Project Secretary Onboarding Checklist

Project Secretary Onboarding Process

Are you looking for help setting up a staff orientation process so that when your new Project Secretary starts their role, they can learn about their responsibilities and your company as quickly as possible? Whether you’re keen to use buddy onboarding, want to automate your Administration onboarding experience or just need an onboarding checklist for your new Project Secretary, you’re in the right place. We’ve put together a sample Project Secretary onboarding checklist below and have created onboarding templates & resources to help.

Project Secretary Onboarding Checklist

1. Introduction to company policies and procedures: The project secretary should receive a comprehensive overview of the company’s policies and procedures, including guidelines for communication, document management, and project management. This task is typically performed by the HR department or a designated supervisor.

2. Familiarization with project management tools: The project secretary should be introduced to the project management tools used by the company, such as project management software, document sharing platforms, and communication tools. This task is usually performed by the IT department or a designated project manager.

3. Introduction to key stakeholders: The project secretary should be introduced to the key stakeholders involved in the projects they will be supporting. This includes meeting with project managers, team leaders, and other relevant personnel. The task of introducing key stakeholders is typically performed by the project manager or a designated team member.

4. Training on company-specific software and systems: The project secretary should receive training on any company-specific software or systems they will be using, such as time tracking software, expense management systems, or client relationship management tools. This training is usually conducted by the IT department or a designated trainer.

5. Review of project documentation: The project secretary should be provided with access to relevant project documentation, such as project plans, timelines, and budgets. They should be given time to review and familiarize themselves with these documents to better understand the projects they will be supporting. This task is typically performed by the project manager or a designated team member.

6. Introduction to team members: The project secretary should be introduced to the team members they will be working closely with. This includes meeting with team members individually or as a group to establish rapport and understand their roles and responsibilities. The task of introducing team members is usually performed by the project manager or a designated team member.

7. Training on administrative tasks: The project secretary should receive training on specific administrative tasks they will be responsible for, such as scheduling meetings, organizing travel arrangements, and managing project-related documentation. This training is typically conducted by the project manager or a designated trainer.

8. Overview of project objectives and deliverables: The project secretary should be provided with a clear overview of the project objectives and deliverables they will be supporting. This includes understanding the desired outcomes, milestones, and deadlines. The task of providing an overview of project objectives and deliverables is typically performed by the project manager or a designated team member.

9. Introduction to company culture and values: The project secretary should be introduced to the company’s culture and values, including its mission, vision, and core principles. This helps them align their work with the company’s overall goals and values. This task is usually performed by the HR department or a designated supervisor.

10. Shadowing experienced project secretaries: The project secretary should have the opportunity to shadow experienced project secretaries to observe their day-to-day tasks, gain insights into best practices, and learn from their expertise. This task is typically arranged by the project manager or a designated mentor.

11. Review of company-wide communication channels: The project secretary should be familiarized with the company’s communication channels, such as email, instant messaging platforms, and internal collaboration tools. They should understand how to effectively communicate with team members and stakeholders. This task is usually performed by the IT department or a designated trainer.

12. Introduction to company security protocols: The project secretary should receive training on company security protocols, including data protection, confidentiality, and information security measures. This ensures they understand their responsibilities in safeguarding sensitive information. This task is typically performed by the IT department or a designated security officer.

13. Review of company-wide administrative processes: The project secretary should be provided with an overview of the company’s administrative processes, such as procurement, budget management, and reporting. This helps them understand how their role fits into the broader administrative framework. This task is usually performed by the project manager or a designated team member.

14. Introduction to company-wide meetings and events: The project secretary should be informed about company-wide meetings and events, such as team meetings, town halls, or training sessions. This ensures they are aware of important gatherings and can actively participate. This task is typically performed by the HR department or a designated supervisor.

15. Ongoing support and mentorship: The project secretary should be assigned a mentor or a designated point of contact who can provide ongoing support, answer questions, and guide them through their initial period with the company. This task is typically arranged by the HR department or the project manager

Setting Up Your Employee Onboarding Process

From reading through the items in the example Project Secretary checklist above, you’ll now have an idea of how you can apply best practices to getting your new Project Secretary up to speed and working well in your Administration team. Scroll up to see the link to our onboarding templates & resources or get in touch to discuss getting help setting up your systems and processes in this area.