Employee Life Cycle
The employee life cycle captures the full journey of a team member with the organisation from their first day to their last, and the ongoing engagement in between. By standardising onboarding, offboarding, and regular feedback surveys, we create a consistent and professional experience that strengthens culture, supports growth, and ensures accountability
- Onboarding
- Ongoing Engagement
- Offboarding
This approach makes employee engagement a shared responsibility across the organisation, helping us to build trust, maintain compliance, and create a workplace where people can thrive at every stage of their journey.
Explainer: Create a consistent and professional experience
Employee Onboarding
Purpose: Onboarding sets up new employees for success by making sure they are welcomed, equipped, and integrated into the business. The aim is to provide clarity, access to the right tools, and a smooth transition into the team culture.
The goal: Build confidence and engagement from day one, ensuring the new hire is both operationally ready and culturally connected.
Prepare Documentation
- Sign employment contract and complete police check.
- Confirm personal information and banking details.
IT & Access Setup
- Configure ICT equipment and workstation.
- Create company email, PSA, and intranet profile.
- Add to password manager and weekly team calendar.
Welcome Preparation
- Confirm shirt size and merchandise delivery.
- Send welcome kit.
- Schedule recurring calendar invites for onboarding meetings.
Orientation & Introduction
- Attend team welcome meeting and virtual tour.
- Overview of company mission, values, and structure.
IT Setup & Security
- Finalize workstation setup and enable MFA.
- Confirm access to M365, password manager, and intranet.
Welcome Moment
- Deliver welcome kit.
- Introduce new hire at the weekly team meeting.
Company Foundations
- Review company policies and guidelines.
- Introduction to internal planner and task management tools integration.
- Add to org chart and communication channels.
- Complete onboarding feedback survey.
Engagement & Culture
- Schedule regular 1:1 check-ins and probation review.
- Schedule informal lunch (or virtual meet-up) with the CEO.
- Participate in team social activities or virtual game time.
Development & Growth
- Begin personal goal-setting workbook.
- Align goals with department OKRs and business priorities.
Continuous Improvement
- Schedule growth and alignment check-in.
- Enroll in professional certification or development program.
- Participate in mentoring or network programs.
Reflection & Feedback
- Refresh personal branding (LinkedIn, internal bio).
- Complete onboarding feedback survey.
Explainer: Consistent Approach
Work from Home
Overview: Working from home offers flexibility and focus , but it also requires clear standards to stay productive, connected, and safe.
This section helps both employees and managers create a home working setup that meets all Work Health and Safety (WHS) requirements while supporting wellbeing and performance.
Why It Matters: Remote work isn’t just about convenience, it’s about creating a healthy, structured environment that supports everyone’s success. A safe, ergonomic setup prevents physical strain and mental fatigue.
Consistent communication keeps teams connected. And clear policies help balance flexibility with accountability.
For Managers
Managers play a vital role in keeping remote work safe, efficient, and engaging.
Hold regular 1:1 check-ins and team meetings to stay connected and catch potential issues early.
Set clear expectations for outputs, priorities, and deadlines — and check progress before key milestones.
Encourage balance: promote regular breaks, flexible work hours, and a healthy separation between work and home life.
Use collaboration tools to support your team:
- Instant messaging for quick updates
- Video conferencing for face-to-face discussions
- Shared drives or collaboration sites for document exchange
- Encourage social interactions — virtual coffee chats, team celebrations, or quick end-of-week huddles.
- Share wellbeing tips and mental health resources.
- Monitor absenteeism and ensure team members feel supported and included.
- A well-designed workspace supports physical and mental wellbeing.
- Keep your workstation clear and uncluttered.
- Adjust your chair, desk, and screen height to promote good posture.
- Take regular stretch breaks and vary between sitting and standing throughout the day.
- Stay hydrated, avoid working long hours without breaks, and reach out if you feel discomfort or fatigue.
Remember: WHS obligations apply wherever you work — including your home office.
