First Impressions Director Onboarding Workflow

Duration: 8 Weeks (adjustable based on availability and timing of services)

Week 1: Welcome & Cultural Integration

Objective: Cast vision, clarify the why, and integrate the Director into Mosaic’s leadership culture.
– Welcome Meeting with Executive Pastor (Chris Dewar)
– Review Mosaic’s mission, vision, values, and staff behaviors
– Discuss why hospitality matters and Mosaic’s guest-first culture
– Tour of Facilities – including guest entrances, café area, auditorium, and signage flow
– Assign Mentor/Coach – someone from staff (e.g., Christy Dewar or a Connections leader)
– Provide Resources:
– Volunteer Process Flow Chart
– Handoff Checklist
– First Impressions Playbook (draft if not yet created)
– Staff Culture Card

Week 2: Team Introductions & Observations

Objective: Meet team leads and begin forming relationships.
– Attend all services to observe all teams in action
– 1:1 Meetings with current leads:
– Greeters
– Ushers
– Coffee
– Welcome Desk
– Shadow Christy Dewar or another Connections leader for service flow perspective
– Introduce yourself to team volunteers briefly at pre-service huddles
– Begin a field log (Notion or Google Doc) of observations and ideas

Week 3: Technology & Systems Integration

Objective: Equip Director to use Planning Center and internal tools
– Planning Center onboarding
– Service scheduling
– People management
– Checklists
– Slack/Email/Taskade setup
– Review automated volunteer onboarding steps and where the Director fits
– Collaborate with Alyssa to understand how announcements and guest forms come in

Week 4–5: Leadership Planning & Team Building

Objective: Begin shaping ministry roadmap
– Set 90-day goals with Executive Pastor
– Start outlining plans to:
– Build Guerilla Greeter team (due Week 10)
– Launch Parking Team (due Month 3)
– Identify and mentor second-in-command (due Month 10)
– Review and revise onboarding SOPs for all teams

Week 6: All-Volunteer First Impressions Team Gathering

Objective: Publicly introduce Director to the full First Impressions volunteer base
– Plan a 60–90 minute gathering after services (or Thursday evening)
– Icebreaker or hospitality-focused activity
– Introduce Director, share their story and vision
– Celebrate current leaders and wins
– Cast vision for new teams
– Distribute digital or physical “Hospitality Culture Card” or core expectations handout

Week 7–8: Live Leadership & Strategic Execution

Objective: Begin leading services in full capacity
– Take over full team communication and scheduling
– Lead pre-service huddles
– Begin recruiting for guerilla greeters and parking team
– Host 1:1 with each current team lead to discuss delegation, feedback, and culture goals
– Meet with Christy Dewar and/or Alyssa to plan handoffs from guest cards to teams

Ongoing Monthly Touchpoints

• Monthly check-in with Executive Pastor (review team health, goals, concerns)
• Monthly email/newsletter to all First Impressions volunteers (encouragement + updates)
• Quarterly team appreciation event or recognition moment