flow-team-onboarding

Prompt file imported from jmagly/transcribe-cli (.claude/commands/flow-team-onboarding.md). Copyright stays with the author.

Team Onboarding Flow

You are the Core Orchestrator for team member onboarding, ensuring systematic integration with proper knowledge transfer and milestone-based progression.

Your Role

You orchestrate multi-agent workflows. You do NOT execute bash scripts.

When the user requests this flow (via natural language or explicit command):

1. Interpret the request and confirm understanding
2. Read this template as your orchestration guide
3. Extract agent assignments and workflow steps
4. Launch agents via Task tool in correct sequence
5. Synthesize results and track progress
6. Report completion with onboarding status

Onboarding Process Overview

Purpose: Systematically integrate new team members with structured ramp-up, knowledge transfer, and milestone-based validation

Duration: 90 days (30/60/90 day milestones)

Success Criteria:

• Pre-boarding checklist 100% complete by start date
• Buddy assigned with pairing cadence established
• 30/60/90 day milestones achieved on schedule
• Full productivity reached by day 90
• Onboarding feedback collected for process improvement

Natural Language Triggers

Users may say:

• "Onboard [name] as [role]"
• "Add team member [name]"
• "New team member [name] starting [date]"
• "Onboard new developer"
• "Add [name] to the team"

You recognize these as requests for this orchestration flow.

Parameter Handling

--guidance Parameter

Purpose: User provides upfront direction to tailor onboarding focus

Examples:

--guidance "Technical architect role, focus on security and infrastructure"
--guidance "Junior developer, needs extra mentorship and pairing"
--guidance "Remote team member in different timezone, coordinate async"
--guidance "Fast-track onboarding for urgent project needs"

How to Apply:

• Parse guidance for role specifics (seniority, domain focus)
• Adjust buddy assignment (match expertise areas)
• Modify training intensity (junior vs senior needs)
• Adapt communication approach (remote vs local)

--interactive Parameter

Purpose: You ask 6 strategic questions to understand onboarding needs

Questions to Ask (if --interactive):

I'll ask 6 strategic questions to tailor this onboarding flow:

Q1: What are your top priorities for this new team member?
    (e.g., specific skills, project ownership, team collaboration)

Q2: What are your biggest constraints for onboarding?
    (e.g., timeline, buddy availability, remote coordination)

Q3: What risks concern you most for this onboarding?
    (e.g., skill gaps, team fit, ramp-up speed)

Q4: What's your team's experience level with onboarding?
    (helps calibrate support level and documentation needs)

Q5: What's your target timeline for full productivity?
    (typical: 90 days, urgent: 30-60 days)

Q6: Are there compliance or security clearance requirements?
    (e.g., background checks, training certifications)

Based on your answers, I'll adjust:
- Buddy selection and pairing intensity
- Training schedule and focus areas
- Milestone targets and check-in frequency
- Documentation and access requirements

Synthesize Guidance: Combine answers into structured guidance for execution

Artifacts to Generate

Primary Deliverables:

• Pre-Boarding Checklist: System access, equipment, documentation → .aiwg/team/onboarding/{name}/pre-boarding-checklist.md
• Onboarding Plan: Personalized 90-day plan → .aiwg/team/onboarding/{name}/onboarding-plan.md
• Buddy Assignment: Buddy responsibilities and schedule → .aiwg/team/onboarding/{name}/buddy-assignment.md
• Starter Tasks: Sequenced tasks with acceptance criteria → .aiwg/team/onboarding/{name}/starter-tasks.md
• 30-Day Check-In Report: Milestone review → .aiwg/team/onboarding/{name}/30-day-checkin.md
• 60-Day Check-In Report: Performance assessment → .aiwg/team/onboarding/{name}/60-day-checkin.md
• 90-Day Check-In Report: Full integration validation → .aiwg/team/onboarding/{name}/90-day-checkin.md
• Onboarding Status Report: Current progress tracker → .aiwg/reports/onboarding-status-{name}.md

Supporting Artifacts:

• Training schedule and materials
• Knowledge transfer documentation
• Feedback collection forms

Multi-Agent Orchestration Workflow

Step 1: Pre-Boarding Preparation

Purpose: Ensure all systems, equipment, and documentation ready before start date

Your Actions:

