From Word Docs to World-Class Onboarding: How One Growing Team Boosted Retention and Scaled with Confidence
Discover how Squirrel Solutions helped Innovative Design+Build streamline onboarding, scale from 15 to 23 team members, and increase retention across departments.
Case Study
Solo Project Plan
4-Month Engagement
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The Growing Pains of a Scaling Team
This construction company was doing everything right—building great client relationships, delivering exceptional work, and growing through strong referrals. But as the team expanded, a critical problem surfaced:
Onboarding was inconsistent, and owner-dependent.
The owner was spending less than 4 hours per new hire in a single, rushed session
There was no way to ensure new team members retained key cultural or operational info
Without proper training, new hires were watching the team instead of joining it
The owner was stretched thin—and each hire felt more like surviving than thriving
They didn’t need more talent. They needed a system.
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The Squirrel Solutions Method: Design Once, Scale Always
We crafted a repeatable, high-impact onboarding process to drive alignment, accountability, and cultural connection.Step 1: Insight Session + Deep Dive Audit
We began with an Insight Session to clarify goals, growth challenges, and future vision (1-3 years). We assessed team structure, hiring cadence, and what success looked like for new hires.Step 2: Strategic Onboarding Framework
We mapped out a 90-day onboarding journey with:Pre-onboarding touchpoints
Drip campaigns + milestone check-ins
Department-specific training tracks
Automated workflows using an internal system
Step 3: Role Clarity + Ownership Tools
We turned job descriptions into checklists, KPIs into dashboards, and set rocks (quarterly goals) for each hire. Each new team member had:Their own scorecard
Daily → weekly → monthly check-ins
Tools to communicate strengths, growth areas, and preferred workflows
Step 4: Culture-First Immersion
We built systems to help new hires:Meet 100% of the team in their first 60 days
Learn how their role fits into company-wide goals
Own a number that directly impacts the company’s critical number
Give feedback through a custom onboarding survey
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The Payoff: Confidence, Culture, and Capacity to Scale
Team grew from 15 to 23 members and the process of onboarding became systematic and clear
100% team introductions within 60 days
New hires clearly articulate their role’s value
Ownership KPIs set for each new hire by Day 30
Departmental retention rates increased YoY
Owner now shares onboarding load across departments
“Before Squirrel Solutions, I was pulling up a Word doc and just hoping I covered everything when someone started. Now we’ve got a system that runs without me—and our team is stronger for it”
From Chaos to Clarity: How One Owner Reclaimed 80+ Hours a Month and Increased Revenue by 50%
Discover how Squirrel Solutions helped Servant Entertainment LLC transform its operations, scale its team, and build a future-ready business in just 60 days.
Case Study
Fractional HR/Ops Partnership
12-Month Engagement
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The Problem: One Man, Too Many Hats
The founder of Servant Entertainment was producing high-quality video content—but behind the scenes, he was doing everything:Scheduling shoots & travel
Writing scripts & questions
Multi-camera video production
Managing hours of B-roll, audio, and editing
Designing thumbnails
Managing brand deals
Organizing his own chaotic calendar
He was working 65+ hours per week, missing deadlines, losing momentum with viewers, and leaving serious money on the table. Creativity was there—but capacity was maxed out.
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Our Strategy: Less Hustle, More Systems
Our 3-part framework helped turn chaos into clarity.Step 1: Deep Insight + Data Audit
We conducted a detailed Insight Session, followed by a full 12-month operational and financial review. We discovered alignment between content output and revenue — proving consistency was king.Step 2: Process Mapping + Time Study
We tracked every task and time allocation across the content production lifecycle. This revealed gaps, duplications, and low-value tasks draining the owner’s energy.Step 3: Team Expansion + Weekly Operational Support
We implemented weekly L10 meetings and check-ins (led by us)
We hired an experienced post-production editor
We onboarded a skilled subcontractor for admin & recurring tasks
We developed a “Pipeline of Success” from idea to release
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Results That Changed the Game
80+ hours/month returned to the founder’s life within 60 days
65% increase in audience engagement
50% more income per hour worked
Posting schedule improved from every 30–45 days to every 15 days
Brand partnerships doubled in value (now $10K+ per contract)
Projected 35% annual revenue growth with plans to hire more
“Within one month, I had clarity, hired the help I needed, and had real support. Squirrel Solutions didn’t just give advice—they rolled up their sleeves and made it happen.”