Meeting Title: Brainforge New Hire Onboarding Orientation Date: 2026-01-06 Meeting participants: Rico Rejoso, Joe Lewandowski


WEBVTT

1 00:00:30.450 00:00:31.520 Rico Rejoso: Hey, Joe.

2 00:00:33.220 00:00:35.330 Joe Lewandowski: Hi. Hi, Rico. How are you?

3 00:00:35.490 00:00:37.350 Rico Rejoso: I’m good, I’m good, how are you?

4 00:00:37.700 00:00:38.450 Joe Lewandowski: Good.

5 00:00:38.940 00:00:39.750 Rico Rejoso: Alright.

6 00:00:40.270 00:00:48.580 Rico Rejoso: So yeah, welcome to Brainforge. I know everything has been quick, onboarding and stuff, and having you here.

7 00:00:49.220 00:00:53.770 Rico Rejoso: I mean, going, coming off the holiday, holiday break.

8 00:00:53.900 00:01:11.480 Rico Rejoso: It’s been, I mean, everything’s been busy for us, and we really are in need of your help, when it comes to the design, marketing and design team. So, yeah, I… this will just be a quick onboarding, just to show you, what Brainforges, and just to give you a quick

9 00:01:11.480 00:01:19.040 Rico Rejoso: intro of what we are offering, and after this, I’ll be handing you off to Hannah, who is leading the marketing and design team, okay?

10 00:01:19.490 00:01:20.930 Joe Lewandowski: Okay, sounds good.

11 00:01:20.930 00:01:23.220 Rico Rejoso: Alright, let me just share my screen real quick.

12 00:01:24.280 00:01:25.739 Rico Rejoso: Yep,

13 00:01:26.920 00:01:35.470 Rico Rejoso: Alright, so… yeah, by the way, my name is Rico, I am one of the operation team members, and I am based here in the Philippines.

14 00:01:36.050 00:01:36.770 Joe Lewandowski: Okay.

15 00:01:37.380 00:01:40.630 Rico Rejoso: Alright. Okay, so, here is…

16 00:01:41.460 00:01:56.980 Rico Rejoso: one of the decks made by a marketing team, so let me just… let’s just go through it real quick. So the purpose of this orientation is to give you an intro about Brainforge AI’s mission, culture, and values, and to better… help you better understand what Brainforge is, okay?

17 00:01:58.550 00:02:11.040 Rico Rejoso: So, our mission is to help businesses turn chaos into clarity by using data and AI. So, we are a AI-driven company. We envision that everybody eats, we operate like giants, and we give back and pay forward.

18 00:02:11.100 00:02:25.799 Rico Rejoso: So, we started off as a small company, like, 3 years ago, 3 years ago. Right now, we’re currently expanding. We’ve been onboarding a lot of, clients recently, and we are in need of… we are looking through…

19 00:02:26.010 00:02:35.419 Rico Rejoso: get more people and help us expand the business. So what we do, some of the services that we offer are data platform and analytics.

20 00:02:35.600 00:02:40.300 Rico Rejoso: AI automations and training and enablement, okay? .

21 00:02:40.300 00:02:41.040 Joe Lewandowski: Okay.

22 00:02:42.570 00:02:57.930 Rico Rejoso: We will be forwarding you a Notion page, if you were able to access Notion. We will also be forwarding a Notion page about the services that we offer, so you can have a better understanding, and also, you know, for branding purposes, okay?

23 00:02:58.300 00:02:59.040 Joe Lewandowski: Okay.

24 00:03:00.360 00:03:03.589 Rico Rejoso: Alright, feel free to interrupt me if you have any questions, by the way.

25 00:03:03.970 00:03:04.740 Joe Lewandowski: Okay, yeah.