To confirm your setup meets safety standards, all employees must:
- Complete the Work From Home Compliance Checklist on their first day of remote work.
- Submit clear photos of their workstation, showing lighting, layout, and safety measures.
- Review and sign off with both their manager and HR.
This checklist covers:
- Work Environment – lighting, ventilation, furniture, and trip hazards
- Communication – agreed check-in methods and frequency
- Work Practices – posture, screen time, and breaks
- Physical Activity – movement, lifting, and ergonomics
- Mental Health – boundaries, contact, and connection
For Employees
Before you start working from home:
- Talk to your manager about any ergonomic equipment you need.
- Choose a dedicated space that helps you focus and “switch off” when the day ends.
- Follow the [Work From Home Checklist] (linked below) to confirm your setup is safe, well-lit, and hazard-free.
- Schedule quick video chats with your colleagues to keep the social connection alive.
- Check in regularly with your manager — find the rhythm that works best for you (daily, weekly, or both).
- If you ever need support, reach out to your manager or our Employee Assistance Program.
- Keep your workspace separate from personal areas as much as possible.
- Stick to agreed hours, take proper breaks, and make time to move.
- Communicate openly with your manager about flexibility if you need to adjust work times.
Explainer: Clear policies help balance flexibility with accountability.
Business Travel Guidelines
Overview: Business travel helps strengthen relationships, support strategic initiatives, and represent the company at key events. These guidelines ensure every trip is authorised, cost-effective, and sustainable, while maintaining safety, compliance, and consistency across the organisation.
Why It Matters: A clear travel policy protects people, budgets, and reputation. It ensures employees travel safely, responsibly, and with purpose, balancing efficiency with care for wellbeing and the environment.
For Travelers
All travel must be approved before booking.
- Complete a Travel Request Form with purpose, costs, and expected outcomes.
- Domestic travel: Manager approval required.
- International or high-cost destinations: CFO approval required.
- Submit requests 5 business days in advance (24 hours for emergencies).
- All approvals must be documented for audit and insurance purposes.
Travel must be arranged through approved platforms or personnel.
- Use company-preferred providers: Accor (accommodation), Uber EV/Hybrid, Avis Hybrid/Electric (car hire).
- Use the company credit card for all bookings.
- Reduce environmental impact: offset carbon, limit housekeeping, minimise waste.
- Share itineraries with your manager before departure.
Stay within approved limits unless pre-approved in writing.
- Flights: Economy class is standard; business class requires CFO approval.
- Accommodation: Up to AUD $250/night (or $350 in high-cost cities).
- Meals: Maximum AUD $80/day, inclusive of tax.
- Transport: Public or rideshare preferred; car hire only when essential.
Submit all receipts and documentation within 5 business days of returning.
- Upload via Hubdoc or PSA with clear itemisation and business purpose.
- Claims after 10 days may be declined unless justified.
- Non-reimbursable: personal upgrades, leisure activities, minibar, entertainment.
Remember: WHS obligations apply wherever you work — including your home office.
For Managers
Managers must ensure travellers are supported and informed.
- Confirm staff have travel insurance coverage and emergency contacts logged.
- Verify compliance with local laws and health advisories.
- Avoid approving travel to high-risk regions without clearance.
- Encourage reporting of any incidents or issues post-travel.
Travel may be billed to clients only when pre-approved and documented.
- Must be outlined in a contract, signed quote, or SOW.
- Include receipts and notes in the PSA system marked as billable.
- The company bills actual costs only, not profit margins.
Explainer: Travel smart, stay compliant, and keep sustainability top of mind.
Employee Satisfaction (ESAT) Surveys
Purpose: Employee Satisfaction (ESAT) Surveys capture how people feel about their work experience , from culture and leadership to growth and wellbeing. Unlike quick Pulse Checks that measure the “moment,” ESATs provide a broader view of engagement and workplace health. They help leaders identify trends, strengthen culture, and ensure employees feel supported, valued, and heard.
