A clear onboarding process gives new hires a reliable way to learn how your company handles work in the field. Standard operating procedures (SOPs) can document those expectations so each person learns the same process for taking job site photos, adding context, completing checklists, and sharing project information.
Documentation is especially useful because new hires can reference the process while they work. Instead of relying on a single training session, they have instructions and examples that reinforce what needs to be documented at each stage of a job.
Use SOPs to create a consistent onboarding process
New hires often learn through a combination of training, observation, and hands-on work. An SOP gives that training a documented standard that employees can return to as they become familiar with their role.
For job site documentation, an SOP can define what information your company needs from the field and how employees should capture it. This gives managers and experienced crew members a shared framework for training new employees rather than rebuilding instructions for each person.
A documentation SOP can cover expectations such as:
- Which stages of a project require photos
- What details should be included in photo descriptions
- How your company uses tags or labels
- Which checklists employees need to complete
- When project updates should be documented
- Who is responsible for specific documentation tasks
These expectations can also be broken into separate SOPs for different roles or types of work. A crew member may need detailed instructions for documenting completed work, while a project manager may need guidance for reviewing that documentation and following up on project needs.
Show new hires what good documentation looks like
Written instructions can explain what someone needs to document, while examples show them what your company expects. Reference photos, videos, completed documents, and checklist instructions can give new employees something specific to compare their work against.
For example, an SOP for job site photos can explain which angles to capture and what information to add to the description. A checklist can then put those requirements directly into the project so the employee sees them while completing the work.
This is especially useful for processes that happen across multiple stages of a job. Employees can follow the requirements as work progresses instead of learning an entire documentation process at once.
Turn SOPs into field checklists
An SOP explains the process, while a checklist can turn parts of that process into tasks employees complete on a project. Checklist Templates give teams a way to reuse those requirements across similar jobs.
A new-hire checklist can include more detail while someone learns the process. Instructions can explain individual steps, reference media can provide examples, and required photos can tell the employee exactly what documentation needs to be captured before a field is completed.
For example, an installation checklist could include:
- Review project instructions before beginning work.
- Photograph existing conditions.
- Complete and document required installation stages.
- Add photos of completed work to required checklist fields.
- Complete the final inspection and cleanup requirements.
As employees become familiar with the process, your company can use checklists with fewer instructional details while keeping important documentation and quality-control requirements in place.
Assign onboarding tasks to the right people
Onboarding often involves more than one person. A manager may oversee training while experienced crew members handle specific parts of field instruction.
CompanyCam lets teams assign an entire checklist, a section, or an individual field to specific users. You can use assignments to make responsibility clear throughout a training process, including which tasks belong to the new employee and which require review from a manager or trainer.
Assigned checklist work also appears with the user’s other to-dos. This gives new hires a clear view of the work they are responsible for completing while keeping that activity connected to the project.
Use documentation to support hands-on training
SOPs work best when they support the training employees already receive in the field. A written process gives new hires a reference point, while hands-on training shows how that process applies to actual projects.
Photos can be especially useful here. Reference photos can show what finished work should look like, while photos captured by the employee give trainers something specific to review and discuss.
This creates opportunities for practical feedback during onboarding. If an employee needs another angle, additional context, or a different type of documentation, the trainer can explain the requirement using the project itself.
Build onboarding around different roles
Documentation requirements can vary depending on someone’s responsibilities. Building role-specific SOPs and checklist templates lets you focus training on the information each employee actually needs for their work.
A field employee’s onboarding process may focus on capturing photos, adding descriptions, and completing assigned checklist items. Project managers may need additional training around reviewing project activity, assigning work, and using documentation for customer updates or the office.
You can also adjust the amount of guidance based on someone’s familiarity with your company’s process. A person with years of trade experience may already understand the work itself while still needing detailed guidance on how your company documents it.
Give new hires a process they can reference
A good onboarding process gives new employees clear expectations and a way to reference them after formal training ends. SOPs document how your company works, while checklists can put those instructions into the projects where employees need them.
Consistent documentation can also help teams avoid inconsistent results as more people contribute to projects. With a defined process, employees have the same expectations for what information should be captured and how it should be shared.
CompanyCam keeps job site photos, checklists, assignments, and supporting documentation connected to each project. Keeping that information captured, organized, and shared gives your team practical onboarding resources that new hires can follow while they learn the job.
As those employees become more familiar with the process, consistent documentation can support future revenue by helping teams take on additional work with established processes. Clear documentation can also help protect profit margins by keeping project information available for invoicing, change orders, and other business needs.
Keep SOPs current as your process changes
Your onboarding materials should reflect how your team currently works. When documentation requirements, tools, or internal processes change, review the SOPs and checklist templates employees use during training.
Feedback from recent hires can help identify instructions that need more detail. Pay attention to recurring questions during onboarding and update the relevant SOP or checklist when clearer guidance could help future employees.
As your company grows, documented processes can also help keep training consistent across additional crews and projects. Checklist Templates can be updated as your process changes, and those updates apply to new checklists created from the template without changing checklists already added to existing projects.
Standardize onboarding from day one.
Use CompanyCam to document and reinforce your onboarding SOPs in the field.
