SharePoint Power Hour: Employee Onboarding sites

[Music] hello everyone i'm laura rogers and this is sharepoint power hour and i have joelle jobson on audio too say hello joelle hello everybody and power hour is a show that we do wednesdays at 11 central and today's topic you all voted in my newsletter you voted for microsoft's new employee onboarding templates so we'll go ahead and go into those in the demo and just a real quick clarification this is a set of sharepoint sites microsoft has provided as an onboarding template this doesn't really have anything to do with workflows or microsoft or power automate or any kind of workflow process and that's kind of usually what i usually what i'm doing when i'm talking about employee onboarding this is a set of sharepoint sites so we'll go we'll go through how to install those and where you can find them and what they look like i installed them on my test tenant and we'll go ahead and i'll share my screen and we'll dive into those now i just had to reboot my computer so i have to pull that stuff back up [Music] and let me get over here and i have to get the links that i oh fortunately i just um shared those with joelle in chat in teams so i can grab those because i shared them with joelle and then i had to reboot my computer and so let me get those and i'll share my screen okay so here is my desktop and this is a one of the templates that we have so this onboarding template again it's a set of communication sites so i'm going to get you the link to how to install it and that is this thing grab that put it in the chat we have a chat in slack where we talk live just during the class where we have conversations and ask questions and just kind of informal conversation about everything that we're discussing so first of all you can read about it on this page that i just shared with you but you can also if you're a global admin you can provision this in your tenant and this is what i did so i and it actually just installs all of the sites for you and does all this for you so when you go to this page and you click add to your tenant that will go through the process of getting you authenticated and getting um and actually installing all the sites for you it kind of has a little prompt that says are you sure and it has a little prompt that says it's going to create all these um sharepoint sites in your tenant so let me go ahead and um mute my okay all right so see it shows you all the sites that it's going to create when it's prompting you here and it asks you for the name of your company and it i i do have i usually have my resolution really really big when i'm sharing my screen in here but this time i left it normal because these sharepoint sites that i'm going to show you are very very pretty and they have a lot going on on them and it's just not doing it justice to have it crammed um on the screen with with the really big resolution on it so i wanted i want the sites to look nicer so basically it has a onboarding hub url which is just new employee onboarding and then the pre onboarding url and sales onboarding and then engineering so theoretically you could have onboarding sites for different companies in your just different divisions i guess of your company or different departments so it also lets you if you have custom themes in your tenant it would let you pick um choose yes and let you pick your own theme that if you want your theme to automatically be applied when you implement these so here i have i am an admin so i installed them and i go to the admin center go to sharepoint admin and i have [Music] new employee sales onboarding here let me go ahead and just sort these by url since they all start with new see new employee employee engineering onboarding new employee onboarding pre-onboarding and sales onboarding so let me share this other link with you real quick it's a um an overview so this is more of a technical document this is going to be where you can i'll put this in the general channel and uh power hour in our chat this is going to be where you can see all the technical nitty-gritty details about this whole thing so one of the things that it's mentioning is that the idea of this pre-on-boarding site is that you could allow people before they're even a user in your system before they've even had their user account created potentially share them as guests you share this pre onboarding site with them as guest users so then um what they're gonna what you're gonna do is it tells you to turn on external sharing on that pre-on-boarding site so let's go take a look at that pre-on-boarding site and um see what it looks like so the iw mentor pre onboarding so of course everything says contoso welcome to contoso but i typed i typed iw mentor as my company name when i first provisioned these so it's basically again it doesn't have really information about my company iw mentor it just has all this canned information so in in these little this is really just a template to give you ideas because you know microsoft doesn't know what you want your welcome message to be for your new employees right so this is going to give you a good spot where you can have replace this with your own logo and replace this with your own just verbage about your company and your own welcome video here so it's um it's just got their you know just example information now this is along the same lines as the sharepoint lookbook and we did a whole power hour about the sharepoint lookbook i wrote a blog post about the sharepoint lookbook and that is the concept of showing you the all these templates just to get ideas and to show you what web parts are used in those templates so you've even got customization instructions a link here that that will if the link is built in and that's where it takes you to that link of the that overview all the technical details that i was mentioning