What Happens When Onboarding Finally Lives in One Place

How we turned dozens of spreadsheets, siloed teams, and a 36-month data-retention policy into a self-driving operational system.

There’s a certain expression new hires make when you tell them, “Oh, that document is somewhere in your email” — a mix of fear, politeness, and the kind of determination usually reserved for survival situations.

That was our onboarding reality: information in seven places, answers living in people’s heads, and tasks quietly slipping because everyone assumed someone else had them covered. It wasn’t broken — it was just scattered. And scattered is exhausting.

So we made a decision: if we want a world-class welcome, we need a world-class workflow. And Asana became the backbone of it.

One workflow to replace the chaos

We started with a single Asana form. One submission kicks off everything — IDP provisioning, financial setups, access to tools, manager tasks, and a clean, personalized onboarding project for the new hire.

No more “Should I have this by now?”

No more searching old Slack threads like an archeological dig.
Just clarity.

Structure without the stress

The onboarding template now holds 112 tasks across 13 sections. It sounds like a lot, but it works more like a guided walk than a to-do avalanche. Each step appears exactly when someone needs it.

Managers get a 10-task mini-project so nothing relies on memory or a three-year-old doc named “NEW_HIRE_FLOW_FINAL_v7_(REAL_FINAL).”

Asana’s AI even recommends role-specific trainings so no one’s winging it with guess-and-check learning.

The transformation you can actually feel

Here’s how it landed — in the words of someone who lived through both versions:

“This Asana-driven onboarding transformation has been a game-changer for our business. We’ve shaved days off ramp-up times, freed our operations teams for strategic work, and most importantly, delivered a world-class welcome to every new team member. It sets the tone for the A&G experience from day one.”

And the numbers agree:

  • 50% less manual provisioning
  • 95% on-time completion
  • New-hire satisfaction up 30%
  • Ops reclaimed hours for work that actually moves the business

What “world-class” really means

A smooth start isn’t about fancy swag or inspirational quotes. It’s about not forcing people to hunt for information. It’s about setting a tone – confident, organized, intentional – from day one.

Once onboarding stopped being a search party, everything else got easier too.

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