Process for Reporting Manager

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Reporting Manager Onboarding Process

Hey, thank you for stepping in as a Reporting Manager for a new teammate.
This role is critical — you’re not just their manager, you’re their first line of clarity at Optimite. A strong Day 1 and first 90 days with you will shape how fast they integrate and perform.

Purpose

The Reporting Manager ensures the new hire understands their role, expectations, and how Optimite operates. They provide clarity, structure, and feedback through regular check-ins and reviews.

Objectives

  • Introduce the new hire to their role, KPIs, and probation goals.
  • Provide clarity on workflows, tools, and active clients.
  • Explain the service process from onboarding to reporting.
  • Set expectations for standups, MBRs, and QBRs.
  • Ensure ongoing alignment through 1:1s.

Before day 1 (T‑1 to T‑0)

  • Confirm if buddy has been and access to Slack, ClickUp, Notion, Figma, Keka.
  • Ensure the hire’s ClickUp list and is assigned the onboarding checklist.
  • Get access to 3–5 KPIs and acceptance criteria from HR + Founder’s Analyst.
  • Prepare a client context pack: active accounts, goals, current plans, key docs.
  • Book the following on calendars:
    • Day 1 kick‑off 1:1 (60 min)
    • Daily 1:1 for the first 12 weeks (30 min)
    • First MBR in the first week of the next month (60 min)
    • QBR at day 85–90 (60 min)

Day 1

Run the 60‑minute kick‑off 1:1 with this agenda:
  1. Introductions: Team intros, your intro, their intro.
  1. Role and KPIs
      • Explain the role, success metrics, and the 90‑day probation.
      • Set expectations: give your best, ask early, document decisions.
  1. Rituals and cadence: Daily standups, weekly 1:1s, MBRs, QBRs.
  1. Tools walkthrough
      • Slack: channels, client channels, no client DMs.
      • ClickUp: list structure, how to add tasks, required fields (assignee, description, start date, end date, priority), description template.
      • Figma: file hygiene, versioning, handoff.
      • Notion: where docs live, how to find SOPs.
      • Keka: basics for HR tasks.
  1. Service process overview (end‑to‑end): Onboarding a client → delivery → QA → approvals → reporting.
  1. First deliverables
      • Assign 1–2 small, well‑scoped tasks with a clear definition of done.
      • Reiterate ClickUp hygiene and communication rules.
Outputs to capture on day 1:
  • ClickUp task “90‑day ramp plan” with KPIs and milestones.
  • Notes from the kick‑off 1:1 in the hire’s ClickUp list.

Week 1

  • Ensure daily standup participation and ClickUp updates.
  • Shadow the full service process on one active client.
  • Mid‑week 1:1 (30 min): questions, early feedback, unblockers.
  • End‑of‑week review: onboarding checklist completed by lunch on day 1, initial tasks shipped, confirm access to all workspaces.

Weeks 2–4

  • Gradually shift from shadowing to owning a small workflow end‑to‑end.
  • Hold weekly 1:1s. Review ClickUp hygiene, quality, and speed.
  • Enforce communication standards:
    • Use Ask + context (and add potential solution for roadblocks).
    • Keep client conversations in client channels, not personal chats.
    • “If it’s not on ClickUp, it doesn’t exist.”
  • Run a 30‑day review: What’s working, what’s not, learning plan, updated targets for days 31–60.

Month 2 (days 31–60)

  • Increase scope and complexity of owned work.
  • First MBR (60 min):
    • Past month KPIs: planned vs achieved.
    • Wins, misses, and root causes.
    • Feedback both ways.
    • Priorities for the next 30 days captured as ClickUp tasks.
  • Maintain weekly 1:1s and enforce documentation and channel hygiene.

Month 3 (days 61–90)

  • Prepare for QBR:
    • Self‑review from the hire with evidence links (files, tasks, results).
    • Manager review against the 90‑day scorecard.
  • QBR (75–90 min):
    • 90‑day impact, strengths, gaps.
    • Confirmation decision on probation.
    • Next‑quarter goals and growth plan.

