You suck at remote onboarding. Here’s how to change it

It is not an easy task to onboard new remote employees.

Organizations need newly hired staff members to hit the ground running, and the lack of face-to-face contact at the onset can be challenging for both the organization as well as the employee. 

Here are eight helpful tips to improve your remote onboarding process:

Tip #1: Start with a team video introduction

It can be very helpful for new hires to meet their coworkers, even if video is the only option for this meeting. Gather team members into a conference room for a quick meet and greet.

This way, new staff members have the opportunity to see faces and virtually meet the people with whom they will be working. If your organization is hiring several people, consider weekly video-based team introductions rather than daily. 

Tip #2: Set up a 1-on-1 on day 1

New hires will stagnate unless the organization is proactive and ready for them on day 1. Set up a meeting with the new hire’s boss – even if it’s just 15 minutes.

During this meeting, talk about initial expectations and organizational priorities over the next six months. This also gives the new hire an opportunity to get to know their boss a little bit, ask questions and build a rapport. 

Tip #3: Create a 3-month roadmap

New hires should have a three to six-month roadmap waiting for them on their first day. This roadmap will outline major priorities and expectations. The more specific the roadmap, the better.

For instance, instead of “Reduce the number of trouble tickets through our helpdesk”, a better expectation might be “Reduce the number of trouble tickets by 50%”. The roadmap will help ensure that both the new hire as well as the organization are on the same page in regards to expectations in the near future. 

Tip #4: Build a “First-week checklist”

In addition to the roadmap, the first-week checklist should give new hires specific and tangible steps to take in order to get set up.

This might include installing software on their new workstation, setting up their email account, filling out benefits paperwork, watching introductory videos, taking web-based training classes, etc.

Many organizations use internal Wiki systems to define and track first-week checklists for new hires.

Tip #5: Give them a mentor

The buddy system can be an effective way to ramp up new hires. A buddy or mentor is someone with whom the new staff member can ask questions and address concerns.

Note that mentors should be someone similar to the new hire in terms of seniority. For instance, managers or executives won’t make good buddies or mentors to more junior employees. 

Tip #6: Use digitally-signed documents whenever possible

Rather than making employees print out documents for signing, use software like DocuSign to enable easy online signatures.

Using online “eSignatures” will make the paperwork process faster and much more convenient for both the new employees as well as the organization. 

Tip #7: Maintain an internal Wiki

Wikis are web-based systems used to document information in ways that are easily accessible and searchable. Many organizations use Wikis to effectively distribute important information and give employees a single place to find contact information for other employees, project outlines, to-do lists, requirements, priorities, competitive analysis, etc.

Create an area on your internal Wiki designed for new hires. Include phone numbers and email addresses of human resources staff, benefits information (healthcare providers, etc), time-off policies, and anything else that a new hire needs to know during their first week.  

Tip #8: Schedule frequent check-ins

Especially during the first week, schedule at least two or three follow-up virtual meetings to make sure the new hire isn’t stuck or confused during the onboarding process.

Schedule these meetings ahead of time to give the employee time to compile questions or concerns that they have. Don’t smother the employee by checking in all the time. Make sure they feel supported. 

Onboarding remote employees can be challenging for many organizations, but these eight tips will help keep the process rolling smoothly. The key is for the new employee to understand what is expected of them, and frequent communication will help to keep them on the right track.