Preparing Yourself for a Successful Onboarding

At Ottimate, your success is always top of mind. As you continue working with your Account Executive, we encourage you to start exploring ways to set yourself up for long-term success. We're here to support you every step of the way.

The Onboarding Phases Defined

Kickoff Phase (1-2 Weeks)

Shortly after you sign your contract, we will reach out to set up a Kickoff Call to introduce ourselves. On KO, we’ll review your rollout plan, milestones & benchmarks, and homework. We’ll also schedule your training sessions. After the KO call, if you’ve provided the team with all required information, we will give you access to your dashboard.

Implementation Phase (2-5 Weeks)

Part I: The individuals on your implementation team will be invited to sit for 1-3 (depending upon products purchased) in-depth training sessions. We aim to get your core team fully fluent with the system as quickly as possible. Your training sessions will be followed by Q&A sessions, giving your administrator(s) an opportunity to ask any questions that come up. As you use the system and provide valued feedback, our Technical Onboarding Specialist will work to ensure that your account is built to meet your needs.

Part II: Your core team will be assigned primary onboarding tasks to complete that are vital for the setup of the account. As you continue to complete assigned tasks, your Onboarding Specialist will look to confirm your ability to import/export to/from all systems included in your contract. We consider you “technically equipped” as soon as we’re able to confirm your import(s)/export(s) are functional.

Go Live (2-5 Weeks)

This phase begins with you having a fully functioning import/export. If users outside of your core team require training, we’ll prompt you to schedule those sessions during this phase. As your core team completes more secondary onboarding tasks, we will shift focus from implementation to adoption. Your Onboarding Specialist will look to get you to a specific utilization benchmark before passing you to the teams that will monitor your progress through the adoption phase.

Adoption

After hitting key benchmarks with the onboarding team, you will be migrated over to our dependable Customer Success and Product Consulting teams. They will be your main points of contact at Ottimate as you continue your journey. Your continued dedication to the project at this point is imperative! While the onboarding experience may end at Go Live, the project is incomplete until you fully adopt the system.

Who do you need on your team to ensure success?

Required Client Roles

Executive Sponsor
Owns the overall success of the Ottimate implementation. Attends monthly meetings to align on KPIs and ensure the project stays on track.

Implementation Project Manager
Keeps the client team organized and on schedule. Coordinates meetings and ensures stakeholders complete action items on time.

Administrator(s)
Handles day-to-day setup tasks in Ottimate. Most active in the platform during implementation and key to driving progress.

Technical Liaison
Primary contact for technical needs. Answers questions directly or connects Ottimate with the right internal experts.

How do you know when you are ready for Kickoff?

At some point in the upcoming few weeks, you will be asked to determine a Kickoff date. In order to choose the date that best works for you and your team, consider the following questions:

• When will the systems you’re planning to integrate with Ottimate be fully up and running?
• Are there any systemwide cleanup projects or updates that need to take place prior to integrating with Ottimate?
• Do you have stakeholders assigned to the roles outlined above, and do they have the required time allocated for the role they’re playing in this implementation?
• Are there any significant events on the calendar that may impede the project?

Are you and your team as excited as we are for this project?!

Our Onboarding team is on standby waiting to get you started, but we want to make sure that you’re just as excited as we are to begin this journey. We find that taking the steps below can help to get all parties on the same page:

• Proactively reach out to inform relevant team members of the planned implementation
• Communicate the “why” behind the transition and what drove you to choose Ottimate
• Focus on your organization’s overall GOALS as you plan for Kickoff
• Help your team to visualize the endpoint → When you’ve finished the implementation, how will everyone have benefited?