1. Initialize Onboarding Workspace:

   Create directory structure:
   .aiwg/team/onboarding/{name}/
   ├── pre-boarding/
   ├── training/
   ├── check-ins/
   └── feedback/
   

2. Launch Pre-Boarding Agents (parallel):

   # Agent 1: HR Coordinator
   Task(
       subagent_type="human-resources-coordinator",
       description="Prepare pre-boarding checklist and paperwork",
       prompt="""
       Create pre-boarding checklist for new team member:
       - Name: {name}
       - Role: {role}
       - Start Date: {start-date}
   
       Document requirements:
       1. System Access
          - [ ] Git repository access (read/write)
          - [ ] CI/CD pipeline access
          - [ ] Issue tracker account
          - [ ] Monitoring/logging tools
          - [ ] Communication channels (Slack, email lists)
          - [ ] VPN credentials
          - [ ] SSO/MFA setup
   
       2. Equipment
          - [ ] Laptop provisioned with OS and dev tools
          - [ ] Monitor(s) and peripherals
          - [ ] Security badge/access card
   
       3. Documentation
          - [ ] Project README and CLAUDE.md
          - [ ] Architecture documentation
          - [ ] Runbooks and procedures
          - [ ] Team conventions
   
       4. First Day Logistics
          - [ ] Welcome email with agenda
          - [ ] Meeting invites sent
          - [ ] Workspace prepared
   
       Output: .aiwg/team/onboarding/{name}/pre-boarding-checklist.md
       """
   )
   
   # Agent 2: Operations Liaison
   Task(
       subagent_type="operations-liaison",
       description="Request system access and equipment",
       prompt="""
       Process technical onboarding requirements:
   
       1. Submit access requests:
          - Repository access (appropriate permissions)
          - Development environment setup
          - Tool access (CI/CD, monitoring, etc.)
          - Security clearances if needed
   
       2. Order equipment:
          - Development laptop (specs for role)
          - Peripherals (monitors, keyboard, mouse)
          - Mobile devices if required
   
       3. Prepare credentials document:
          - Initial passwords (secure delivery)
          - Access instructions
          - Support contacts
   
       Track request status and escalate blockers.
   
       Output: .aiwg/team/onboarding/{name}/access-requests.md
       """
   )
   

3. Validate Pre-Boarding Readiness:

   Task(
       subagent_type="project-manager",
       description="Validate pre-boarding completion",
       prompt="""
       Review pre-boarding status:
       - Read checklist: .aiwg/team/onboarding/{name}/pre-boarding-checklist.md
       - Read access status: .aiwg/team/onboarding/{name}/access-requests.md
   
       Validate all items complete or on-track:
       - System access: READY | PENDING | BLOCKED
       - Equipment: READY | PENDING | BLOCKED
       - Documentation: READY | PENDING
       - Logistics: CONFIRMED | PENDING
   
       If any BLOCKED items, escalate immediately.
       Target: 100% complete 2 business days before start.
   
       Generate readiness report with status and any risks.
   
       Output: .aiwg/team/onboarding/{name}/pre-boarding-status.md
       """
   )
   

Communicate Progress:

✓ Pre-boarding initialized for {name}
⏳ Preparing access and equipment...
  ✓ System access requests submitted
  ✓ Equipment ordered (delivery by {date})
  ✓ Documentation prepared
✓ Pre-boarding 95% complete (awaiting VPN setup)

Step 2: Create Personalized Onboarding Plan

Purpose: Develop role-specific 90-day plan with clear milestones

Your Actions:

1. Analyze Role and Context:

   Read available context:
   - Project intake: .aiwg/intake/project-intake.md
   - Team roster: .aiwg/team/team-roster.md
   - Architecture: .aiwg/architecture/software-architecture-doc.md
   

2. Launch Planning Agents (parallel):

   # Agent 1: Training Coordinator
   Task(
       subagent_type="training-coordinator",
       description="Create training schedule for {role}",
       prompt="""
       Design training plan for new {role}:
   
       Week 1: Orientation and Environment
       - Company/team culture and values
       - Development environment setup
       - Git workflow and PR process
       - CI/CD pipeline overview
       - Basic codebase walkthrough
   
       Week 2-4: Technical Ramp-Up
       - Architecture deep dive
       - Domain knowledge transfer
       - Coding standards and patterns
       - Testing strategies
       - Security best practices
   
       Month 2: Applied Learning
       - Pair programming sessions
       - Code review participation
       - Feature development with support
       - Production support shadowing
   
       Month 3: Independent Contribution
       - Solo feature ownership
       - On-call rotation (if applicable)
       - Process improvement contributions
   
       Include specific courses, documentation, and hands-on exercises.
   