to you so it tells you to provision it tells you to allow external sharing on the pre onboarding site and then you're going to want to customize the onboarding experience and that is really just a matter of editing the web parts so when i go to he here this is my onboarding site i can just edit this page so if you're brand new to sharepoint and you're watching this each web part has a little edit button at the top right to go edit it so you can change what this logo is you can change all of these let's see what kind of web parts are these this is a section that has three columns and this is where you can just type directly on the page it's just a text web part and then this is a separate web part that's just a button so each of these separate things is just a separate web part and you might be thinking oh well it never occurred to me to just put three columns and have separate web parts for text and buttons that's a great idea so they're really it's it's just all out of the box web parts but they're showing them in kind of a unique way and giving you good ideas and those are the concepts we talked about when we went through uh the our lookbook power hour where it's the exact same thing it's just all out of the box it's just giving you ideas as to what um you know what you might want to the way you might want to make it look so this is it's got contoso 101 let's see how much it actually has built in it's got a leadership team page and it this is my what you might want to do with pictures of your leadership people and these are just image web parts showing these people's names again with the three columns and then prepare for your first day so it's again the same logo across the top and just some web parts where you can type all your verbage it's even got a map web part showing you um make sure make sure you know how to get to work and it's got some contacts and those are just that's just using the people web part to show you some people's names all right so and you all let me know if you have any questions this is a pretty simple power hour i know a lot of people wanted to see it but i'm not sure if you wanted to see it because it looks cool or if so many people voted on it because it's um because you thought it was a workflow but it's just a bunch of pages so that's this is the first site now what i can do since i know how to go you know see all what else the page the built-in pages are what i can do is just go quickly look at the content in this site this is the pre-on-boarding site and i can see just real quick what all of the built-in pages are so these are the pages that it's got that you can go edit so like frequently asked questions this is a really interesting way of putting buttons to you could potentially have different see it takes you to different sections so this is a really neat functionality so how did i click on a button and it took me straight to a specific section on the page well when you use h1 headers in your text they automatically have a little link next to them so this is more of not an employee onboarding concept but just a concept in pages where when i am editing sharepoint and i use heading 1 anytime i use heading one text oh this is actually is it heading two joelle does heading one and heading two do that or just heading one heading two sorry let's see i think the other oh pretty much all of them do it oh really let's see i'll put that as a heading one and that's a heading two let's see save oh yeah so each of them do it so when i do this anytime i type just use the h1 or h2 um just as the format for that text it provides me when i'm not in edit mode it provides me a link so then i can take this link and when i hover over it i'll just um copy the link address so this is a really good idea for um you know q and a's just to be able to jump you straight to that question so all it does is it takes you to the same page you're on and it puts this pound test h1 so then when i click it it will jump me straight to the section where i'm using it so for example if i go all the way down to career and i look this hyperlink says pound has pound career at the end so then i create this button and it's just a this is a quick links web part that uses the button format so this button is look see the link that it's taking me to is that career it's the same page i'm on just with the pound career at the end so that's a really cool i like the way that looks don't you that's really cool all right so yeah good idea for um frequently asked questions it's really neat looking so i'm not very creative so i love getting ideas from these things okay so then this is where it would tell you know help and support would take you there so all of those pages we just looked at in here those are the just the pre-built one and it looks like it has a page template built in let's see what that looks like do new site page and then no it didn't ask me for a template hold on a second let me go back to the home page of my pre-on-boarding and then go new page and see okay here we go so this is it comes with its own page page template so that's why all of the pages in this pre onboarding site have this little pretty thing across the top so you could go in here and create your own page template or go edit the page template too so this is and this is the main homepage of the pre onboarding site that's really cool the way those images kind of slide like that and i think that and that's just you can see what kind of web part it is i think it's just the hero web part that automatically does that so let's see yep it's the hero web part so your images as in the hero web part are all automatically going to do the little cool thing where they kind of look like they're it's got that visual effect i don't know what the visual effect is called looks like they're kind of sliding as you scroll down like you're sliding