Requirements Workshop: Employee Onboarding System

Date: [Insert Date]
Duration: 3 hours
Facilitator: [Your Name]
Participants:

1. HR Manager
2. IT Administrator
3. Hiring Manager
4. Training Coordinator
5. Two recently hired employees (to provide user feedback)
   Location: [Specify Location or “Virtual Meeting Platform”]

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Objective

1. Gather and prioritize requirements for the new Employee Onboarding System.
2. Identify pain points in the current onboarding process.
3. Collaborate with key stakeholders to define essential features and workflows.

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Preparation

1. Schedule the workshop with all relevant stakeholders, ensuring their availability.
2. Prepare a brief presentation outlining the goals and agenda for the workshop.
3. Gather any existing documentation or data on the current onboarding process for reference.
4. Set up collaboration tools, such as a whiteboard or digital tools (e.g., Miro, MURAL) for brainstorming and documenting requirements.

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Agenda

1. Introduction (15 minutes)
   • Welcome participants and explain the purpose of the workshop.
   • Provide an overview of the current onboarding process.
   • Outline the goals of the session and what participants can expect.
2. Current Onboarding Process Review (30 minutes)
   • Activity: Walk through the current process step-by-step, from the moment an offer is accepted to the employee’s first day and beyond.
   • Discussion Points:
     • What works well in the current process?
     • What are the major pain points and inefficiencies?
   • Output: Document key pain points and areas for improvement.
3. Brainstorming Session: Ideal Onboarding Experience (45 minutes)
   • Activity: Divide participants into small groups and ask each group to brainstorm what an ideal onboarding experience would look like.
   • Use sticky notes or a virtual tool to capture ideas for features, workflows, and tools.
   • Guiding Questions:
     • What information should be provided to new hires before their first day?
     • What tasks should be automated to save time?
     • How can we ensure new employees feel welcomed and prepared?
   • Output: Each group presents their ideas, and the facilitator organizes them into categories (e.g., Pre-Onboarding, First Day, Training, Follow-Up).
4. Feature Prioritization (45 minutes)
   • Activity: Discuss and prioritize the features and requirements identified in the brainstorming session.
   • Use a voting system (e.g., dot voting) to determine which features are most important.
   • Prioritization Categories:
     • Must-Have: Critical features for the MVP (Minimum Viable Product)
     • Should-Have: Important features for future releases
     • Nice-to-Have: Features that can be added later if time and budget allow
   • Output: A ranked list of features and requirements.
5. User Journey Mapping (45 minutes)
   • Activity: Map out the user journey for new employees, from receiving their offer letter to completing their first month.
   • Identify touchpoints and interactions, and discuss how the onboarding system can support each step.
   • Focus Areas: Communication, task assignments, training modules, and feedback collection.
   • Output: A high-level user journey map showing key interactions and system requirements.
6. Wrap-Up and Next Steps (15 minutes)
   • Summarize the key findings and decisions made during the workshop.
   • Discuss the next steps, such as creating detailed user stories and developing wireframes.
   • Thank participants for their time and contributions.

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Key Outputs

1. Pain Points: Common issues in the current onboarding process, such as manual paperwork, lack of communication, and inconsistent training.
2. Feature List: Must-have features, such as automated paperwork, a new hire portal, training modules, and reminders for HR and managers.
3. User Journey Map: A visual representation of the new onboarding experience, highlighting opportunities for the system to add value.

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Follow-Up Actions

1. Document all requirements and share them with participants for validation.
2. Work with the design team to create wireframes based on the agreed user journey and features.
3. Schedule follow-up meetings to review the design and ensure alignment with stakeholder expectations.