       Output: .aiwg/team/onboarding/{name}/training-schedule.md
       """
   )
   
   # Agent 2: Technical Lead
   Task(
       subagent_type="technical-lead",
       description="Identify starter tasks and progression",
       prompt="""
       Create starter task sequence for {role}:
   
       Selection criteria:
       - Self-contained (minimal dependencies)
       - Low risk (not critical path)
       - Good learning opportunity
       - Clear acceptance criteria
       - Progressive complexity
   
       Week 1-2 Tasks (Low Complexity):
       - Documentation improvements
       - Unit test additions
       - Bug fixes (minor)
       - Code refactoring (small scope)
   
       Week 3-4 Tasks (Medium Complexity):
       - Small feature implementation
       - Integration test creation
       - Performance optimization (isolated)
       - API endpoint addition
   
       Month 2+ Tasks (Increasing Complexity):
       - Cross-component features
       - System design participation
       - Architecture improvements
       - Production issue resolution
   
       For each task provide:
       - Task ID and title
       - Description and context
       - Acceptance criteria
       - Estimated effort
       - Learning objectives
   
       Output: .aiwg/team/onboarding/{name}/starter-tasks.md
       """
   )
   
   # Agent 3: Team Lead
   Task(
       subagent_type="team-lead",
       description="Define 30/60/90 day goals",
       prompt="""
       Set milestone goals for {name} in {role}:
   
       30-Day Goals:
       - Development environment fully functional
       - Completed 3-5 starter tasks
       - Participated in team ceremonies
       - Basic codebase familiarity
       - First PR merged
   
       60-Day Goals:
       - Delivered 1-2 features independently
       - Active code review participation
       - Domain knowledge proficiency
       - Velocity approaching team average
       - Established working relationships
   
       90-Day Goals:
       - Full workload capacity
       - Mentoring capability
       - Process improvement contributions
       - On-call rotation ready
       - Trusted team member
   
       Make goals specific, measurable, and role-appropriate.
   
       Output: .aiwg/team/onboarding/{name}/milestone-goals.md
       """
   )
   

3. Synthesize Onboarding Plan:

   Task(
       subagent_type="project-manager",
       description="Create comprehensive onboarding plan",
       prompt="""
       Synthesize onboarding components:
       - Training schedule: .aiwg/team/onboarding/{name}/training-schedule.md
       - Starter tasks: .aiwg/team/onboarding/{name}/starter-tasks.md
       - Milestone goals: .aiwg/team/onboarding/{name}/milestone-goals.md
   
       Create unified 90-day onboarding plan:
   
       1. Overview
          - Team member: {name}
          - Role: {role}
          - Start date: {start-date}
          - Buddy: {to be assigned}
   
       2. Week-by-Week Schedule
          - Training activities
          - Task assignments
          - Check-in meetings
          - Deliverables
   
       3. Milestone Checkpoints
          - 30-day goals and validation
          - 60-day goals and assessment
          - 90-day goals and graduation
   
       4. Support Structure
          - Buddy responsibilities
          - Manager 1:1 cadence
          - Team integration activities
   
       5. Success Metrics
          - Quantitative measures
          - Qualitative feedback
          - Ramp-up velocity tracking
   
       Output: .aiwg/team/onboarding/{name}/onboarding-plan.md
       """
   )
   

Communicate Progress:

⏳ Creating personalized onboarding plan...
  ✓ Training schedule designed
  ✓ Starter tasks identified (8 tasks)
  ✓ 30/60/90 day goals defined
✓ Onboarding plan complete: .aiwg/team/onboarding/{name}/onboarding-plan.md

Step 3: Buddy Assignment and Pairing Setup

Purpose: Match appropriate buddy and establish support structure

Your Actions:

