Smart Staffing Rollover Notice Letter 

SOP Number: YES00048 
Effective Date:  4/11/2025 
Revision Date:  4/11/2025 
Owner:  Sales 
Review Frequency: {Quarterly} 

Purpose 

Briefly describe the purpose of this SOP. Explain why this procedure exists and what it aims to achieve.  
 
Some SOPs will have this, some won’t. Will be listed as “Purpose” on old SOPs too. 
 

Responsibilities 

List the roles and their responsibilities for this procedure. Be specific about who is responsible for each part of the process. 

 

Ex. 

1. Role 1: Recruiter  

2. Role 2: Account Manager  

Definitions 

Provide definitions for any terms or acronyms used in this SOP that may not be commonly understood. 

 

 

 

 

 

New Client On-Boarding Checklist for Operations 

This procedure prevents mishandling of new accounts by YES, whether acquired through sales or consulting activities. Adhering to this procedure will guarantee that YES provides world class customer experience and establishes itself as a trusted advisor with meaningful connections. 

• 1.  Initial Meeting and Knowledge Transfer  

• Schedule On-boarding Meeting (Scheduled by Sales): 

• Participants: Sales Representative, Area/Branch manager, supporting branch staff.  

• Agenda: Overview of client's needs, expectations, and objectives. 

• Service Agreement: Review terms and conditions, service levels, and key performance indicators (KPIs). 

• Communication Plan: Preferred methods and frequency of communication. 

• Confirm client’s partnership expectations: Commodity, Compatible, or Trusted Advisor.  

 

• 2.  Internal Alignment 

• Kick-off Meeting (Scheduled by Sales): 

• Participants: Sales team, Operations team, and any other relevant departments (e.g., compliance, finance). 

• Agenda: 

• Review client profile and requirements. 

• Discuss specific staffing needs and timelines. 

• Assign responsibilities and set internal deadlines. 

• Resource Allocation: 

• Ensure the operations team has the necessary resources (e.g., recruitment tools, access to client databases). 

 

• 3.  Client Introduction to Operations Team 

• Operations Introduction Meeting: 

• Participants: Client, Area Manager, supporting Branch Operations Team. 

• Agenda: 

• Introduce key team members such as staffing coordinators and their roles. 

• Reiterate understanding of client’s needs and goals. 

• Outline the steps for the initial staffing process. 

• Communication Plan: Preferred methods and frequency of communication (phone calls, emails, texts, visits, etc.) 

• Tour 

• Scope of work / Roadmap: 

• Launch week 1 – Examples 

• Provide assignment sheets to associates outlining job duties, shift, supervisor, parking, dress code, training schedule & code of conduct 

• Email confirmations of new starts at least 24 hours in advance 

• Be onsite for all new hire groups to ensure attendance and address any issues 

• Provide weekly headcount & turnover reports every Friday 

• Send 1st week survey to all active YES associates for feedback 

• Meet with HR team to review first week’s results and discuss necessary adjustments 

 

• Launch week 2 – Examples 

• Email confirmations of new starts at least 24 hours in advance 

• Be onsite for all new hire groups to ensure attendance and address any issues 

• Provide weekly headcount & turnover reports every Friday 

• Send 2nd week survey to all active YES associates for feedback 

• Meet with HR team to review second week’s results and discuss necessary adjustments 

 

• 4.  Implementation of Services 

• Recruitment Strategy 

• Develop a customized recruitment plan tailored to client’s requirements 

• Establish timelines for candidate sourcing, screening, and placement 

• Personal visit in the 1st week by Area or Branch Manager 

• Schedule a meeting with HR on the first Friday to report on the first week's findings and discuss any pivots needed. 

• Create and Maintain 

• Checklist to ensure all onboarding steps are completed 

• Orders in Bold with master templates and correct markup 

• Assign primary and secondary contacts – Account managers 

• Input new client information into Client Fill Ratio and TACM spreadsheet 

• Regular Updates 

• Provide regular updates to the client on progress, challenges, and successes 

• Utilize TACM spreadsheet for accountability and update frequency based on client tier 

 

• Follow Up: Evaluate, Perform and Communicate 

• Regular Engagement: 

• Schedule regular meetings with the client to discuss ongoing needs, performance, and potential improvements 

• Invite clients to company events or webinars to strengthen the relationship 

• Conduct in-person visits to build trust and relationships 

• Value Addition: 

• Offer additional services or insights (e.g., market trends, salary benchmarks) to demonstrate value and expertise. 

• Create client scorecards to identify relevant metrics 

• Trusted Advisor efforts: Client retention tool, Micro/Macro presentations, Lightcast data, and leadership presentations 

• Provide accurate feedback that builds trust 

• Make pivots based on results: 

• Increases Productivity, Increases Retention, and Strengthens bottom-line 

 

 

 

 

 

 

 

 

 

Guidelines and Best Practices {OPTIONAL} 

Offer any additional guidelines, tips, or best practices to help with successful execution of this SOP. 

 

 

 

 

 

 

 

 

 

 

 

 

 

Approval and Revision History 

Version	Date	Approved By	Changes Made
1.0	4/11/2025	IT , ML	Initial Creation

Contact Information 

For questions or support related to this SOP, contact: 
Role/Department: Sales 
Email: [email protected] 
Extension: 918