past them all right that's the pre onboarding so that's what people are going to see before they're even an employee and then another one that it builds you is let's go back to sharepoint admin and let's go look at new employee onboarding and it says your onboarding joint journey starts here let's get started so joelle do i know and you have been looking kind of digging through all this documentation too there have you have you noticed or seen anything in there besides just um all showing you all the pages that it creates and there's no sort of extra functionality there aren't any workflows or anything it's just yeah not that i've seen and mentioned tasks um but i think it's just like a place for them to keep track of their tasks i need to go back and look at that again um but yeah i don't think it was actually like um any kind of workflow or anything or process cool yeah just let me know if you find some little fun nugget in there that we can go jump over to um valerie said what i really love is the wave images on the main on onboarding site cool is the movement of the images called parallax i have no idea i've never heard that word that's a good question okay so here we have um this is the main onboarding so once you're an employee then you would basically give this so go to site permissions and i i want to be able to share this with everybody in the company so let's see if it lets me type everyone everyone except external users and would need to have read i usually don't want to send an email to everyone in the company when i share a page so this is just a good permission level to give to communication sites that everybody in the company needs to be reading so then we have your onboarding journey starts here and when i when i i'll click this link in a second but you can see i can scroll down they have all these really giant pictures yeah that wave is really cool looking that is really neat we'll go dig in and see how they did that too and it's just a it's just a ton of web parts so we'll uh we'll go look at some of these fancy web parts and how they did this have you looked at the start here page yet so where it says let's get started let's look at that yeah i think that's where it mentions having like a checklist okay let's get started to employ this is what your onboarding what experience was like at our company right joelle oh yeah it's like hey joelle do you want to work work work at my company in my new company and she's like okay sounds good and we start so here's um welcome to your next adventure and again this is the people web part and then a new hire checklist so and it's got a link to the new heart checklist which just jumps you to this part of the same page again just genius it's just making you feel like you're going to a different spot but it's really just on the page so then in any list web part this is just a list web part any list web part i can click see all and it's just a list as valerie just said it is just a sharepoint list so there isn't any interactivity to it or anything um it'd be nice if you had a button that would run a flow that would uh go add all these like to your own my to-do's or something like that the to-do's are not something in a flow they're not something that you can assign to other people you have to just you can only assign them to yourself so anyway um so yeah it's just a sharepoint list and it's telling you what days that you need to do all these different things okay i'll go back to the home page here and let's go look at some of these web parts and again a link to the customization instructions that's that like a microsoft doc that takes you to you know shows you all the nitty gritty technical details of what this entails so your onboarding journey starts here again this is just the link that's built into the hero web part but it's just a link to something on this page and then what is this so this is it's a section and it's just got a dark background but then i've got a an image web part on it yeah it's just an image web part of course the image web part doesn't have any links but you add an image web part and it makes it look like it's behind all of these or is this a separate image interesting oh marie doesn't like the limit of the width for modern pages um it is a little awkward sometimes isn't it so you know what they might have done joelle they might have just put an image on here it just by itself like this whole thing across the width is an image by itself and then this web part down here this section has a dark background so it looks like it's part of this little wave so then when you go down here this is just a separate image that is um just the bottom part of the wave so see it's like wave picture section with dark background section with dark background little image web parts on them and then another image and that's what they did to build it to make it look all fancy very cool see i would have never thought of that and then these are all quick links so that they use the list format for quick links and it's just a list showing descriptions so there there are probably about a hundred different ways that you can configure the quick links web parts because it has so many different options it has thumbnails custom images icons it has the ability to show the description or not show the description so it's got um you can make these looks so many different ways and see this is another quick links web part that looks completely different and then this is just some text um this is ooh twitter let's see what is this oops i keep making that go away there's a twitter out of the box web part so all you do is say which let's put mine um on here so here is iw mentor that's us and it even gives me i can put the dark theme color on there and display dividers between the tweets that's nice looking and i can make it show that that's cool um