Communication process you own and enforce

  • Daily standups: yesterday, today, blockers. Keep it crisp.
  • Slack:
    • Ask + context, add potential solution for roadblocks.
    • Use client channels for all client conversations. Redirect DMs to channels.
  • ClickUp:
    • Every task has assignee, description, start date, end date, priority.
    • Use the description template: objective, dependencies, deliverables, timeline, involved people, acceptance criteria.
  • Reviews:
    • Weekly 1:1s for coaching.
    • MBRs for tactical course‑correction.
    • QBRs for strategic alignment and growth.

Service process primer (for your walkthrough)

  1. Client onboarding
      • Intake brief, goals, brand assets, access, baseline metrics.
      • Create the ClickUp project with timelines, owners, milestones.
  1. Delivery
      • Strategy → copy → design → build → QA → approval.
      • Figma‑first, 48‑hour turnaround where applicable.
      • Definition of done and QA checklist completed in ClickUp.
  1. Reporting
      • Set reporting cadence.
      • Share performance, insights, and next actions.
      • Capture learnings into SOPs and templates.

What good looks like

  • Day 7: Tools setup complete, onboarding checklist done, first tasks shipped.
  • Day 30: Owns a small workflow end‑to‑end, meets hygiene bars consistently.
  • Day 60: Delivers independently at expected quality and pace, proactive in comms.
  • Day 90: Meets or exceeds scorecard KPIs, confirmed with a clear next‑quarter plan.

Templates to use

90‑day role scorecard (KPIs, milestones, acceptance criteria).
Employee Name:
Role:
Manager:
Start Date:

KPIs (3–5 max)

  • KPI 1: [e.g., Complete onboarding checklist and ship first tasks independently]
  • KPI 2: [e.g., Deliver 90% of tasks on ClickUp with zero hygiene misses]
  • KPI 3: [e.g., Take ownership of 1 client project end-to-end by Day 60]
  • KPI 4: [e.g., Achieve 90-day probation targets for role-specific outcomes]

Milestones

  • Day 7: Tools setup complete, onboarding checklist done.
  • Day 30: First small projects delivered; ClickUp hygiene consistent.
  • Day 60: Owns and delivers a workflow independently.
  • Day 90: Meets or exceeds scorecard KPIs; probation review complete.

Acceptance Criteria

  • Quality: Deliverables meet defined standards.
  • Speed: Tasks completed within agreed timelines.
  • Ownership: Proactive in communication, escalates blockers early.
  • Culture: Works in alignment with Optimite values and communication practices.
 
1:1 agenda template (standing doc).
Employee Name:
Manager:
Date:

Agenda

  1. Updates
      • What’s going well?
      • What’s been challenging?
  1. Feedback
      • Manager feedback → [notes]
      • Employee feedback → [notes]
  1. Development
      • Skills/areas to improve
      • Support/resources needed
  1. Action Items
      • [Task + Owner + Due Date]
 
MBR and QBR notes template (wins, misses, metrics, plan).
Employee Name:
Manager:
Month:

1. KPI Review

  • KPI 1: [Achieved / Not Achieved]
  • KPI 2: [Achieved / Not Achieved]
  • KPI 3: [Achieved / Not Achieved]

2. Wins

  • [List specific achievements or contributions]

3. Misses & Learnings

  • [List misses + root cause + what to improve]

4. Feedback Exchange

  • Manager → Employee:
  • Employee → Manager:

5. Priorities for Next Month

  • [3 focus areas with owners/due dates]
Task description template (objective, dependencies, deliverables, timeline, people, acceptance criteria).
Employee Name:
Manager:
Quarter:

1. KPI Review (90-Day Scorecard)

  • KPI 1: [Outcome]
  • KPI 2: [Outcome]
  • KPI 3: [Outcome]

2. Strengths Observed

  • [Key strengths, behaviors, and impact areas]

3. Areas to Improve

  • [Gaps, blockers, or skills to develop]

4. Feedback Exchange

  • Manager → Employee:
  • Employee → Manager:

5. Next Quarter Plan

  • Stretch goals: [ ]
  • New responsibilities: [ ]
  • Development focus: [ ]

6. Probation/Confirmation Decision (if applicable)

  • Status: [Confirmed / Extended / Not Confirmed]
  • Notes: [ ]