Everything I Did to Successfully Onboard a New House Manager

As many of you know, my family recently made the big move from a 4,000-square-foot home in Northeast Portland to a similarly sized home in the suburbs—Lake Oswego, to be exact. This move was both a lifestyle and financial decision, and we couldn’t be happier with our choice—especially with the schools and teachers in our new district. (My oldest just started Kindergarten and we were ready to feel “settled” as our children began to grow roots in the community.)

But as with any big life change, this transition came with its own set of challenges. One of the biggest? Saying goodbye to our incredible house manager of three years (we’ll call her M), who quite literally transformed our lives. M decided to pursue a new career in social media management—a path we wholeheartedly support—but it meant we needed to find a new unicorn to keep our household running smoothly.

I could go on about the process we used to find our new house manager (spoiler: it’s the Sage Haus Method for Hiring), but I’ll save those details for the House Manager Starter Kit I recently launched. Instead, I want to focus on the steps I took to successfully onboard our new house manager (we’ll call her A) and ensure a smooth transition for everyone involved.

Now that we are on the “other side” of this transition, I feel ready to share these details with you. Let’s go!

Step 1: Set Clear Expectations

First things first: expectations. We used the Sage Haus attorney-drafted employment agreement, which includes an addendum that lists all roles and responsibilities for the job. This document is incredibly detailed and sets the tone for a healthy working relationship. By outlining everything upfront, you avoid the dreaded “ick” feeling or guilt about asking for help with tasks that fall under your house manager’s role. Everyone knows what’s expected, and that clarity is a game-changer.

Step 2: Allow for a Smooth Transition

We were fortunate to have a six-week overlap between M and A. And, this was intentionally included in our budget for moving– we knew we needed extra hands and that this transition was coming. During this time, M helped train and onboard A, walking her through every task on the daily, weekly, and monthly checklists. She explained both the big picture and the tiny details—like washing fruit when it comes back from the grocery store or packing lunches based on each kid’s preferences. This hands-on shadowing approach ensured nothing fell through the cracks and gave A the confidence to step into her new role.

This overlap also gave us extra support during a chaotic time (hello, moving). Letting your outgoing house manager take the lead on training their replacement is not only efficient but also ensures continuity in your household’s unique systems. It saved me countless hours and reduced stress during an already overwhelming time.

Step 3: Create a 30-Day Onboarding Calendar

I put together a detailed onboarding calendar for A, starting with shorter, overlapping shifts alongside M. This gave A the opportunity to ease into the role and observe how things were done. For example, we had a few “date nights” set up so that A could get the hang of the entire dinner and bedtime routine, shadowing M, so that when the time came this Friday night exit was smooth for our entire family. (Yes, it worked. Our date night last week was met with only “bye, Mom! See ya!”)

The 30 days also served as a trial period for both of us, a best practice that I recommend to all families who are hiring household support. (We dive deep into feedback loops and trial periods in the Six-Week Home Systems Cohort if you’re curious!)

Step 4: Update Home Systems & Use Maple

This transition was the perfect opportunity to revisit our home systems (yes, the ones I coach in the cohort!) and ensure they reflected our family’s evolving needs. Here’s what that looked like:

• Daily Routine Document: I broke down an ideal day in 10-minute increments, detailing daily tasks and assigning time blocks for bigger chores like errands, grocery shopping, and home organization.
• Maple Family App: We added A to our Maple app and updated folders like “Laundry,” “Feeding the Family,” “Home Organization,” and “Packing Lists.” This app is our single point of collaboration, and it keeps everyone on the same page. (If you’re not using Maple yet, here’s your link to check it out. Use code: SAGEHAUS90 for 90 days of Maple Plus for free.)

Final Thoughts

Onboarding a new house manager doesn’t have to be stressful. With clear expectations, a thoughtful onboarding plan, and a little help from your village, you can set your new hire up for success while reclaiming your time and energy. If you’re ready to create your own smooth transition, check out the House Manager Starter Kit or join our Six-Week Home Systems Cohort for step-by-step guidance.

One final note: turnover is a natural part of any role. It’s unrealistic to expect someone to stay in the same job or career forever, and embracing that reality can make transitions smoother. Supporting your employees’ personal and professional growth is key—after all, we’ve all made moves in our own careers that required understanding and flexibility from others.

That’s why having a proven method in place is so important. When the time comes to hire a new household employee, you’ll know exactly what to do, when to do it, and how to execute the process confidently. The Six-Week Cohort, along with its templates and materials, is the gift that keeps on giving—ensuring you’re prepared not just for your first hire, but for every transition that follows.

Here’s to building your village, one amazing house manager at a time!