ONBOARDING

Supporting your onboarding process in Slack

With a tool for automatic knowledge sharing

Memonia
Memonia
Jun 11 · 3 min read

How does it look like today?

Slack gives you the advice to use channels, apps and integrations to welcome new employees, ensure high retention and give them the opportunity to become successful in their job:

  1. Use external applications, bots and integrations to automate welcoming and introduction messages, reminders and to send important documents to new employees.
    Here you would find Slack applications for onboarding.
  2. Create separate channels for newbies. In those channels, you might unite all of your new employees and could post important links, FAQ and documents for them. Slack indicates that in this case, the engagement is increasing and newbies more willingly share knowledge with others.
  3. Integrate into your Slack workspace the tools that already exist in your company giving the ability to search all the information your employees need. They might be Wiki collaboration systems, Atlassian Confluence for example, or Q&A tools, like StackOverflow for Teams, and also cloud storages like Google Drive or Dropbox.

The main tool to look information up inside Slack is its search tool. It might help newbies to find any relevant messages, documents and channels to search keywords.

What are the issues?

Let say, you have managed to integrate everything you have and there is your ERP/HR platform helping your new employees to find answers about company structure and policies and colleagues profiles. You also might have something like onboarding roadmap for every new employee and you’re going through your process with the clear goals and performance objectives. You even provided and constantly updating your own Q&A system with the popular questions and useful answers.

You did a lot, but even so, your new employees still asking repetitive questions in your Slack channels and this is absolutely normal. They wanted to know answers to their questions as fast as they can to show the performance you expected. However, many employees reluctantly answer to the repetitive questions and try to spend less time on those kinds of questions. As a result, your teams are losing precious time and productivity.

How to solve this?

As a first step, you might implement automatic knowledge discovery and extraction to find automatically Q&A pairs in your conversations in Slack channels. You also need to filter out small talks and very specific questions, focusing on common and general questions.

For example:

Who should I contact if there’s a problem with my computer?

I need a meeting room. How do I book it and what’s best practice when it comes to usage?

Instead of:

What’s up?

Have a drink today together?

Found knowledge should be indexed to use it further as universal knowledge in a particular channel. Additionally to automatic knowledge discovery, you might want to give also a tool to your employees to save some knowledge manually.

Automatic knowledge discovery in channel

Secondly, you should implement automatic search Q&A knowledge for similar questions. The challenge here is to recognise the semantic and meaning of similar questions.

For example, the questions:

Hey, where to find an instruction manual for our office printer?

Where to find a manual for our printer?

have a similar meaning, but a different structure.

When you receive any of those you need to deliver answers automatically from Q&A knowledge database.

As a result of this, you now have automatic knowledge extraction and search in your Slack channels. Additionally, you also provided a tool to create and edit knowledge base and FAQ and you don’t have to leave Slack at all.

We’ve implemented this in Memonia application for Slack that you might install for free for your workspace right now.

The service starts working immediately and requires no settings or additional configuration.

Memonia identifies those repetitive questions and finds answers to them.

You may choose in which channels you want to have Memonia and what messages might be analysed. At the moment, the supported language is English only.

We hope that this tool might decrease the load on your teams from new employees and increase team phycological safety because newbies wouldn’t be afraid to ask questions to avoid the possible negative attitude of others.

Look at the other solutions from Memonia that might help your company or teams.

Memonia

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Memonia

A tool for automatic knowledge sharing in Slack

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