Top Tips For Onboarding New Staff Remotely

In recent years, onboarding staff remotely has become increasingly common as many companies have had to shift to remote work due to the pandemic. We all know that first impressions count, and if onboarding isn’t handled correctly, it can be harder for new starters to embed and existing team members to communicate. According to the Brandon Hall Group, a positive onboarding experience can boost new hire productivity by 72% and employee retention by 82%. 

Onboarding isn't just about getting new hires up to speed with their roles; it's about integrating them into the company culture and setting them up for long-term success. Effective remote onboarding helps new hires feel welcomed and supported, leading to higher engagement and productivity. This article explores some tips for onboarding remote employees to streamline the process.

What is Remote Onboarding? 

Remote onboarding is the process of integrating the new employee with your team, culture, and policies and giving them the information and tools they need to succeed. This ensures that new hires in a fully remote company feel welcomed and equipped to contribute from anywhere. 

Unlike traditional onboarding, which includes face-to-face meetings, office tours, and paperwork, remote onboarding entails different kinds of digital onboarding software that makes sure the new employee will have everything to perform the job from wherever they may be working.

Tips For Remote Onboarding

Let’s look at some tips for effective remote onboarding: 

Be present and available for their first day

Be sure that on the first day, you are with the new staff. According to the Sales Benchmark Index, over two-thirds of employees expressed dissatisfaction because they felt their managers were preoccupied. A warm welcome, sharing initial tasks, and easing them with their anxieties should be done. This will show a connection and support from your side and will reinforce the company’s values and its integration.

Send a welcome package

Send new hires a welcome packet before their start date. This should include items with your company logo, such as mugs, shirts, water bottle notebooks, and pens. Additionally, including personal touches, such as a handwritten note or welcome videos from key team members, help new employees feel included and connected with their colleagues. Sending a welcome package not only enhances new hires' initial experience but demonstrates that your company values and cares for its employees despite the distance.

Have a detailed remote onboarding plan

Develop a comprehensive and well-organized onboarding schedule that covers all key activities, training sessions, and meetings for their first few weeks. This plan should include introductions to key teams, company policies, and role-specific training, as well as provide clarity around expectations and timelines. Share this document with new hires beforehand so they know what to expect. A detailed plan helps new hires feel more confident and reduces the overwhelming feeling of starting a new job remotely.

Set up virtual meet and greets

Kick off the onboarding process with a virtual meet-and-greet event to introduce new employees to their colleagues and foster a sense of connection and belonging. Organize informal video calls where new hires can interact with their team in a relaxed setting. Encourage existing team members to share a bit about themselves and the company’s culture. A warm welcome helps new hires feel appreciated and reduced feelings of isolation, which are common in a remote work environment.

Assign a training buddy or Mentor

A training buddy is an excellent onboarding strategy to support new remote employees while they acclimate to their roles. Pair the new hire with a mentor within the organization. This mentor can provide guidance, share insights about the company culture, and answer questions during the initial stages of the onboarding process. Regular check-ins between the mentor and the new hire also help build a strong support system, ensure a smoother transition, and boost their confidence and openness. Additionally, it creates an opportunity for team members to bond over shared knowledge and experiences, strengthening the team’s overall morale.

Provide training and documentation

Provide comprehensive documentation, training materials, and access to online learning resources to support remote employees' professional development. Encourage continuous learning and skill enhancement to empower their growth within the organization. Investing in the development of remote employees from the start shows a commitment to their long-term success and helps employees enhance their skills and stay engaged.

Set clear goals and milestones

Setting clear goals and expectations is vital to help remote employees understand their roles and measure their progress. Establish clear guidelines for accountability and productivity, including performance standards, deliverables, and communication protocols. This clarity helps new hires integrate confidently and effectively into the team. Hold regular one-on-one and team meetings to assess progress, address issues, and provide feedback to ensure new hires remain aligned and informed throughout their onboarding journey. 

Clarify expectations 

Clearly outline work expectations, goals, and productivity standards on their first day. Discuss their work schedule, including when it's acceptable to step away from the computer. This helps prevent future misunderstandings and ensures remote employees don't feel pressured to work outside of the designated hours. When employees know their responsibilities, they can take ownership of their tasks and feel more competent in their roles, ultimately leading to greater job satisfaction.

Introduce them to stakeholders on other teams

New hires should be introduced to the stakeholders to gain knowledge and understanding of the organization. Meetings should be scheduled where new employees can learn about ongoing projects. This exposure not only helps them build relationships across the organization but also provides a clear picture of how to contribute to the overall success of the team. 

Include them in events

Don’t forget to include new hires in any team events. It includes industry webinars, virtual conferences, or internal working groups. This can be a great way to help them feel like part of the team, even if they’re working remotely. By taking the time to welcome and include your new staff members, you’ll be setting them up for success and helping them feel more comfortable and motivated in their roles. 

Plan virtual team bonding events

Virtual team bonding activities promote rapport and camaraderie among colleagues. Organize virtual events, such as game nights or coffee chats, to encourage genuine connections outside of work discussions. This can help them feel more comfortable and confident in their new role, which will ultimately lead to better job satisfaction and motivation. These opportunities for informal interactions can help build trust and friendships, making collaboration more enjoyable in their everyday work.

Make sure your onboarding is inclusive

Ensure your onboarding process is inclusive by considering the diverse backgrounds and experiences of each employee. Tailor content to accommodate different learning preferences and needs and provide materials in various formats. Actively seek feedback from new hires on their experience, incorporating their suggestions into future onboarding plans. Promoting inclusivity fosters a sense of belonging and empowers individuals to contribute their unique perspectives, enriching the overall workplace culture.

Explain the company culture

New hires must understand the company’s culture to feel fully integrated. Schedule sessions to explain the organization’s culture, values, vision, and goals. For example, explaining company tone and formality, virtual etiquette, messaging norms, and work hours help employees assimilate faster. Company culture in action should be shown in stories and examples. This will help the newcomers navigate their roles and make a deep emotional connection to the company.

Encourage communication and feedback sessions

Open communication and feedback are crucial for onboarding success. It is important to set up and introduce the channels new hires should use for different types of correspondence. Schedule frequent check-ins with new hires, asking for their thoughts on their experience, the training process, and their comfort level within the team. These sessions can be brief video calls for managers and new employees to discuss achievements, challenges, and next steps. Regular feedback helps new hires improve, adjust to their roles more effectively, and quickly resolve issues.

Conclusion 

Creating a positive onboarding experience in a remote environment requires creativity and dedication. By following these tips, you can create a positive and successful remote onboarding experience for your new staff members. These tips ensure the remote hires are welcomed and supported and feel empowered for success and, therefore, engaged and retained.