26 00:03:05.390 00:03:10.369 Rico Rejoso: So who we serve, we have the VPs, the C-suite, we,

27 00:03:10.610 00:03:26.919 Rico Rejoso: work closely to directors and heads, of departments, founders, and division leaders. Our target industries would be e-commerce, CPG, SaaS, and business-to-business, so that’s most of the industries or company that we are targeting to, and

28 00:03:26.920 00:03:34.750 Rico Rejoso: Some of the tools that you’ll be using, and probably you’ve been on board with, are Slack, Notion, Clockify, Linear, 1Password.

29 00:03:34.900 00:03:51.070 Rico Rejoso: The Brainforge platform is available for everyone that is using the Brainforge email. I’ll be forwarding the link to it later as well, after this meeting, and ZaperN for our engineering, but if ever you need one, we’ll definitely get you access to it, okay?

30 00:03:51.380 00:03:52.120 Joe Lewandowski: Okay.

31 00:03:54.210 00:04:09.580 Rico Rejoso: And… just a heads up, we are on a net 30 payment schedule. If you read through your contract, it means that a full payment for your invoice is due 30 days after the end of the month, okay? So you don’t have to process your invoice, you just have to make sure that your hours are all in Clockify.

32 00:04:09.580 00:04:15.909 Rico Rejoso: We’ll be pulling that out from there, and we’ll be sending you the invoice for your checking, and we’ll be paying you afterwards, okay?

33 00:04:16.279 00:04:17.709 Joe Lewandowski: Okay, yeah, that works.

34 00:04:17.709 00:04:26.799 Rico Rejoso: Alright, so… but if in case you have any questions in regards to finance or RAM, please send an email to finance at brainforge.ai, okay?

35 00:04:27.300 00:04:28.070 Joe Lewandowski: Okay.

36 00:04:28.990 00:04:46.470 Rico Rejoso: So yeah, speaking of Clockify, Clockify is a tool that we use in recording your hours, so since most of us, or all of our contractors, are getting paid on an hourly basis, make sure that your hours are within Clockify so we can pay you, based on the work that you’ve provided, okay?

37 00:04:46.520 00:05:00.459 Rico Rejoso: So just a quick thing for Clockify, you can also link your Google Calendar, so if you have meetings like this, or any meetings with, some department or other team members, it will also be paid, as long as you put it into Clockify.

38 00:05:01.590 00:05:17.180 Rico Rejoso: And just a few reminders when using Clockify, make sure to record your hours on a daily and accurately. If not, you can do it on a weekly basis. And also, don’t create your own project, okay? When we say project, that’s where you put in, that’s, the session of

39 00:05:17.230 00:05:33.829 Rico Rejoso: where you work on for the specific hours, okay? So I’ll be assigning you through a project that you’ll be working on, and make sure you just put your hours there. If in case that you’ll be assigned to a different project, and you don’t have access to it yet on Clockify, just let me know. You can message me on Slack.

40 00:05:33.940 00:05:37.139 Rico Rejoso: Or… Other operation team members, okay?

41 00:05:37.630 00:05:43.570 Joe Lewandowski: Okay, so that’ll, like, once you send me a project, it’ll just auto-populate in Clockify?

42 00:05:44.020 00:05:49.129 Rico Rejoso: You have to manually do it, okay? There’s ways you can do it, I’ll show you later, okay?

43 00:05:49.320 00:05:50.540 Joe Lewandowski: Okay, sounds good.

44 00:05:50.540 00:05:51.220 Rico Rejoso: Alright.

45 00:05:51.440 00:05:52.250 Rico Rejoso: Okay.

46 00:05:52.270 00:06:15.900 Rico Rejoso: LinkedIn, so yeah, we recommend that you follow, Brainforge on LinkedIn. It’s also on the marketing and design team who are helping us to provide a LinkedIn header for any team members that will be requesting for it. So, I think this is one thing that you could also look into, but depending on what you’ll be given, based on the service description that you agreed with

47 00:06:16.080 00:06:19.879 Rico Rejoso: a brain forge, just make sure that you’re within those scopes, okay?

48 00:06:21.400 00:06:22.120 Rico Rejoso: Alright.

