Based on the insights from Matt Mochary, here's a detailed structure for setting up an onboarding program for new employees:

1. Shadowing Phase:

   • Duration: Start with a shadowing period of 30 to 60 days. During this time, the new hire should observe the person currently performing the job, including attending all one-on-one meetings, team meetings, and external meetings.
   • Objective: This phase allows the new hire to understand the company’s operations, team dynamics, and the context of their role, ensuring they retain valuable history and understand what to preserve and what to improve upon.

2. Reverse-Shadowing Phase:

   • Duration: After the shadowing phase, when the new hire takes over, continue to observe them for 2 to 4 weeks.
   • Feedback: Provide feedback after each session to avoid interrupting their flow. This can be done by observing live meetings and sharing feedback afterward or by reviewing recorded meetings.

3. 90-Day Roadmap:

   • Preparation: Before recruiting, prepare a 90-day roadmap outlining the goals and expectations for the new hire.
   • Execution: Share this roadmap during the interview process and ensure the new hire is excited about these goals.

4. Buddy System:

   • Assign a buddy to each new team member for the first two weeks. This buddy will check in daily for fifteen minutes to answer questions and ensure the new hire is following the onboarding checklist.

5. Onboarding Resources:

   • Create a comprehensive checklist and accompanying resources, such as written documentation or videos, detailing all necessary information for the new hire to be effective.
   • Share these resources with the new hire as early as possible, even before their start date.

6. First Day Experience:

   • Schedule the new hire to start two hours after the usual workday begins, ensuring there are plenty of people to welcome them.
   • Make the first day memorable with a warm welcome, company schwag, or other fun and engaging activities.

7. Ongoing Development:

   • Training: Provide regular training and teaching opportunities.
   • Accountability: Implement systems for accountability and verification of tasks and goals.
   • Feedback: Offer clear, unbiased, and challenging feedback monthly at the very least.

8. Personalized Attention:

   • Spend an hour daily for the first month with the new hire if they are a direct report, as recommended by Todd McKinnon of Okta.
   • Remember personal details and professional aspirations, and discuss these regularly to show care and build trust.

9. Culture and Process Integration:

   • Ensure that new managers use existing company processes for at least three months before making any changes, to retain institutional knowledge.

10. Continuous Improvement:

    • Regularly update and improve the onboarding process based on feedback from new hires and the success of the program.
    • Implement the Mochary Method and consider a Chief of Staff to help manage and refine the onboarding experience.

By following these steps, you can set up a robust onboarding program that integrates new hires into your company culture and operations, setting them up for success and contributing to the overall effectiveness of your team.