The 6 Do’s and Don’ts of Remote Onboarding

By now, we’ve grown accustomed to conversations around the new normal and the realities of remote work, hiring and onboarding. With COVID-19 continuing to affect office logistics around the world, the question is no longer “When will things go back to how they were?” but rather “How can we make remote work feel as natural as possible?”.

Since hiring is back at full throttle in some industries, it’s important to master remote onboarding for all your new starters. Remember: just because things are a little different now, it doesn’t stop you from being able to make every first day, a great first day. It just takes preparedness, creativity, and a little extra nurturing!

Scroll below for our top do’s (and don’ts!) on how to welcome new team members virtually and smoothly:

🗺️ Have a plan

Don’t: Leave onboarding up to chance

We’re sure you can crank out the best jokes at any dinner party. That said, onboarding a new employee isn’t the time to flex your improv muscles. It’s important to make all new joiners feel like their onboarding and integration into their new place of work is thoughtful and thought-through, and that starts with good planning.

→ Preparedness shows professionalism.

First impressions matter, and the first impression you want a new joiner to have on their first day is the feeling that they are joining a company and team that is structured, capable and united. Disorganization is associated as a red flag of bad employers.

→ If you don’t map out a plan, you might forget some bits.

Onboarding milestones can take place over the span of an entire year. It would be risky to walk into a year-long investment without some sort of plan to help guide both the new joiner and manager along the way. Find some useful checklists here to help you not forget any of the basics.

→ Make time to prepare a welcome package.

When you plan, you can make time for the right things. This can include having a personalized welcome video from colleagues, or a welcome kit with WFH essentials like a coffee mug and ergonomic mouse pad, all ready for the new joiner’s first day.

🎯 Set clear goals and expectations

Don’t: Undervalue progress tracking and touchpoints.

Setting up new employees for success considers the When, What, Why, and How of objectives. Sure, ensuring they have the right tools and knowledge to accomplish tasks is one thing (How). But it first starts with clearly defined goals and objectives (What), with time-bound milestones (When) and continued purpose through feedback (Why). Here’s how to ace that:

→ Create a short-term schedule.

The first week at a new job might be the hardest for a new joiner, as they’re still getting acclimated to their tools, remembering names, and absorbing new information. Pre-scheduling meet-and-greet lunches and allocating time slots for training or filling out paperwork will take some of the pressure off while helping new joiners prioritize tasks upon arrival. 

→ Set long-term milestones.

Once your new joiner becomes more autonomous, it’s important to continue with long-term guidance. As LinkedIn Contributing Editor Jeff Haden puts it, good onboarding breaks down large processes into manageable and comprehensive chunks (e.i. milestones and objectives) for new joiners, which in turn also provides you with opportunities for constructive feedback. Which brings us to our next point…

→ Plan for regular feedback.

The same way milestones are set on a timeline, so should moments for feedback. In the beginning, touch bases may need to be more regular, but in the long-run touch bases should be planned to align with milestones in order to measure if objectives are being met, if there are areas to improve on, and to make sure the new joiner continues to feel valued.

📣 Promote communication

Don’t: Assume that not hearing much from a new joiner means all is going well.

Communication is an integral part of every stage of onboarding. But in a world where remote work is dominating, it’s important to not take communication for granted and to implement systems and channels to support strong communication in virtual spaces.

→ Push for universal communication.

Left to their own devices, people will use their own tools. Which may not always be safe or compatible company-wide. So have available for all your employees and new joiners the right modes of communication, like a secure chat channel such as Slack, Discord, or Chatwork. 

→ Implement and/or share rituals.

Never assume that just because you don’t hear from a new joiner, that everything is fine. Instating team rituals and regular 1:1 meetings allows you to ramp up communication, encourage exchange, and create opportunities for relationship building, no matter how busy schedules get.

→ Try to instate a human dynamic.