49 00:06:22.350 00:06:26.880 Rico Rejoso: Yeah, another thing, we have these Friday team meetings that,

50 00:06:27.850 00:06:34.869 Rico Rejoso: we are doing on a bi-weekly basis, so it’s just a get-together, for all team members, we just…

51 00:06:34.970 00:06:37.010 Rico Rejoso: Go through,

52 00:06:37.510 00:06:50.809 Rico Rejoso: a Zoom, and we have this particular program that we’re following, and it’s just more like a fun retro for everyone. There will be assigned host, department updates, demos, and shoutouts, so…

53 00:06:51.010 00:07:01.269 Rico Rejoso: We will be for… I mean, on the Brainforge platform, there is a recording of all the previous Friday meetings that we had. You can also check that out there.

54 00:07:01.850 00:07:02.520 Joe Lewandowski: Okay.

55 00:07:02.780 00:07:10.920 Rico Rejoso: Just in case, and to let you know, we’ll be having one this Friday, so you’ll be probably in it. So you can better take a look at it by then, alright?

56 00:07:11.390 00:07:12.610 Joe Lewandowski: Okay, sounds good.

57 00:07:12.610 00:07:31.740 Rico Rejoso: Wonderful. And, right, so going through some of the tools that you’ll be using, let me know if you also… if you were able to access this one, or if you’re having trouble with it, just, I can help you with it. One is Notion. So that’s basically where we document everything, SOPs, and any other forms of documentation, make sure that everything is written first.

58 00:07:31.830 00:07:33.800 Rico Rejoso: Before we execute it, okay?

59 00:07:33.990 00:07:34.840 Rico Rejoso: ChatGP.

60 00:07:34.840 00:07:35.180 Joe Lewandowski: Yes.

61 00:07:35.180 00:07:41.370 Rico Rejoso: If you need one, let me know. By the way, I can confirm now, do you need ChatGBT, by the way?

62 00:07:42.040 00:07:49.459 Joe Lewandowski: Yeah, I don’t… I have… I mean, I have, like, a free personal version, I don’t have a paid version on my own, so… I don’t know if there’s, like, a company one.

63 00:07:49.700 00:07:52.220 Rico Rejoso: Yeah, there is. I’ll add you to it.

64 00:07:52.350 00:07:56.050 Rico Rejoso: So, let me just take note of that. I’ll do it after this meeting, okay?

65 00:07:56.370 00:07:57.800 Joe Lewandowski: Okay, thank you.

66 00:07:58.180 00:07:59.120 Rico Rejoso: stories.

67 00:08:00.190 00:08:01.030 Rico Rejoso: Alright.

68 00:08:01.580 00:08:05.909 Rico Rejoso: And Slack, our main form of communication is through Slack.

69 00:08:05.910 00:08:24.499 Rico Rejoso: You’ve been added to the channel, I mean, to the channels, or department channels already, which is on the brand and marketing design, so if you haven’t, please make sure that you provide your updates every now and then if you’re working on a specific project or task, so everybody are in line, and also for visibility of our stakeholders, okay?

70 00:08:24.970 00:08:41.589 Rico Rejoso: Our best practices is making sure that those updates are given on a timely basis. Some are doing it by end of day to make sure that you inform your department head or our stakeholders what you’ve done throughout the day. You can also send Loom videos

71 00:08:41.590 00:08:48.920 Rico Rejoso: On Slack, since not everyone are available to go through a meeting or to meet with you, through Zoom or Slack.

72 00:08:48.920 00:08:56.920 Rico Rejoso: Slack huddle. You can also send a loom if in case that you wanted to show anything to anyone, and also…

73 00:08:57.710 00:09:07.360 Rico Rejoso: Yeah, make sure that you upload your profile on Slack, okay? You can upload it there, by the way. And another one that you’ve been on board with is Linear.

74 00:09:07.750 00:09:27.419 Rico Rejoso: It’s used for tasks and project tracking. So, we use linear… I mean, that’s where we assign the tasks that you’ll be working on. For example, some of our stakeholders will just put in some things that you need to work on, or will be requested upon to. Make sure to put in a linear so we can track your progress and what you’ve done so far, all right?

