Inside Look: A Peek at My Onboarding Process When You Hire Me as Your OBM
I'm always curious about how business owners onboard new clients.
One, because I want to know what the experience will be like with someone I'm considering working with. I want to feel good knowing I'll be taken care of before I make my decision.
Two, because I am a systems girlie and love learning how everyone is using their systems and processes behind the scenes. I love discovering new ways to be efficient or provide a better experience for new clients.
So, if you're nosy like me, here's a peek at my client onboarding process as an OBM. It's a behind-the-scenes look at each step I use to onboard new clients.
As an OBM supporting business owners on an ongoing monthly basis, there's a lot to do upfront to make sure we're both set up for success and on the same page, so here’s how I go about it.
When You First Reach Out
From the moment you reach out, I want to make sure you feel well taken care of. I also hope you feel my appreciation for choosing me as a potential partner along your business journey.
My contact form on my website allows you to book a clarity call and has a form to gather important information I need to learn about your business needs and how I can best support you.
On the clarity call, I get to learn all about your business and what kind of support you need. We chat about what services make the most sense and if I'm a good fit for your needs. I share my experience and work approach so that we both leave the call with a good understanding of whether we would be a good fit for each other.
After the call, I send over a proposal covering everything we discussed. I use Honeybook as my CRM platform, and I'm obsessed with how easy they make it to use proposal templates. I have never had to start from scratch and I've been able to give a polished experience when sharing my proposals because of how easy Honeybook has made it to build them.
(P.S. If you're interested in trying Honeybook to enhance your client booking experience, you can use my code for 30% off. Also, my shameless plug – if you're unsure where to start with Honeybook, OR if you're using it and need some support, I also offer Honeybook refreshes and builds.)
With the proposal, it's always clear exactly what tasks I'll be taking over, how much time it will save you, and when we will get started. You select your services, sign your contract, and pay your invoice to secure your spot. Then the onboarding process begins.
The Onboarding Checklist
Before diving into the actual onboarding process, let's share a quick overview first. Here's the checklist I use to ensure I cover everything needed to onboard a client and get them ready for support. Once the proposal is signed, here's what happens next:
☑️ Welcome email sent - covers what to expect, timeline, and action items such as booking your onboarding call
☑️ Onboarding questionnaire - gets sent through Honeybook to gather information about how you run your business and any specific details I need to know to be able to take over the tasks you are delegating
☑️ Method to share passwords or directions on how to add me as a team member to your platforms (LastPass is a great, secure way to share passwords. I always opt for adding me as a team member when possible, though.)
☑️ Ensure onboarding call is scheduled - send any directions about what to prep before the call
☑️ Add you to Slack or have you add me to your preferred communication platform - helps with quick connection without having to text to help keep clear work boundaries
☑️ Create a ClickUp folder - to keep your tasks organized
☑️ Onboarding call - we make sure we are on the same page about what I am responsible for, we make sure I am able to access everything and do any final log-ins together (especially for log-ins that need 2-factor authentication), and make sure everything feels clear to you so you know exactly what your role looks like and what mine looks like
Onboarding Process - What I Take Care Of
Now for the process itself! First, I make sure I clearly understand what role you want me to play in the day-to-day handling of tasks behind the scenes, so I know exactly what I need access to and what information I need from you.
I send you a list of action items, so it's easy and clear what you need to share with me, how to add me as a team member, what passwords to share, etc. I do the heavy lifting so that you don't have to spend time figuring out what you need to share with me.
I'll add you to Slack and make sure our communication process is set up (schedule weekly or monthly calls, get a task management system set up, create communication processes to ensure we both understand how we'll communicate).
Onboarding Process - What You Should Expect to Do
While I handle most of the heavy lifting, there are a few key things I'll need from you to make this process smooth:
☑️ Complete the onboarding questionnaire
This is crucial for me to understand your business operations, your preferences, and the specific ways you like things handled. The more detail you provide, the better I can support you from day one.
☑️ Add me to your essential platforms
I'll send you specific instructions for each platform, but you'll need to add me as a team member to tools like your email marketing platform, social media accounts, project management tools, and any other systems I'll be managing for you.
☑️ Block time for our onboarding call
This call is where we connect all the dots, test access to platforms together, and make sure you feel 100% confident about what's happening next. Come prepared with any questions you have about the process.
☑️ Set up secure password sharing
If adding me as a team member isn't possible for specific platforms, I'll guide you through secure ways to share login information using tools like LastPass.
What Happens After Onboarding
Once we've completed the onboarding process, you can expect to feel more at ease and create space in your schedule immediately. We'll refine our process as we go, making adjustments that work better for your business and communication style.
You'll also have monthly strategy calls with me because when you hire me, you're getting a business partner for life. These calls ensure we're always aligned on priorities and that I'm providing the most valuable support possible.
The goal of this entire process is simple: to set us both up for a successful, long-term partnership where you can focus on what you do best while knowing your business operations are in capable hands.
Ready to hire an OBM for your business?
If you’re ready to experience this level of support, I’d love to chat with you to discuss your needs and determine where I can fit in!