Onboarding Prep
Tips to Build Strong Onboarding Preparation
The Onboarding Opportunity
Here at Digital Velocity, we know the excitement of kicking off a new partnership or project. We love the possibility, the chance to see fresh ideas take flight and tackle real challenges. We’ve also seen how inefficient onboarding preparation can quickly fizzle that excitement. Missing logins and hunting down crucial files will throw a wrench in everything, turning that initial buzz into a frustrating scramble.
We’ve learned that a solid start sets the tone for a smooth and successful collaboration. If you’ve found yourself digging through emails for a password or chasing down a misplaced asset after a project has launched, you know what we’re talking about. We’ve been there, and we know how much easier it is when you’ve got a clear plan and the correct systems in place from the start.
Onboarding isn’t just about ticking off tasks on a checklist. Onboarding is laying a solid foundation for collaboration. Taking the time to gather logins, assets, and key details ahead of time shows your team is ready to hit the ground running. More importantly, it empowers your agency to focus on what matters most: delivering results.
Key Details to Prepare
These are the key details you'll need to gather before onboarding.
Business and Contact Information
Start with the basics – company name, points of contact preferred communication method and frequency are all key to future relational success. A single, consistent point of contact helps streamline communication and ensures nothing gets lost in translation. This team member will be responsible for various steps or details, such as approvals, feedback, and asset delivery.
Overview of your business
Your agency needs to understand where you came from as well as where you want to go. Sharing your company background and mission will provide your agency with the groundwork to begin successful campaign preparations. Key competitor information as well as information on existing channels and target audiences are also important.
Login Credential
Ensure all necessary logins and passwords are organized and ready to share securely. Examples: Website, social media, analytics, email marketing, etc.
Logos: Put brand guidelines in place for image usage. Then, provide a centralized location for high-resolution versions in all necessary formats (PNG, JPG, vector).
Image Assets
As with your logos, label and organize all image files for easy access. Provide high-quality photos that represent your brand. Examples: product, team, lifestyle, etc. If there is an approval process for new images, make sure that your agency understands this process – and who owns the final sign off for approval.
List of Platforms
Create a directory of all platforms where your company has a digital presence, such as social media accounts, your website, third-party directories, and review sites. Your agency can utilize this directory to understand your presence and find opportunities for improvement. Along with this step, also document social media handles and hashtags currently in use.
Invoice & Payment Setup
Set up your billing details and be prepared to invoice. Avoid delays by confirming payment methods, billing contacts, and verifying company-specific processes.
Access and Credentials
Your agency will need access to the various platforms used to conduct your digital marketing efforts. This client onboarding checklist (download below) will help you to identify which credentials need to be shared with your agency to ensure a smooth transition.
Marketing Goals & How to Measure Success
Identify your immediate and long term marketing goals. How are these going to be measured? What is the budget? If your business experiences seasonality, this information also is critical to share with your agency.
Previous Marketing Work and Results
Share data on any past campaigns as well as work done in the past by other agencies, freelancers or internal team members. Knowing what worked well – and what didn’t - will shorten the learning curve for your new agency to fully understand your business model.
Legal Stuff
Make sure any agreements are clearly written and signed in advance of the start of work. Additionally, if a non-disclosure agreement (NDA) is required, this is the time to get that taken care of.
Product Information
As you prepare to bring a new agency, this is your time to shine. Share your passion about your product or service and the value you provide. Pricing sheets, product/service lists, FAQs, content resources and customer reviews are all a terrific way to bring your new partners up to speed.
The Risks of Skipping Prep
Neglecting onboarding can quickly derail a project:
Initial Delays
Scrambling to get organized slows down the project.
Team Frustration
Chasing missing information creates tension.
Miscommunication
Unclear roles and responsibilities lead to confusion.
Wasted Resources
Time and energy spent on avoidable problems.
Damaged Trust/Momentum
A bumpy start can negatively impact the relationship.
The Rewards of Effective Prep
A well-planned onboarding process can translate to significant rewards:
Faster Project Launch
Reduced hiccups and delays.
Positive Partnership from the Start
Sets the tone for a strong working relationship.
Clear Communication
Alignment from the beginning.
Efficient Resource Use
Focus on delivering results, not searching for information.
Better Overall Results
Your agency can concentrate on the core work instead of chasing down details.
Effective onboarding preparation is more than just a checklist; it’s the foundation for a successful partnership. By proactively gathering essential details like login credentials, assets, and contact information, you minimize delays, foster clear communication, and build trust from the outset. Skipping this crucial phase leads to wasted resources and damaged momentum, while a well-prepared onboarding ensures a faster launch and allows you to focus on delivering exceptional results.
At Digital Velocity Agency, we understand that a smooth start sets the tone for a powerful collaboration, allowing us to turn that initial excitement into tangible success.