75 00:09:27.690 00:09:28.350 Joe Lewandowski: Okay.

76 00:09:29.110 00:09:32.690 Rico Rejoso: Okay, Brainforge platform. As I mentioned, this is,

77 00:09:33.140 00:09:41.310 Rico Rejoso: tool created by the AI team, or AA department, which has the collection of all our Zoom recordings. Aside from that one.

78 00:09:41.420 00:09:47.789 Rico Rejoso: It contains different features as well that is beneficial for everyone. Let me just show it to you real quick.

79 00:09:47.920 00:09:49.559 Rico Rejoso: Oh, not that one.

80 00:09:50.750 00:09:51.460 Rico Rejoso: Black.

81 00:09:53.030 00:09:59.349 Rico Rejoso: Okay, so aside from recordings, we have some AI tools that you could also use here, and…

82 00:09:59.510 00:10:04.229 Rico Rejoso: One thing that the marketing and design team have created, which is…

83 00:10:05.200 00:10:07.419 Rico Rejoso: This is where they upload all their…

84 00:10:07.690 00:10:19.060 Rico Rejoso: templates, decks and everything. So, maybe you can also use this one and take a look at it, since, probably you’ll be working on a lot of decks and, graphic designs, right?

85 00:10:19.490 00:10:22.440 Joe Lewandowski: Okay, so there’s, like, an archive of some of the older ones.

86 00:10:22.440 00:10:23.080 Rico Rejoso: Yep.

87 00:10:23.480 00:10:24.310 Joe Lewandowski: Okay.

88 00:10:24.590 00:10:27.180 Rico Rejoso: I mean, you can use it for reference as well.

89 00:10:28.020 00:10:28.760 Rico Rejoso: Alright?

90 00:10:29.350 00:10:29.760 Joe Lewandowski: Okay.

91 00:10:29.760 00:10:37.090 Rico Rejoso: Zoom, mostly this is for our engineers and project managers, but if in case that you need one, just let me know and I can provide you access to it, okay?

92 00:10:38.170 00:10:38.870 Joe Lewandowski: Okay.

93 00:10:39.210 00:10:56.259 Rico Rejoso: Alright, another thing, make sure that you check your access and you are all set when it comes to the tools that you’ll be using. Any other tools that you’ll be needing to work with Brainforge, just let me know and we can provide you access to it. If we don’t have that one, we’ll probably make a request and,

94 00:10:56.260 00:11:00.060 Rico Rejoso: Update you about the progress for that full request, okay?

95 00:11:00.730 00:11:03.470 Joe Lewandowski: Okay. One question, just…

96 00:11:03.650 00:11:08.390 Joe Lewandowski: Quick, I know Hannah mentioned that you work in Figma a lot. Is there a…

97 00:11:08.870 00:11:12.299 Joe Lewandowski: Figma account that I should be linking to, or…

98 00:11:12.590 00:11:17.330 Rico Rejoso: Great question, yes, definitely. I’ll add you to it along with the other tools that I mentioned earlier, okay?

99 00:11:17.760 00:11:18.450 Joe Lewandowski: Okay.

100 00:11:19.210 00:11:19.960 Rico Rejoso: Alright, great.

101 00:11:21.560 00:11:32.690 Rico Rejoso: Let’s proceed… yeah, I’ll be probably setting up a, couple of meetings with you and our stakeholders, along with your department head, which is Hannah. Okay.

102 00:11:32.880 00:11:37.879 Rico Rejoso: to give up days, and also to check in with you, and how you… how… I mean…

103 00:11:38.280 00:11:41.619 Rico Rejoso: How are you working with Brainforce so far, okay?

104 00:11:41.620 00:11:41.940 Joe Lewandowski: Okay.

105 00:11:41.940 00:11:48.620 Rico Rejoso: one, I’ll be sending that up. And another thing, feedback matters. We appreciate your feedback for the onboarding process.