1. Why They Matter
Employee satisfaction drives performance, retention, and innovation.
- Engaged teams deliver better results.
- Strong culture builds loyalty and trust.
- Happier employees mean happier customers.
2. How They Work
Simple, structured, and anonymous.
- Usually 10–15 targeted questions.
- Covers leadership, workload, and wellbeing.
- Designed to encourage honest, actionable feedback.
3. When to Run Them
Consistency builds insight.
- Run quarterly or twice a year.
- Use Pulse Checks in between for rhythm.
- Compare results to track improvement.
4. The Value for Tech Partners
Happy teams = stronger performance.
- Improves engagement and retention.
- Lowers turnover costs.
- Builds trust and a culture of transparency.
Complementarity Service for Members
Explainer: Safe, anonymous way to share feedback.
Pulse Checks:
Purpose: Pulse Checks are a quick, focused way to capture your team’s current mood and sentiment—usually through just one or two short questions. Unlike full Employee Satisfaction Surveys, they’re designed to complement them by tracking how people feel in the moment. This helps leaders stay connected to their teams, spot early changes in morale, and maintain a steady rhythm of open communication and care.
1. Why They Matter
Pulse Checks keep leaders tuned in to how their teams are feeling day to day.
- Spot early shifts in morale and engagement.
- Build a culture of listening and care.
- Show employees their voice matters—regularly.
2. How They Work
Quick, simple, and consistent.
- Just 2–3 short questions.
- Done monthly to track trends.
- Anonymous and takes less than a minute.
- Focused purely on team sentiment.
3. When to Run Them
Rhythm matters more than timing.
- A steady monthly cadence keeps insights fresh.
- Consistency builds trust and makes feedback actionable.
4. The Value for Tech Partners
Get ahead of issues before they affect performance.
- Identify morale dips early.
- Reinforce transparency and trust.
- Boost engagement, retention, and responsiveness.
Complementarity Service for Members
Explainer: Capture trends over time
Offboarding
Purpose: Offboarding ensures departing employees leave the organization with clarity, professionalism, and respect. It’s an important step for protecting company data, maintaining strong relationships, and ensuring operational continuity.
The goal: To provide a structured, transparent exit process that safeguards information, transitions responsibilities smoothly, and preserves goodwill.
Formal Notification
- Employee submits resignation letter.
- HR acknowledges receipt and notifies relevant leaders.
Communication & Next Steps
- Inform relevant teams of the upcoming departure.
- Schedule an exit interview and set expectations for notice period.
Documentation Prep
- Begin clearance paperwork or agency departure documents (if applicable).
- Update internal visibility (status, org chart, and internal communications).
Transition & Handover
- Review and wrap up all assigned tasks and deadlines.
- Assign transition tasks to team members.
- Coordinate documentation and knowledge handover.
Systems & Access Management
- Review system access lists in collaboration with IT.
- Prepare separation documents for approval.
Payroll & Administration
- Confirm final payroll details, unused leave, and benefits processing.
- Ensure finance and HR are aligned for the departure date.
Access & Property Management
- Collect company-issued equipment and property.
- Disable access to email, Teams, and all digital systems (HubSpot, Canva, SharePoint, Fluency, etc.).
- Ensure MFA and password manager access are revoked.
Exit Experience
- Conduct final exit interview and confirm departure details.
- Deliver letter of separation, including confidentiality reminder.
- Set up out-of-office message.
- Send farewell note or host team send-off.
Recordkeeping & Compliance
- Update organizational charts, directories, and internal visibility.
- Archive employee files, documents, and communications.
- Conduct a final security audit and confirm data protection compliance.
External Communication
- Notify external partners or vendors if applicable.
- Redirect client-facing communication channels.
Review & Feedback
- Reflect on offboarding feedback to improve future processes.
- Capture insights from the exit interview to identify patterns or opportunities.