubSpot, Teams, Loop).
     • Hiring Manager:
       • Conduct a formal 30-day check-in, reviewing progress against initial goals and providing feedback.
       • Start defining initial performance goals in Loop.
  5. Ongoing:
     • New hire continues to progress through defined training paths.
     • Regular 1:1s and performance reviews (part of System 1).

6. Documents to be Created

• Employee Handbook (Loop)
• Job Descriptions / Role Definitions (Loop)
• Recruitment Pipeline Stages (HubSpot)
• Offer Letter Templates
• New Hire Onboarding Checklists (PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress./Loop)
• Training & Development Curriculum (Loop, linking to Content EngineContent Engine System 5 of the operational model; the 'Central Nervous System' responsible for transforming raw information into standardized, modular assets for use in courses, marketing, and support.)
• Performance Review Templates (Loop)
• Offboarding Checklists (PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress./Loop)

7. Required Flowcharts

• Hiring Process Flowchart
• New Hire Onboarding Flowchart
• Employee Lifecycle Flowchart

8. Dependencies on Other Systems

• System 1: Management & Leadership: Defines organizational structure, strategic direction, and performance objectives.
• System 6: Administration: Provides IT provisioning (accounts, hardware), system access, and IKMIKM The governance, policies, and systems for creating, storing, organizing, accessing, and retaining company information. governance (handbook policies).
• System 5: Content Engine: Provides internal training materials and documentation for roles/processes.
• System 7: Accounting: Handles payroll and expense reimbursements.

9. MVPMVP The version of a new product (or system) with just enough features to be usable by early customers/users, allowing for feedback for future product development. Version vs. Scaled Version

• MVPMVP The version of a new product (or system) with just enough features to be usable by early customers/users, allowing for feedback for future product development. (Phase 1):
  • Manual hiring process, leveraging HubSpot for basic candidate tracking.
  • Basic onboarding checklists in PlannerPlanner Microsoft Planner, a visual task management tool used to track tasks, issues, and project progress..
  • Employee Handbook as a simple Loop page.
  • Informal training using Content EngineContent Engine System 5 of the operational model; the 'Central Nervous System' responsible for transforming raw information into standardized, modular assets for use in courses, marketing, and support.'s core AKUsAKU A standardized, independent, and reusable piece of knowledge (concept, procedure, script, etc.) that acts as the fundamental building block of the Content Engine..
  • Ad-hoc performance feedback.
• Scaled Version (Phase 2+):
  • Dedicated Applicant Tracking System (ATS) integrated with HubSpot.
  • Automated onboarding workflows.
  • Comprehensive Learning Management System (LMS) for internal training.
  • Robust HRIS (Human Resources Information System) for employee data, benefits, and payroll.
  • Structured performance management system with 360-degree feedback and talent development programs.
  • Career pathing and succession planning.