106 00:11:49.080 00:11:52.770 Rico Rejoso: As mentioned, we’re kind of in the process of,

107 00:11:53.230 00:12:02.329 Rico Rejoso: leveling up and, you know, scaling, so we probably have a lot to improve on. If you have any suggestions that could help us improve this process, just let us know, okay?

108 00:12:02.840 00:12:03.830 Joe Lewandowski: Okay, yeah, sure.

109 00:12:03.830 00:12:11.010 Rico Rejoso: Alright, and final reminder, reach out with questions anytime, be proactive, ask for help, and enjoy the journey here at Green Forge.

110 00:12:11.530 00:12:12.930 Rico Rejoso: Any questions so far?

111 00:12:13.440 00:12:19.709 Joe Lewandowski: No, that’s really it. There was one thing, when activating linear.

112 00:12:19.890 00:12:20.370 Rico Rejoso: Huh.

113 00:12:20.370 00:12:27.990 Joe Lewandowski: Through, like, I guess, like, the intro steps, it says, join or create a team at Brainforge. Am I supposed to click something now, or should I just wait?

114 00:12:28.690 00:12:32.440 Rico Rejoso: Did you create one? I mean, you were invited, so you should probably create…

115 00:12:32.440 00:12:40.880 Joe Lewandowski: Yeah, it’s just going through, like, the intro steps, it kind of doesn’t let me go past this step, so I can’t actually, like.

116 00:12:41.830 00:12:42.740 Joe Lewandowski: I guess.

117 00:12:42.740 00:12:44.580 Rico Rejoso: Access until I pick up…

118 00:12:44.580 00:12:45.470 Joe Lewandowski: a team?

119 00:12:46.360 00:12:47.620 Rico Rejoso: Oh, okay.

120 00:12:47.940 00:12:51.660 Rico Rejoso: I mean, can you share your screen so I can take a look at it? I’m sorry.

121 00:12:51.660 00:12:56.359 Joe Lewandowski: Oh, Deb, one sec, I was actually looking on a different screen, sorry.

122 00:12:56.360 00:12:57.030 Rico Rejoso: Okay, okay.

123 00:12:57.660 00:13:00.780 Joe Lewandowski: I’m, I’m on Zoom on my laptop, sorry.

124 00:13:22.650 00:13:24.590 Joe Lewandowski: Sorry, just one sec.

125 00:13:24.750 00:13:25.760 Rico Rejoso: No worries.

126 00:13:46.860 00:13:53.649 Joe Lewandowski: So on this… this part of, like, this setup, it kind of shows, like, these teams.

127 00:13:55.030 00:13:56.749 Rico Rejoso: Can you click on continue?

128 00:14:00.810 00:14:03.039 Joe Lewandowski: It says, join a team to continue.

129 00:14:03.040 00:14:04.819 Rico Rejoso: Okay, you can just join the marketing one.

130 00:14:05.220 00:14:05.890 Joe Lewandowski: Okay.

131 00:14:18.120 00:14:21.780 Joe Lewandowski: Okay, yeah, that was my only question, because I couldn’t proceed further with the…

132 00:14:22.630 00:14:23.450 Rico Rejoso: Okay, gotcha.

133 00:14:23.450 00:14:24.580 Joe Lewandowski: With the setup.

134 00:14:25.420 00:14:26.390 Rico Rejoso: Alright, no worries.

135 00:14:28.180 00:14:33.650 Rico Rejoso: Alright, so we’ll probably be adding you. Also, one question, I know I asked this.

136 00:14:34.530 00:14:45.260 Rico Rejoso: your working hours. If in case, you can also, block off some hours that you will not be working with brain first, so we know not to distribute during those times, okay?

137 00:14:45.260 00:14:54.589 Rico Rejoso: I just want to make sure you guys are set up, and we won’t be bothering you for hours that you won’t be working at Brainforce, since you’re on a 30-hour-a-week schedule, okay?