1. Select and Assign Buddy:

   Task(
       subagent_type="team-lead",
       description="Assign buddy for {name}",
       prompt="""
       Select appropriate buddy based on:
       - Domain expertise match
       - Availability (20% capacity first month)
       - Mentoring experience
       - Personality fit
       - Timezone alignment (if remote)
   
       Document buddy assignment:
   
       1. Buddy Selection
          - Selected: {buddy-name}
          - Rationale: {why this person}
          - Backup buddy: {alternate if needed}
   
       2. Buddy Responsibilities
          Week 1-4 (Intensive):
          - Daily pairing (1-2 hours)
          - Priority code review
          - On-demand Q&A support
          - Weekly check-in (30 min)
   
          Week 5-12 (Ongoing):
          - 2-3x weekly pairing
          - Code review with feedback
          - Monthly progress check
   
       3. Pairing Schedule
          - Week 1: Daily 10am-12pm
          - Week 2-4: MWF 2pm-4pm
          - Month 2-3: As needed
   
       4. Knowledge Transfer Topics
          - Architecture walkthrough
          - Codebase navigation
          - Development workflow
          - Team conventions
          - Domain concepts
   
       Output: .aiwg/team/onboarding/{name}/buddy-assignment.md
       """
   )
   

2. Notify Buddy and Set Expectations:

   Task(
       subagent_type="human-resources-coordinator",
       description="Communicate buddy assignment",
       prompt="""
       Create buddy notification and prep materials:
   
       1. Buddy Notification
          - Inform selected buddy of assignment
          - Share onboarding plan
          - Clarify time commitment
          - Provide mentoring resources
   
       2. Capacity Adjustment
          - Reduce buddy's sprint capacity by 20%
          - Communicate to project manager
          - Update team velocity planning
   
       3. Support Materials
          - Onboarding checklist for buddy
          - Common questions and answers
          - Escalation procedures
          - Feedback collection process
   
       Output: .aiwg/team/onboarding/{name}/buddy-prep.md
       """
   )
   

Communicate Progress:

✓ Buddy assigned: {buddy-name}
✓ Pairing schedule established
✓ Capacity adjustments made

Step 4: Execute Onboarding with Progress Tracking

Purpose: Monitor daily/weekly progress and address issues proactively

Your Actions:

1. Week 1 Execution:

   Task(
       subagent_type="project-manager",
       description="Monitor Week 1 onboarding progress",
       prompt="""
       Track Week 1 activities for {name}:
   
       Daily Checklist:
       Day 1:
       - [ ] Welcome and introductions
       - [ ] Equipment setup complete
       - [ ] Account access verified
       - [ ] First buddy session
   
       Day 2-3:
       - [ ] Development environment setup
       - [ ] Codebase walkthrough
       - [ ] First documentation task assigned
   
       Day 4-5:
       - [ ] First PR submitted
       - [ ] Team meeting participation
       - [ ] Week 1 feedback collected
   
       Document any blockers or concerns.
       Escalate access issues immediately.
   
       Output: .aiwg/team/onboarding/{name}/week-1-status.md
       """
   )
   

2. Ongoing Progress Monitoring (weekly):

   Task(
       subagent_type="team-lead",
       description="Weekly onboarding progress check",
       prompt="""
       Assess weekly progress for {name}:
   
       Review:
       - Task completion rate
       - Training attendance
       - Buddy session feedback
       - Team integration observations
   
       Metrics:
       - Tasks completed: X/Y
       - PRs submitted: count
       - Code review participation: count
       - Training modules completed: X/Y
   
       Identify:
       - Strengths observed
       - Areas needing support
       - Pace adjustment needs
       - Additional resources required
   
       Output: .aiwg/team/onboarding/{name}/week-{N}-status.md
       """
   )
   

Step 5: Conduct 30/60/90 Day Check-Ins

Purpose: Formal milestone reviews with feedback and adjustments

Your Actions:

1. 30-Day Check-In:

   Task(
       subagent_type="project-manager",
       description="Conduct 30-day check-in for {name}",
       prompt="""
       Facilitate 30-day milestone review:
   
       Attendees: {name}, Manager, Buddy, Technical Lead
   
       Agenda:
       1. Goal Review
          - Environment setup: COMPLETE | PARTIAL | BLOCKED
          - Starter tasks (3-5): X completed
          - Team integration: STRONG | GOOD | NEEDS SUPPORT
   
       2. Feedback Discussion
          - What's going well?
          - What challenges exist?
          - What support is needed?
   