there is some yammer stuff but look the yammer it looks like it's just pictures because we're not we don't have yammer turned on in this tenant so this is really just showing me pictures of potentially what it could look like if yammer was in here and then it's got a video um a picture of a video i think and then another wave cool and then uh some text and a button i'll go ahead and republish that yes it is there's just the second image reverted that's that's a good idea though it's pretty cool okay so that's the onboarding so let's just instead of clicking all these little links here let's just go straight to what's in this site and we'll just we'll just go to site contents and look at um site pages because there aren't a lot of lists and libraries it's mostly just cool stuff being deplete displayed on site pages so it's got our story and that's pretty that's pretty slick looking with just a lot of text and some image web parts down here and it's got office locations just images and it looks like maybe these are weather web parts here or time let's see it's a world clock web part all right so each of these are showing the world clock web part and then you could even add a weather web part if you wanted to okay and then what else it's got um another frequently asked question so it's probably done kind of in the same way yep it's got these links at the top and one of my children is printing something now for their on at home learning i told them to be quiet during power hour but i didn't tell them to not print anything any questions so far oh valerie said she was a bit disappointed in the checklist being just a list yeah i wasn't really surprised though because usually when you're usually when you're provisioning these things it just um sends out it's just it's sharepoint sites with lists and libraries in them what do we have here for our teams i can't i can't really fuss at my kids for wanting to do their schoolwork and print stuff out huh they probably hit print on something that's like 20 pages long okay this is um our teams and it's got more people web parts and little map web parts that's cool very creative i like the way that looks see it never occurred to me to do that yet again and then what is what do they do for org structure i'm fascinated to know nothing oh man i thought that was gonna be something cool work structure and then they have a template resource groups um join a resource group so they have a bunch of just like social groups of people and it looks like a hero web part so like veterans at contoso it just takes you back to the same page it doesn't have any specific content for all these different groups but it gives you an idea of a way to make it look and then of course there's that start here page that we went to oh thanks robin um yeah so the kids are working they have them doing remote learning three days a week and physically going to school two days a week so and we had um my little seven-year-old's best friend over here monday just doing schoolwork with her all day but then that lasted one day because then her brother tested positive for coronavirus it's it's coming closer it's coming closer it's like all these people in the neighborhood now it's just eeking closer and closer to us it's a miracle we don't have it yet oh okay so then what else do we have in here um usually kids are pretty much okay when they get it they just get a little fever in my experience they just get a little fever and it's um okay but sometimes they're not so it's like rolling the dice okay this one is the um so that's the pre-boarding let's go to the sales onboarding and see what that one looks like and close some of these tabs okay ooh that's pretty look at that green welcome to the team i have that same get started which probably just takes me to so it takes me to another page get started with again the same concept of some web parts and buttons and then a used youtube web part there's the sales new hire checklist so this is a different sharepoint list and then it's got instructions this is cool this is a good idea right it's got instructions on how to go into and create a new news post it um pick a template so it's got step-by-step instructions on creating a page in sharepoint as part of your sharepoint template genius so it just gives them some simple steps to create news pages let me go back to sales onboarding um susan no i don't think there's a way to do that and okay so welcome to the team so this is another hero web part and it's got what they did with this hero web part is they didn't just didn't put pictures on these four tiles so they picked the five tile view and just didn't put pictures on these and then they have um so get set up for sales success again quick links and then these are going to be these are news posts so they did a news post about each person so let's see if what template we have in here so look at this we have a new higher introduction template good idea right so you just put the person's face and it says welcome to the team and then they have just this regular site page template that's got their little logo and stuff at the top and we did another power hour about how to do page templates too okay team culture sales excellence um and then this has got i like the way they alternate between the white and the green backgrounds down the page and then this is some more another people web part some image web parts and let's see let's take a look at what what specifically this is this is an image web part and a text web part it's just image text image text image text it's just like um eight different web parts all right so it's so funny because you look at these and it's so simple the way it's done it's just done in a creative way just learning creative ways to do stuff so let's go look at what's involved and you can always i love just going straight to site contents