When you’re growing slowly or hiring infrequently, you might think policies are overkill. But if any of these sound familiar, it’s time to get things on paper:

• “We always forget what to give new hires on Day 1.”
• “I just realised no one knows how to run payroll but me.”
• “Our last new starter did things totally differently – and we didn’t catch it early.”

Small teams rely on people wearing many hats.

But relying on memory is risky.

Documenting = consistency.

What to Document During Onboarding and Training

The key here isn’t to write an HR bible. It’s to create lean SOPs (Standard Operating Procedures) that make future hiring easier.

Here’s what to focus on:

1. Role-Specific Procedures

While onboarding someone into a new role, ask:

• What are they being shown or trained on?
• What decisions are they expected to make?
• What tools or templates are they using?

Turn each process into a mini-document.

Even a bullet-pointed Google Doc is better than nothing.

Example: “How to run end-of-month client reports” – step-by-step, with links/screenshots.

2. Company Policies

This is the perfect time to start drafting policies with your new hire. Include:

• Working hours and flexibility expectations
• Communication tools and etiquette (Slack, email, etc.)
• Leave and time-off policies
• Privacy, confidentiality, and device use

Don’t overthink it, your first version can be casual. The point is to start.

Tip: Ask your new hire what’s unclear during onboarding. If they’re asking, future hires will too.

3. Onboarding Checklist (for You)

Every time you onboard someone, create or refine your own internal checklist:

• Laptop/equipment setup
• Tool access
• First week meeting schedule
• Team intros
• Training sessions
• Goals for week 1, month 1, and month 3

Save this and reuse.

You’ll never again be caught wondering “What did we do last time?”

How to Create a Living Policies & Procedures Toolkit

Start small, then build.

1. Create a shared folder or Notion/Google Doc workspace
2. Document processes as you train – literally while you’re explaining
3. Update and refine when the next hire joins
4. Assign an owner for each policy (even if it’s you)
5. Review annually or when something breaks

Bonus: Why Documenting Policies Helps With Future Recruitment Too

Having clear policies and processes:

✅ Speeds up onboarding
✅ Reduces your dependence on one “go-to” team member
✅ Gives recruiters or outsourcing partners better context
✅ Builds confidence in your business as you scale

And when you’re only hiring occasionally? 

These documents are gold. 

You won’t have to start from scratch every time.

Onboarding Is the Best Time to Capture What Matters

If you’re training someone anyway, you’re already walking them through the steps.

Turn those steps into documentation.

Create a lean, useful policies and procedures toolkit that grows with your business.

And if hiring still feels like a time-suck?

TalentVine can connect you with top recruiters who understand your industry and make hiring smooth before, during, and after onboarding.

Good recruiters should be checking in with both you and the candidate throughout the onboarding process – and that’s exactly what you get when you work with top-rated recruiters through TalentVine.