Onboarding New Automation Clients

The first 30 days of a client engagement set the tone for the entire relationship. A structured onboarding process ensures smooth implementations and happy clients.

The 30-Day Onboarding Framework

Week 1: Discovery & Setup

Day 1-2: Kickoff Meeting
- Introduce your team and their roles
- Confirm project scope and timeline
- Identify client stakeholders
- Set communication expectations

Day 3-5: Technical Discovery
- Map existing processes in detail
- Document integration requirements
- Identify data sources and formats
- Get access to required systems

Day 5-7: Environment Setup
- Set up development environment
- Configure integrations
- Test connectivity
- Establish version control

Week 2: Build & Test

Day 8-10: Core Implementation
- Build primary workflow logic
- Implement error handling
- Set up monitoring
- Create initial prompts

Day 11-14: Testing
- Test with sample data
- Validate edge cases
- Performance testing
- Client review of outputs

Week 3: Refinement

Day 15-17: Optimization
- Tune prompts based on testing
- Optimize for cost/speed
- Add handling for edge cases
- Update documentation

Day 18-21: Training
- Train client team on monitoring
- Document support procedures
- Create user guides
- Practice error handling

Week 4: Launch

Day 22-24: Soft Launch
- Run parallel with manual process
- Monitor closely
- Address issues immediately
- Gather feedback

Day 25-28: Full Deployment
- Transition to automation
- Daily check-ins
- Rapid response to issues
- Celebrate wins

Day 29-30: Handoff
- Final documentation review
- Support transition to retainer
- Schedule first QBR
- Collect testimonial

Essential Onboarding Documents

1. Project Charter (1 page)

• Scope, objectives, success metrics
• Stakeholders and roles
• Timeline and milestones
• Risk factors

2. Access Requirements

• Systems that need access
• Permission levels needed
• Contact for each system
• Timeline for provisioning

3. Communication Plan

• Meeting cadence
• Escalation paths
• Status update format
• Feedback channels

4. Testing Plan

• Test scenarios
• Expected results
• Validation criteria
• Sign-off process

Common Onboarding Pitfalls

1. Scope Creep

"While you're in there, can you also..."

Prevention:
- Document scope clearly in charter
- Track change requests formally
- Price additions separately
- Say no gracefully

2. Access Delays

Waiting for credentials and permissions

Prevention:
- Send access list immediately after kickoff
- Set deadlines for provisioning
- Start with what you have
- Have backup plans

3. Stakeholder Misalignment

Different expectations from different people

Prevention:
- Include all stakeholders in kickoff
- Document decisions in writing
- Get sign-off at each milestone
- Escalate disagreements early

4. Underestimated Complexity

"This should be simple" turns into weeks of edge cases

Prevention:
- Thorough discovery phase
- Buffer in timeline
- Prioritize MVP over perfection
- Document assumptions

Client Communication Templates

Weekly Update Email

Subject: [Project Name] Week X Update

Hi [Name],

Here's where we stand:

**Completed This Week:**
- [Item 1]
- [Item 2]

**In Progress:**
- [Item 1] - [Status]
- [Item 2] - [Status]

**Blockers/Needs:**
- [Item if any]

**Next Week:**
- [Item 1]
- [Item 2]

Let me know if you have questions.

[Your name]

Milestone Sign-Off

Subject: [Project Name] - [Milestone] Complete

Hi [Name],

We've completed [milestone description].

**What was delivered:**
- [Item 1]
- [Item 2]

**Demo:** [Link or scheduled time]

**Documentation:** [Link]

Please review and confirm completion by [date].

[Your name]

Onboarding Checklist

Before Kickoff:
- [ ] Contract signed
- [ ] Kickoff scheduled
- [ ] Access request list prepared
- [ ] Project charter drafted

Week 1:
- [ ] Kickoff completed
- [ ] Stakeholders identified
- [ ] Access provisioned
- [ ] Discovery documented

Week 2:
- [ ] Core build complete
- [ ] Testing started
- [ ] First client review

Week 3:
- [ ] Testing complete
- [ ] Client training done
- [ ] Documentation finished

Week 4:
- [ ] Soft launch successful
- [ ] Full deployment complete
- [ ] Support handoff done
- [ ] Testimonial collected