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Client Onboarding Process

Document Control​

  • Last Updated: February 4, 2025
  • Version: 2.0.0
  • Status: Active
  • Owner: Project Management Team
  • Next Review: May 4, 2025

Purpose​

To establish a standardized process for onboarding new clients and initiating projects, ensuring clear communication, proper documentation, and alignment of expectations across all stakeholders.

Scope​

This process applies to all new client projects across all divisions:

  • Custom App Development
  • E-commerce Solutions
  • Martech/Adtech Deployments
  • Game Development

Pre-Onboarding Preparation​

1. Information Gathering​

  • Project scope document review
  • Contract and SOW analysis
  • Technical requirements review
  • Client background research
  • Team availability assessment
  • Resource allocation planning
  • Risk assessment preparation

2. Team Formation​

  • Identify key roles needed:
    • Project Manager
    • Tech Lead
    • Developers
    • QA Engineers
    • DevOps Engineers
  • Consider:
    • Required skills
    • Experience level
    • Time commitment
    • Availability

3. Resource Planning​

  • Hardware requirements
  • Software licenses
  • Development tools
  • Cloud resources
  • Third-party services

4. Meeting Setup​

  • Schedule kick-off meeting
  • Prepare agenda
  • Identify key stakeholders
  • Gather necessary documents
  • Set up project communication channels
  • Configure project management tools
  • Prepare project templates

Technical Setup​

1. Project Infrastructure​

  • Version Control

    • Create GitHub repository
    • Set up branch protection rules
    • Configure CI/CD pipelines

  • Development Environment

    • Set up development servers
    • Configure staging environment
    • Prepare production environment

  • Project Management

    • Set up project board
    • Configure issue templates
    • Set up time tracking

2. Documentation Setup​

  • Create project wiki
  • Set up documentation site
  • Prepare templates:
    • README
    • Contributing guidelines
    • Pull request template
    • Issue templates

3. Communication Channels​

  • Set up team chat channels
  • Configure email groups
  • Schedule recurring meetings:
    • Daily standups
    • Sprint planning
    • Retrospectives
    • Client meetings

Onboarding Meeting​

1. Meeting Agenda​

  • Team introductions
  • Project overview
  • Goals and objectives
  • Timeline discussion
  • Communication protocols
  • Next steps planning

2. Key Discussion Points​

  • Project success criteria
  • Risk factors
  • Technical constraints
  • Resource requirements
  • Reporting preferences

Post-Meeting Actions​

1. Documentation​

  • Meeting minutes
  • Action items
  • Decision log
  • Risk register initiation
  • Communication plan
  • Project charter:
    • Project overview
    • Goals and objectives
    • Success criteria
    • Constraints
    • High-level timeline
    • Budget overview

2. Setup Tasks​

  • Project repository creation
  • Tool access provisioning
  • Team onboarding
  • Calendar setup
  • Documentation structure

Follow-up Process​

1. Initial Days​

  • Daily check-ins
  • Quick issue resolution
  • Process clarification
  • Tool usage support
  • Communication verification

2. First Week Plan​

  • Detailed planning session
  • Resource allocation
  • Sprint planning
  • Milestone definition
  • Risk assessment
  • Requirements gathering:
    • Functional requirements
    • Technical requirements
    • Non-functional requirements
    • Integration requirements
    • Security requirements