# Harbor Learning Collective: onboarding and training sample

Prepared by Raisa Pay | hello@raisapay.com

FICTIONAL DEMONSTRATION. Harbor is a fictional 24-person education nonprofit. This original sample is not a client engagement, legal policy, live integration, or measured client result. All practice information is fictional.

## Project brief

Role: program coordinator. Sponsor: program director. Process owner: operations lead.

Scenario: managers have useful information, but each team provides a different starting experience. The proposed improvement is one approved first-month plan, named owners, and scheduled reviews.

## First-month plan

| When | Owner | Activity | Completion evidence |
| --- | --- | --- | --- |
| Before day one | Manager | Confirm first-month priorities and send the approved welcome schedule. | Priorities and schedule approved. |
| Day one | Operations lead | Introduce the resource library and request access through the existing IT process. | New hire can locate their resources. |
| Week one | New hire and buddy | Shadow a planning meeting and practice its follow-up. | Buddy reviews the practice exercise. |
| Week two | New hire | Draft a program-session checklist using the approved template. | Manager checks sequence and ownership. |
| Weeks three and four | Manager and new hire | Review progress, collect feedback, and agree on learning priorities. | Review completed; next actions assigned. |

At each manager check-in: What is clear? What is missing? Which task still needs help? Record the next action and its owner.

## Short lesson: write a useful meeting follow-up

Suggested duration: 10 minutes.

Objective: identify each agreed action, owner, due date, and unanswered question after a planning meeting.

1. Separate decisions from suggestions in the notes.
2. List each agreed action with its owner and due date.
3. Flag missing information for confirmation.
4. Ask the meeting lead to check the draft before sharing.

Practice notes: "Sam will draft the session outline by Thursday. Priya will check room availability. We discussed inviting a guest speaker but made no decision."

Task: write the action list and identify what still needs confirmation.

Sample answer:

- Sam: draft the session outline by Thursday.
- Priya: check room availability; due date needs confirmation.
- Guest speaker: discussion only; no action approved.

Review criteria: include both agreed actions, flag the missing date, and avoid turning a suggestion into a decision.

## AI-assisted drafting example

AI is optional. This written example is not connected to a live model.

Instruction:

> Using only these meeting notes, draft an action list with action, owner, and due date. Mark missing information "Needs confirmation." Separate agreed decisions from ideas. Do not invent names, dates, approvals, or policy requirements. Return a draft for the meeting lead to review.

Use the fictional practice notes above as input. Compare every action with the source, confirm missing information, and obtain the meeting lead's approval. If the output is inaccurate, complete the same action list manually.

## Handoff and maintenance

- Owner: operations lead. Backup and content approver: program director.
- Store approved materials in the organization's shared workspace. Limit editing to designated owners.
- Review after the first hire completes the plan, quarterly afterward, and whenever the role or procedure changes.
- Record changes, approval, and dates. Retain the previous approved version.
- Before adding automation, agree on client-owned connections, failure alerts, a recovery procedure, and a responsible person.
- Measure preparation time, overdue tasks, and new-hire feedback against the previous process. No improvements have been measured for this demonstration.

## Applying this to a real organization

Agree on role requirements, approved resources, responsibilities, access procedures, and success measures before use. Confirm that the team can update and operate the process independently. Software integrations and ongoing support require their own scope.