With remote work, many colleagues speak every day but never meet in person. Thanks to email and instant message (IM) platforms like Teams or Slack, there’s no shortage of ways to get in touch. However, non-verbal communication remains an important aspect of communication, so encourage the use of video chat as much as you can, if face-to-face isn’t possible. This promotes better work relationships.

🤝 Assign each joiner to a mentor or a buddy

Don’t: Forget to orchestrate team and colleague introductions.

If it takes a village to raise a child, it takes a team to onboard a new joiner. And managers need all the help they can get to onboard in the new normal. Plus, an assigned entourage can help curb the loneliness that new joiners may experience working from home.

→ Assign a mentor.

A mentor is an experienced employee that can help a new joiner integrate within the company but also grow within their role. You should assign a mentor, usually in a senior position within a similar field of expertise, to each new joiner and ensure a virtual meet-and-greet is scheduled during the first week.

→ Assign a buddy or reference contact.

A buddy is a colleague, usually at a similar level to the new joiner, here to help contextualize the role and work environment, and support on things that may not be explicitly covered within the onboarding plan (like the most important Slack channels, the groups of interest to join, etc). 87% of employers say that buddy programs boost new joiner proficiency, so a virtual meet-and-greet should be planned for the first week too!

→ Organize team introductions.

There’s no better way to hit several birds with one stone by organizing a team meet-and-greet so your new joiner can be introduced to their colleagues at once. Yes, new joiners organically pick up on names and faces throughout the many meetings they’ll be listening in to, but a virtual, informal gathering specially planned for this purpose is more thoughtful. We previously covered this topic here.

👓 Introduce your company’s spirit & culture from day one.

A strong company culture attracts and retains talent. So incorporating your company’s spirit and values within every step of a new joiner’s onboarding is indispensable. Aside from what can already be read online and on your website, how should you go about spreading the spirit to new employees effectively?

→ Share the spirit before the start date.

We talked about how onboarding starts before the first day on the job. With this in mind, HR managers should include some fun facts about the company or their team at the time of hire. Call it a planting-the-seed strategy.

→ Showcase employee appreciation.

Whether coming from the executive team or from other colleagues, giving props to employees is a good way to indirectly showcase the skills and traits that are valued at your company. These moments could be a part of weekly rituals or company-wide interactions which your new joiner is invited to.

→ Turn the spotlight on soft skills.

Onboarding is typically straightforward when it comes to hard skills (or technical skills) but a company’s spirit can usually be felt through the soft skills it values. Including soft skills development activities, like Nonviolent communication (NVC) workshops, as part of a new joiner’s onboarding journey can help set the tone on what your company’s spirit is about.

✏️ Be creative with onboarding experiences

Don’t: Assume remote onboarding and on-site onboarding are the same thing.

You have to think outside the box when onboardings are happening remotely. All those little human moments that happen organically at a physical workplace, like office chat around the coffee machine or Friday’s free-to-grab donuts, are no longer. Thankfully, there’s ways you can create a fun, connected work-life vibe for new joiners even if everyone is digital. Some ideas:

→ Personalize each onboarding.

There are many ways to personalize an onboarding experience, from preparing personal videos to sending over a welcome gift or care package to the new joiner’s home, helping them feel excited about their “new” home office. 

→ Involve others.

Remember what we said about how it takes a village? Even if not assigned as mentors or buddies, ask other employees to participate in onboarding activities if their participation could be of added value. Better yet, get the assigned buddy to find out their favorite meal, and get it delivered to them as a first week’s lunch!

→ Adapt to WFH realities.

No more office watering hole ice breakers, no problem. Why not create virtual happy hour meetings to encourage new joiners to get to know their colleagues better outside of the formal meeting settings? Employee bonding activities, like online scavenger hunts, are also great to include during onboardings and benefit employee relationships overall.

Feeling ready to tackle the best onboarding you’ve ever given your new joiners? Head over to our free trial, and start effortlessly building onboarding plans and creating meaningful connections — all under one roof.

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