whenever i go to a site that i've never been to just to see what is actually in it while they have a big sales new hire checklist 47 things so if you're doing employee onboarding and you want to actually assign tasks to these people we've had other power hours about employee onboarding but one thing you could do would just um be too you could have it assign tasks to them just create a sharepoint list and call it tasks and have it automatically go through this list and for every item in the list it creates a new task for that person and assigns it to them so that would be one way to just have a static list and then have it whenever they come on board have it generate those and we talked a couple of power hours ago when we were talking about teams triggers in flows there's a trigger that lets you know when someone joins a group and so i showed you how you can go create an organization-wide team in microsoft teams and so automatically as soon as you have a new employee they become a member of that organization-wide team so then you could have that be the trigger to know that you have a new employee and you can have it go through this list and just do a loop and for each item in the list create a task and assign them does that make sense so just an idea for something you could do with that and we have a lot of site pages too so these are the ones we looked at that have that are using that welcome new employee sort of template and then you have getting started so you're starting to see kind of some similar ideas in here but you're also seeing i mean there's like kind of little new nuggets of information all these different pages so probably help to just go click through all of these and look how cool this one looks and see what you have that's beautiful right oh ricky says he keep trying to click on laura's taskbar yeah yeah these definitely give you a great head start but you then you have to go into every single page and customize it to have your verbiage and not the generic contoso verbiage and your employees instead of the generic contoso employee so that could i can see that that could take a good bit of time to go through each of the four sites it i think it was four sites one two three four yeah go to through each of the four sites it created and then go straight to the site pages library and go um edit every single one of those pages but at least that's that's how you know that's the one place to go to is as long as you just go straight to site pages on that site then you'll be able to see exactly what's in there and you don't have to go start clicking through all these different things in the navigation um so let's go look at the engineering onboarding we haven't seen that one yet um stacy says if you already have an onboarding site is there a way to add any of this to an existing site no um not really i would just go click and create new pages and then just use just mimic what they're doing here just use all the exact same web parts um i mean technically you could probably install this and then uh use share gates and migrate the pages over but then you'd still have to configure all of them to have your own stuff in them so i would just um stacy i would just do it from scratch and just click create new page and just create them all like they've done with the same web parts and ideas but just with your own content in them so here's my engineering that's a nice engineering picture welcome to the team another hero web part this is a nice little quick links web part right here on the right and this is another news one and this is some more image web parts and some people web parts and let's go see what exists in here um in the rollout of this it does not have anything other than engineering and sales um they're really and again they're really just to give you ideas so you would just go create your own new site and just kind of do some of the same ideas that they did and look this this department has their own new heart checklist as well and let's go see what the engineering has as their pages so i have these about pages about people i have getting started welcome to contoso engineering again the checklist on the home page and then showing them how to do news articles and our leadership which is this it looks exactly like the one on the other side did frequently asked questions again this is the same concept that they're using on all of their frequently asked questions where you can just jump straight to a specific part on the page like this and this is just text a text web part on the right and just sections priorities let's see yep that looks just like the other one it's just a different color it is it is pretty time consuming though to go create all those from scratch ricky says which one of the four is the hub site well it doesn't one of them is not let's see it might have i would assume that the new employee employee onboarding one but it doesn't automate automatically make it a hub so let's see um let's go look at the navigation yeah it does it doesn't do a hub so then what you would do if you wanted one of them to be a hub this one would be the one you'd want and then you could say um just click here edit hub site well it says unregister as a hub site on this one huh okay well it isn't a hub site new employee hub and i'm just going to say me so then you could go to one of these other ones like i'll go back to engineering onboarding go to site information and look at that so it it did it already do it it's interesting it sounds like i was reading and it sounds like they're all websites oh because it says neo hub sites but i don't know if it means like they're all hub like i don't know if they're just using the word hub as like a descriptor or if it's actually like a hub hub let me refresh this because i made it a hub site but then when i went to one of them [Music] it looked like