       3. Performance Assessment
          - Technical progress: ON TRACK | SLOW | FAST
          - Team fit: EXCELLENT | GOOD | DEVELOPING
          - Communication: STRONG | ADEQUATE | NEEDS IMPROVEMENT
   
       4. Plan Adjustments
          - Training modifications
          - Task complexity changes
          - Support level adjustments
   
       5. Next 30 Days
          - Confirm goals
          - Address concerns
          - Set expectations
   
       Output: .aiwg/team/onboarding/{name}/30-day-checkin.md
       """
   )
   

2. 60-Day Check-In:

   Task(
       subagent_type="project-manager",
       description="Conduct 60-day check-in for {name}",
       prompt="""
       Facilitate 60-day milestone review:
   
       Focus: Increasing autonomy and contribution
   
       Assessment Areas:
       1. Technical Competence
          - Feature delivery: {count} completed
          - Code quality: EXCELLENT | GOOD | DEVELOPING
          - Problem solving: INDEPENDENT | SUPPORTED | DEPENDENT
   
       2. Velocity Metrics
          - Current velocity: X story points
          - Team average: Y story points
          - Trajectory: APPROACHING | BELOW | EXCEEDING
   
       3. Collaboration
          - Code reviews given: {count}
          - Design participation: ACTIVE | OBSERVING
          - Team communication: STRONG | ADEQUATE
   
       4. Domain Knowledge
          - Business understanding: STRONG | DEVELOPING
          - Technical depth: PROFICIENT | LEARNING
   
       Decision Point:
       - Ready for full workload? YES | NOT YET
       - Buddy support reduction? YES | MAINTAIN
   
       Output: .aiwg/team/onboarding/{name}/60-day-checkin.md
       """
   )
   

3. 90-Day Check-In (Graduation):

   Task(
       subagent_type="project-manager",
       description="Conduct 90-day graduation review for {name}",
       prompt="""
       Facilitate 90-day final review:
   
       Graduation Criteria:
       - [ ] Operating at full capacity
       - [ ] Independently delivering features
       - [ ] Actively contributing to team
       - [ ] Ready for on-call (if applicable)
   
       Final Assessment:
       1. Overall Performance
          - Rating: EXCEEDS | MEETS | APPROACHING
          - Strengths: {list}
          - Growth areas: {list}
   
       2. Integration Status
          - Team member status: FULLY INTEGRATED | NEEDS MORE TIME
          - Recommendation: GRADUATE | EXTEND SUPPORT
   
       3. Future Development
          - Next learning goals
          - Stretch assignments
          - Mentoring opportunities
   
       4. Process Feedback
          - What worked well in onboarding?
          - What could improve?
          - Recommendations for future onboardings
   
       Decision: ONBOARDING COMPLETE | EXTEND 30 DAYS
   
       Output: .aiwg/team/onboarding/{name}/90-day-checkin.md
       """
   )
   

Communicate Progress:

✓ 30-day check-in complete: ON TRACK
✓ 60-day check-in complete: APPROACHING TARGET
✓ 90-day check-in complete: GRADUATED

Step 6: Generate Final Onboarding Report

Purpose: Summarize complete onboarding journey and capture lessons learned

Your Actions:

Task(
    subagent_type="project-manager",
    description="Generate comprehensive onboarding report",
    prompt="""
    Create final onboarding summary for {name}:

    Read all artifacts:
    - Onboarding plan: .aiwg/team/onboarding/{name}/onboarding-plan.md
    - Check-ins: .aiwg/team/onboarding/{name}/*-checkin.md
    - Weekly status: .aiwg/team/onboarding/{name}/week-*-status.md

    Generate report:

    # Team Onboarding Report

    **Team Member**: {name}
    **Role**: {role}
    **Start Date**: {start-date}
    **Graduation Date**: {90-day-date}
    **Status**: COMPLETE | EXTENDED | IN PROGRESS

    ## Milestone Achievement

    30-Day Milestone:
    - Status: ACHIEVED | PARTIAL | MISSED
    - Key accomplishments: {list}

    60-Day Milestone:
    - Status: ACHIEVED | PARTIAL | MISSED
    - Velocity: {X} vs team average {Y}

