The modern times have made remote onboarding not just a trend but a necessity. As more and more companies embrace a remote work setting or at least a hybrid one, ensuring that your new hires feel welcomed in either condition is essential.
But how do you create the warmth that you need to properly acclimate someone new to your organization when you’re meeting them through screens? We’ve made sure to answer that question on all the levels you need. So let’s get into it!
Table of Contents
What Is Remote Onboarding?
Remote onboarding is the process of onboarding new hires into an organization without going into the office. Unlike the traditional onboarding process, remote onboarding does not require any physical interactions.
Instead, this approach utilizes technology and digital tools or platforms to connect new employees with their team and provide the necessary training from a distance. It’s important to carefully curate this process in order to make sure everything necessary is provided during onboarding the same way it would be in a physical setting.
The Importance Of A Strong Remote Onboarding Process In 2024
We’ve already mentioned remote onboarding has become a necessity in our current age but to get a deeper understanding of why, let’s take a look into a few root reasons.
- First Impressions: The onboarding process is the first real experience an employee has with an organization. A seamless and welcoming interaction is crucial to help employees connect with your company.
- Retention: If an onboarding process is effective, there will be a connection between the employee and the company which will create a sense of loyalty. Especially in a remote setting where isolation may be an issue that arises more easily, it’s essential to establish this connection and loyalty in order to keep your employees long-term.
- Productivity: A smooth onboarding process will equip new hires with all the necessary tools and resources to get acclimated. If you’re clear enough through this process regarding expectations, protocols, and other necessities for that specific role, you will enable your new hire to be fully productive.
- Scalability: Companies come in all shapes and sizes. For bigger companies especially, having a strong standardized remote onboarding process will ensure every employee will be introduced and adapted to your company at a certain level of quality.
Common Challenges In Remote Onboarding
Of course, with all of its perks, remote onboarding also has its challenges;
- Lack of Warmth: One of the biggest challenges of remote onboarding is the absence of physical interactions. As humans we all crave certain types of cues and interactions to socialize and the lack of face-to-face meetings in a remote setting may make it harder to create warm team dynamics.
- Communication Barriers: Effective communication may prove to be tough in a remote setting due to the lack of face-to-face cues that we rely on day to day, which can lead to misunderstandings or miscommunications.
- Tech Issues: While relying on digital tools has its benefits it also means that in the case of any malfunctions like glitches or other forms of issues, it can create frustrations and hinder the onboarding process.
- Integration: The main purpose of onboarding is to integrate new hires into your company culture and provide all the information they will need for their role in the company. Without the informal interactions of an office environment, it is likely to be harder to adjust to the unwritten rules of your organization.
Preparing For Remote Onboarding
Onboarding can be a challenge in any scenario, and remote settings have their own challenges. But regardless of the setting, if you’re particular and prepared enough, you can make sure the onboarding process is effective.
Pre Onboarding Essentials
Let’s start by listing out some pre-onboarding essentials.
1. Setting Up Equipment And Access (Email, Software, Tools)
The first step is to set your employee up with the necessary equipment they have to have for their role. This could include, email addresses, software, computers, phones, or any other tools they will need in their job.
2. Creating A Welcoming Onboarding Kit
Once you have the tools set up, then comes the welcome kit. This kit will include all the protocols, processes information on projects, and other organizational information that your new hire will need to know in order to get well-adjusted to the company. Make sure to package it in a welcoming and warm way and you are golden.
3. Assigning A Mentor or Buddy
Last but not least, assign a mentor or a buddy for your new hire. This way, your new hire will have someone to converse with regarding the company, get the inside scoop on how things work, and gain insights overall that provide that warmth closest to a face-to-face interaction as it can be in a remote setting.
Tools To Streamline The Remote Onboarding Process
Since we’re talking remote onboarding, you’ll need a strong tool to incorporate into your company that will allow you to streamline your onboarding processes. We have just the thing!
Microsoft Teams
Microsoft Teams is a very strong and trusted tool to communicate and connect with your workforce in real time. By utilizing Microsoft Teams, you can stay updated on your team’s work and make sure to stay aligned on your tasks and deliverables.
Teamflect
If we’re speaking of Microsoft Teams, we have to speak on Teamflect. Teamflect is an all-in-one performance management solution that will allow you to do everything from OKR and task management to performance reviews, feedback, and surveys.
With Teamflect, you can customize your remote onboarding process and provide a consistent, standardized welcome to your new hires!
The First Week Of Remote Onboarding
The first week means first impressions and first impressions are crucial for setting the tone in your new hires’ experience with the company and ensuring that they feel welcomed and equipped in their role.
This initial time frame should therefore focus on building connections, and providing essential information and resources, whilst setting clear expectations.
To break it down;
- Day 1: The first day is all about orientation and welcome. Make sure to organize a virtual meet and greet and one-on-ones with team members. Provide a personalized welcome package and help your employees feel welcomed.
- Day 2-3: Now that you are acquainted, set up your employee’s tools and technology. This can include relevant software or platforms, as well as any communication channels. Initial training should also begin during this time.
- Day 4-5: By now expectations need to have already been set clearly and the focus needs to be on building connections and understanding the role a little deeper with more nuances. You can opt for scheduling coffee breaks or one-on-ones to catch up and align, get feedback, and answer any questions your new hire may have.
Tips For A Successful Remote Onboarding Experience
As we get close to ending our guide, we have a few tips that you can keep in mind during the onboarding process to create a smoother remote onboarding experience for your employees.
- Scheduling Regular Check-Ins: Make sure to set regular check-ins during the process. This way you will be able to align consistently and adjust any aspects of the onboarding structure if necessary. These check-ins are also a great time to receive some feedback and provide guidance if needed.
- Setting 30, 60, 90-Day Goals: Setting 30-60-90-day goals is a great idea to give an even clearer structure as to how their first few months will be shaped while your new hire completely adjusts to their new role.
- Providing Mentorship Opportunities: You may also consider providing a mentor to your new hire. This will allow your new team member to have an experienced employee by their side who can assist and guide them throughout the onboarding process.
- Provide Access To Resources: Make sure to give clear guidance and access regarding any of the resources your employees may need so that they know what they may require and how to reach it whenever or if ever they need it.
- Offer Interactive Training Sessions: These types of training sessions will help create a deeper understanding of necessary information and provide an opportunity to talk and ask questions real time.
You can also check out our employee onboarding checklist templates for further guidance!
Overcoming Common Challenges In Remote Onboarding
To overcome the challenges that you may face during remote onboarding, there are effective strategies that you can put to use regardless of the unique challenges that might come up. In fact, these strategies may even prove to be simpler than you think.
If you focus on fostering personal connections, enhancing communication through the right tools, providing robust IT support for any tech issues, ensuring consistency across teams, and monitoring the process then there will be nothing to stop you from successfully onboarding remote employees.
Keep this guide in mind and happy remote onboarding!