it had already associated itself so let me go to um sort it by url again since they're all in here in the ends and i clicked on the engineering one and that was already selected so let me go to the the sales one and i know i could do it from the admin center let me just go here and do it i'll wait for my settings button there we go site information yeah see there isn't one but then so i picked new employee hub but then they all had uh what looked like some central navigation on all of them so maybe when microsoft build this built this template they just put they just manually put the same navigation on all these different sites and then it's kind of up to you to make it a hub i don't know but yeah so i just made now so when i make it a hub and again we've had other power hours completely all about hub sites then when i make it a hub then all the other sites get its uh the navigation from the main hub so let me go back to corporate onboarding takes me to new employee onboarding and so it's got it would take me to those specific onboarding pages like there isn't a marketing one yet so it's not a link it would those would take me to those specific onboarding pages for those departments and then when i go to sales this is the one that was green so sales had its own color theme and then when i added it to the hub it inherited the color theme of that of that main hub site so and then it inherited this now one of them that i haven't changed to join the hub yet is this one which you may not want that to do that because that one's going to be the one that you give access to external people so when i go look at that one you can see see it doesn't have that top navigation so it only just has its own navigation because it's not part of the hub yet so yeah because some there are some ways that you can i don't know if it's out yet with the whole managing permissions from the hub there goes the printer again um but you wouldn't i don't know if you'd want to have this as part of a hub and then have to do the whole thing with the external people so that's kind of a bit more of just like what's your best practice there um so valerie engineering is its own site collection and sales is its own site collection and pre and boarding onboarding is its own site collection each of those four things is its own site collection so yeah so see there's sales and engineering and you can see here where the the hub association is so then this one's the hub we'll refresh this okay any questions about this onboarding getting a lot of creative ideas hopefully this is really cool joelle you know we can do in our power user class where we do site designs and web parts we can just make one of the labs be where it takes you through like building one of these cool looking pages that's a good idea yeah that's my i'm going to add that to my to-do list um we've yeah we just we just recorded our live online um powerapps and powerautomate class last week so i'm doing all the rendering and editing of that okay let me switch it let's see so your itu sharepoint and then would have to open the site where externals can access yes and that is part of the instructions uh brenda so when you go to the instructions it tells you what is what the foresights that are involved and it tells you step one provision it and then enable external sharing for the pre onboarding site so you can go to that to the admin center to that specific site and enable external sharing now the level of external sharing that you add whether you're going to add anyone or new and existing that's up to you but that's um that's what you would need to do so external people can get to it so i i did invite myself um in my other tenant i'll go show you um to this onboarding site let me grab that url copy paste oh it says i don't have access i must have i must have messed with it all right maybe not okay nevermind i was playing around with adding the external user but i didn't really finish doing that apparently it looks exactly the same it's just i was just showing that i added myself as an external user to this site so that i can get to it before i'm an employee um [Music] any other questions i think that kind of wraps it up now we do have new software we'll kind of address the technical issues that i had at the beginning we have new software that we got for doing the this doing this live broadcast the streaming part and so we we got into live software i got it all configured because we started about 20 or 25 minutes early today because of that just to make sure and then my audio was never working and i could hear joel's audio and other audio but not my microphone so it wasn't working at all so then finally at five to eleven i just said well let's just go back to using xsplit and um but then when i turn on xsplit my audio was still not working so it must have been something with my microphone so then i rebooted my computer at 1101 and and then now my microphone is completely non-existent so i'm gonna have to go unplug and plug stuff back in or reinstall drivers or something i'm not sure what happened but we're going to try we're going to go use this other software next time because it's really really cool and i like i like it a lot better than xsplit so it's called vmix but thanks everybody for coming and exploring the employee onboarding with me and we'll we'll see you next time at power hour we have it will be wednesday at 11 central and hopefully we'll be using the new software and you all check out our training on our website iwmentor.com powerapps basics class is a good free one that you can get started with thanks everybody bye bye thanks joelle thanks laura

Channel: Laura Rogers

Views: 8,350

Rating: 4.8974357 out of 5

Keywords: SharePoint, Microsoft 365, Office 365, Employee Onboarding

Id: kvtHij0oZjo

Length: 45min 25sec (2725 seconds)

Published: Wed Aug 26 2020