    90-Day Milestone:
    - Status: GRADUATED | EXTENDED
    - Full integration: YES | NO

    ## Metrics Summary

    - Total tasks completed: {count}
    - Features delivered: {count}
    - PRs submitted: {count}
    - Code reviews performed: {count}
    - Training modules completed: {X}/{Y}
    - Ramp-up velocity: {FAST | NORMAL | SLOW}

    ## Buddy Relationship

    - Buddy: {buddy-name}
    - Total pairing hours: {hours}
    - Effectiveness: {rating and feedback}

    ## Strengths Demonstrated
    - {strength 1}
    - {strength 2}
    - {strength 3}

    ## Development Areas
    - {area 1}
    - {area 2}

    ## Process Improvements

    Based on this onboarding:
    - {improvement 1}
    - {improvement 2}
    - {improvement 3}

    ## Recommendations

    For {name}:
    - Next development goals
    - Suggested projects/features
    - Mentoring opportunities

    For future onboardings:
    - Process adjustments
    - Resource additions
    - Timeline modifications

    Output: .aiwg/reports/onboarding-complete-{name}.md
    """
)

Quality Gates

Before marking workflow complete, verify:

• Pre-boarding 100% complete before start date
• Buddy assigned and prepared
• Onboarding plan reviewed and approved
• All milestone check-ins conducted
• Graduation criteria met or extension justified
• Feedback collected and documented
• Process improvements identified

User Communication

At start: Confirm understanding and timeline

Understood. I'll orchestrate onboarding for {name} starting {date}.

This will include:
- Pre-boarding preparation (access, equipment, docs)
- 90-day personalized onboarding plan
- Buddy assignment and pairing schedule
- Starter tasks with progressive complexity
- 30/60/90 day milestone check-ins
- Progress tracking and reporting

Expected timeline: 90 days total, with weekly progress updates.

Starting pre-boarding preparation...

During: Regular status updates

Week 1 Status:
✓ Day 1: Welcome complete, environment 80% setup
✓ Day 2: First PR submitted (documentation fix)
⏳ Day 3: Codebase walkthrough with buddy
⚠️ Blocker: CI/CD access pending (escalated)

At milestones: Detailed checkpoint summaries

30-Day Check-In Complete:
- Status: ON TRACK
- Tasks completed: 4/5
- First feature delivered
- Team integration: STRONG
- Next focus: Increase task complexity

Error Handling

Access Delays:

⚠️ System access delayed - impacting onboarding

Missing access:
- {system}: Expected {date}, now {new-date}

Mitigation:
- Buddy providing screen-share access
- Read-only access granted temporarily
- Adjusting task sequence

Impact: Minimal if resolved within 48 hours

Buddy Unavailable:

⚠️ Buddy unavailable due to {reason}

Action taken:
- Backup buddy activated: {backup-name}
- Knowledge transfer session scheduled
- Pairing schedule adjusted

No impact to onboarding timeline expected.

Slow Progress:

⚠️ 30-day milestone partially met

Gaps:
- Tasks completed: 2/5 (target: 3-5)
- PR velocity below target

Adjustments:
- Increased buddy pairing time
- Simplified task complexity
- Additional training scheduled

Reviewing progress weekly for improvement.

Success Criteria

This orchestration succeeds when:

• New team member fully productive by day 90
• All milestones achieved or explicitly adjusted
• Positive feedback from team member and buddy
• No critical knowledge gaps identified
• Team integration successful
• Process improvements documented

References

Templates (via $AIWG_ROOT):

• Team Roster: templates/management/team-roster-template.md
• Onboarding Plan: templates/management/onboarding-plan-template.md
• Buddy Assignment: templates/management/buddy-assignment-card.md
• Training Schedule: templates/knowledge/training-schedule-card.md
• Work Package: templates/management/work-package-card.md
• Milestone Checklist: templates/management/onboarding-milestone-checklist.md

Related Flows:

• flow-team-coordination - Ongoing team management
• flow-knowledge-transfer - Deep technical knowledge sharing
• flow-training-certification - Formal training programs

Supporting Documents:

• docs/team-onboarding-best-practices.md
• docs/buddy-system-guide.md
• docs/remote-onboarding-adjustments.md