A guide to onboarding remote employees

Onboarding remote employees can be a challenging task because the lack of physical proximity switches things up a little. 

Although you can’t meet new employees in person to provide an in-person experience, this article will show you things you can do to bridge the communication gap, foster connection and create an overall pleasant onboarding experience for you and the employee(s). 

Things you should make up for 

The process of onboarding remote employees is all about creating digital equivalents for the physical in-person experience. To do this, you have to know the ways in which a remote onboarding process differs from the physical in order to make up for it. 

1. Personal interaction

This is the most obvious difference. When onboarding physically, new employees can interact with their co-workers, managers, and mentors in person. 

They can get a sense of the office culture (especially the unwritten rules), the physical layout of the environment, and a headstart for building healthy work relationships. 

In contrast, remote onboarding lacks in-person interaction and can make it more challenging to build personal relationships with colleagues. It also leaves a lot of gaps in communication that require extra effort and intent to fill. 

2. Orientation

In-person onboarding typically involves a physical tour of the office, an introduction to colleagues, and an overview of company culture, values, policies, and protocols. 

Remote onboarding requires companies to create digital equivalents for all these aspects, such as virtual office tours, online orientation, and the introduction of teammates via video conferencing. 

3. Tools 

Physical onboarding often includes providing new employees with access to equipment such as a computer and other software to facilitate workflow.  

In a remote onboarding process, a lot of emphases is placed on the software used because they form the very bane of the existence of the virtual office. Types of software used are;

• Project management software 

• Cloud storage and file-sharing tools

• Time tracking tools

Plus, new types of software are incorporated into remote team management. 

• Virtual Private Networks (VPNs)

• Online whiteboards for live and direct brainstorming sessions 

4. Communication

In-person onboarding allows new employees to communicate and ask questions more efficiently and directly, whereas remote onboarding requires an emphasis to be placed on clear communication and may require a more structured approach to facilitate communication with the new employee.

Usually, you have to prod and ascertain that questions from new recruits are always welcome. 

5. Self-paced learning

In every onboarding process, there is a training phase, a time period employees are expected to dedicate themselves to upskilling processes. In a physical work environment, HR managers structure learning by creating schedules with stipulated dates and times. 

Remote onboarding takes a different approach, since micromanagement is a constant bone of contention, employees are given the privilege of self-paced learning and training. 

Now that we know what to focus on, we can get into the onboarding process

1. Use video conferencing platforms

Since you can’t interact physically, pick an option similar to it. Video conferencing tools like Zoom, Google Meet, or Microsoft Teams are the way to go. 

The one thing video conferencing has over mere texts is it doesn’t leave room for miscommunication. The tone of voice, tonal inflections, and body language can all be picked up over video. 

It is therefore important to use video conferencing for passing across delicate information. It also lets employees feel more connected to the team and company culture because it is easier to feel a bond with someone you can see and hear versus a person behind a wall of text. 

2. Provide access to necessary tools and resources

Tools and resources such as email, project management software, Virtual Private Networks, online whiteboards, cloud storage, and shared drives should be made available on the first day to give room for individual exploration and familiarization with the details of these software.

3. Assign a mentor 

Assign an experienced team member to act as a mentor or buddy to the new employee. This person can provide guidance and support to the new employee as they navigate their new role. With a mentor, an employee would not feel lost in the crowd. 

4. Check-in regularly

In the first 2 weeks, schedule regular check-ins with the new employee to monitor their progress, answer questions, and provide feedback. This will help them feel supported and valued. 

5. Create a detailed onboarding plan

Incorporate the preceding steps into a plan. Make a comprehensive plan that includes all the stages of the onboarding process. These include documenting, orientation, training, and introductions. 

Final note

Remote onboarding ultimately boils down to the company’s culture and how you approach onboarding. The success of remote onboarding is less about the physical distance and more about the company’s ability to create an engaging and supportive environment for the new employee, regardless of their location.