138 00:14:54.790 00:14:55.460 Joe Lewandowski: Yes.

139 00:14:56.180 00:14:57.380 Joe Lewandowski: So…

140 00:14:57.650 00:15:06.900 Joe Lewandowski: I… I don’t know if Uta mentioned, I do work, like, a full-time job, too. That I’m in the office on Wednesday and Friday.

141 00:15:07.320 00:15:08.110 Rico Rejoso: Okay.

142 00:15:08.110 00:15:16.470 Joe Lewandowski: So those… those two days, till 5.30 Eastern, so those two days I am available, it’s just not till after.

143 00:15:17.070 00:15:21.619 Joe Lewandowski: Hours… the other days are fairly flexible, though. I, you know, it’s kind of…

144 00:15:21.990 00:15:25.450 Joe Lewandowski: I’m at my computer, so I probably can take work.

145 00:15:26.350 00:15:27.299 Rico Rejoso: Okay, got it.

146 00:15:27.300 00:15:31.580 Joe Lewandowski: And, weekend… weekends are okay if needed. I’m pretty flexible on those.

147 00:15:31.790 00:15:35.009 Rico Rejoso: Gotcha. Wednesday. That’s… what day again? Wednesday or Friday?

148 00:15:35.320 00:15:43.849 Joe Lewandowski: Usually, yeah, usually it’s Wednesday and Friday every week. They’re not set, though, so I can switch if, you know, if there’s something…

149 00:15:44.140 00:15:46.499 Joe Lewandowski: Crazy happening on Wednesday or Friday?

150 00:15:46.500 00:15:50.710 Rico Rejoso: Okay, just let us know if in case… I mean, let Hannah know, since she’ll be working directly with.

151 00:15:51.580 00:15:53.160 Rico Rejoso: And… I don’t know.

152 00:15:53.160 00:15:53.690 Joe Lewandowski: And…

153 00:15:53.690 00:15:56.400 Rico Rejoso: Pacific, so probably you’ll be working late Eastern time.

154 00:15:56.670 00:16:04.909 Joe Lewandowski: Yeah, yeah, and that’s fine. I was just about to say that, I know you guys are in Pacific time, so any, you know, any time after 5.30 Eastern is fine.

155 00:16:05.300 00:16:13.669 Rico Rejoso: Okay, got you, no worries. As long as you provide those updates beforehand, I mean, we can probably adjust, since you’re just on a work of 30 hours a week work schedule.

156 00:16:14.400 00:16:20.000 Joe Lewandowski: Yeah, like I mentioned, I’m kind of flexible. If a project needs it, I don’t mind.

157 00:16:20.060 00:16:22.159 Rico Rejoso: Sure. Got it. Being available.

158 00:16:22.980 00:16:25.100 Rico Rejoso: Thank you so much for the heads up,

159 00:16:25.350 00:16:39.109 Rico Rejoso: I think we’re good. I’ll probably, have Hannah take over and, you know, assist you into anything that you’ll be working on and taking on, after this meeting. If you have any questions in regards to the operations and tools stuff, just let me know, okay?

160 00:16:39.670 00:16:45.099 Joe Lewandowski: Okay, sounds good. So, just kinda, she’ll reach out for the next steps at this point, I guess?

161 00:16:45.100 00:16:51.699 Rico Rejoso: Yep, probably, inform Hannah that she’s been onboarded, and probably he… I mean, she will take over after this, okay?

162 00:16:52.110 00:16:53.220 Joe Lewandowski: Okay, sounds good.

163 00:16:53.220 00:16:56.959 Rico Rejoso: Alright, thank you so much, Joe, and looking forward to speaking with you soon again, okay?

164 00:16:56.960 00:16:59.760 Joe Lewandowski: Yeah, thanks for taking the time out to show me around.

165 00:17:00.090 00:17:01.680 Rico Rejoso: Yes. Yeah, have a good day.

166 00:17:01.990 00:17:02.819 Joe Lewandowski: You too. Bye.