Smarter Week

How to automate it

How to automate “onboard new people onto the team”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

120 min
typically, once a month
45%
of the time can be automated
Some setup
to set up

Fix 1 of 2

AutomationBest fix

Use a templated onboarding checklist that assigns itself

A template in your HR or project tool assigns accounts, intros and first tasks automatically when a hire is added, so you are not rebuilding the plan each time.

Typically saves about 40% of the time2 h to set up
  1. 1Write your onboarding plan once: day one, week one, month one.
  2. 2Turn it into a template in your HR system (Rippling, BambooHR, HiBob) or project tool (Asana, Trello, Notion).
  3. 3Trigger it automatically when a new hire record is created.
  4. 4Point the new hire to a team FAQ or AI assistant for routine questions.

Tools: Rippling, BambooHR or HiBob onboarding · Asana, Trello or Notion templates

Fix 2 of 2

AI

Write the answers down once and point people (or a bot) at them

Collect the questions you keep answering into one page; a workspace AI or a ChatGPT Project, Claude Project or Gem can answer from it.

Typically saves about 50% of the time1 h to set up
  1. 1For one week, paste every repeat question into a doc.
  2. 2Write the answer under each (or have AI draft it from your replies).
  3. 3Share the page, pin it in chat, and add it to a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent.
  4. 4Reply to repeat questions with the link.
Prompt to copy
Below are questions coworkers keep asking me and my past answers. Turn them into a clear FAQ page grouped by topic. Keep each answer under 80 words and keep any links I gave.

[PASTE QUESTIONS AND ANSWERS]

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents · Notion or Confluence

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

People manager / Team lead

HourLeak · the 8-minute work audit

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Answers are anonymous. Leaders only see team totals.

Other common tasks for People managers / Team leads