Getting new sales reps up to speed shouldn’t be an endless slog. If you’re a sales manager, enablement lead, or just the unlucky soul who has to wrangle onboarding, you know the drill: the faster reps start selling, the better for everyone. But too often, training is a mess of outdated slide decks and “just shadow me” advice. There’s a better way.
If you’re using Theswarm, or thinking about it, here’s a no-nonsense guide to building an onboarding process that actually works—without wasting anyone’s time.
Step 1: Map Out What New Reps Actually Need to Know
Before you touch any tool, get clear on what’s essential for a new sales rep at your company. Most onboarding fails because it drowns people in information they’ll never use.
Skip the fluff. Focus on: - The sales process (what happens, when) - Product basics (what you sell, who cares) - Key objections and answers - Tools they’ll use daily (CRM, email, etc.) - The first real actions you want them to take
Pro tip: Ask your best reps what they wish they’d known on day one. Write down the top 10 things.
What to ignore:
Lengthy company history, org charts, theoretical sales models—save those for later (or never).
Step 2: Build Bite-Size Training Modules in Theswarm
Here’s where Theswarm shines: it lets you break down training into small, manageable pieces—so reps won’t zone out halfway through.
How to Set It Up:
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Create a new “Onboarding Track.”
Theswarm lets you group modules into tracks. Start a “Sales Onboarding” track so everything’s in one place. -
Make each module laser-focused.
One topic per module—think “How to qualify a lead,” not “Everything about the sales process.”
Short videos, checklists, or quick reads work best here. -
Mix up the formats.
Theswarm supports video, audio, text, and quizzes. Don’t just dump slides—combine formats to keep things interesting. -
Add real-world scenarios.
Use Theswarm’s scenario builder to create practice runs based on actual deals.
Example: “A prospect says your price is too high—what now?”
What works:
Short, actionable modules that reps can finish in 5–10 minutes. People remember what they do, not what they read.
What to ignore:
One-hour video lectures. No one watches them. If you have a long recording, chop it up.
Step 3: Assign Training with Clear Deadlines (and Don’t Micromanage)
It’s tempting to hover over new reps, but endless check-ins just waste everyone’s energy. Theswarm lets you assign modules and see progress without babysitting.
How to Assign:
- Set deadlines for each module or track.
New reps know what’s expected—no ambiguity. - Let reps work at their own pace (within reason).
People learn differently. Theswarm tracks completion, so you’ll know who’s stuck. - Schedule a weekly check-in.
Instead of daily nagging, use a weekly sync to answer questions and clear roadblocks.
What works:
Clear expectations and a little breathing room. Most adults don’t need hand-holding, just structure.
What to ignore:
Complicated tracking spreadsheets or daily “Did you finish this?” emails.
Step 4: Use Quizzes and Practice Pitches to Lock In Learning
It’s easy for reps to nod along and forget everything by lunch. Theswarm’s built-in quizzes and practice features actually force some recall.
Make It Stick:
- Add a short quiz at the end of each module.
Not to torture anyone, but to make sure the basics land. - Use the roleplay tool for practice pitches.
Have reps record a quick pitch or objection response. You (or a top rep) can review it and give feedback. - Keep feedback fast and specific.
“Good job, but you skipped the value prop.” That’s all it takes.
What works:
Low-pressure practice and simple quizzes. People learn by doing, especially with immediate feedback.
What to ignore:
Grading systems that feel like school. Nobody wants to be treated like a kid.
Step 5: Make Resources Easy to Find (and Keep Them Updated)
Most onboarding fails because reps can’t find what they need when they’re actually on the phone. Theswarm’s resource library helps, but only if you use it right.
How to Do It:
- Upload key docs and scripts to the resource section.
Think: call scripts, objection-handling cheat sheets, product one-pagers. - Tag and organize by topic.
“Outbound scripts,” “Pricing info,” etc.—so reps aren’t hunting through a cluttered folder. - Review and update monthly.
Outdated info kills credibility. Assign someone (ideally not you) to check for stale resources.
What works:
Simple folders, clear labels, and zero outdated docs.
What to ignore:
Massive “everything” binders or folders. If it takes more than a minute to find, it’s not useful.
Step 6: Get Feedback and Adjust—Don’t Set It and Forget It
The truth: your first onboarding flow won’t be perfect. The only way to improve is to ask new reps what worked and what stank.
How to Gather Feedback:
- Use Theswarm’s survey or feedback tools.
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Ask new reps after week one and week four:
- “What was confusing?”
- “What did you wish you had sooner?”
- “What felt like a waste of time?”
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Make small tweaks as you go. Don’t wait for a “big revamp.” If a module is useless, kill it.
What works:
Iterating based on real feedback. Even small changes can save hours for everyone.
What to ignore:
Waiting until “the next onboarding class” to fix things. If something’s broken, fix it now.
Pro Tips to Save Your Sanity
- Automate reminders where possible.
Theswarm can send nudges so you don’t have to. - Showcase early wins.
Share examples of new reps closing deals fast—nothing motivates like results. - Don’t overcomplicate.
If you’re spending more time building onboarding than your team spends selling, you’ve gone off track.
Keep It Simple, Keep It Moving
Onboarding new sales reps doesn’t have to be a headache. With Theswarm, you can build a practical, repeatable process that gets people selling fast—without overwhelming them (or you). Start small, keep what works, and ditch what doesn’t. Iterate every time you hire. The less you overthink it, the better it’ll run.