Building Onboarding in a Remote World: How to help your new employee

In our increasingly remote work landscape, onboarding new team members in a remote-only environment has become the new norm. However, remote onboarding differs significantly from in-person onboarding. This resource will cover five essential strategies to successfully onboard a new team member in a remote-only environment.

Prepare for a Digital First world

Digital Preparation:

Remote onboarding begins well before the new team member's first day. To set the stage, ensure their digital presence is ready. This means having all necessary accounts, software, and tools ready for them. A well-prepared workspace should include a functional computer, login credentials, access to the company's communication tools, and any specific software they'll need. This digital readiness ensures a smooth start to their remote journey.

Pre-Onboarding Welcome Kit:

Traditionally, new employees receive a physical welcome kit, but in a remote-only environment, you can create a digital version. The kit should contain essential documents, such as the company handbook, organizational chart, and contact list. Additionally, include a personalized welcome email, introducing key team members and providing an overview of the company culture, values, and mission.

Embrace and Emphasize being Digital-first

Virtual Company Culture Introduction:

In an in-person setting, new hires can immerse themselves in the company culture through physical interactions. However, in a remote environment, the introduction to company culture must take a virtual form. Use video conferencing platforms to welcome the new team member, share the company's mission and values, and discuss the company culture. Encourage them to explore any available resources like culture videos or blog posts that provide insights into the organization's DNA.

Setting Up Remote Training:

Remote training is a cornerstone of successful remote onboarding. Here, the difference between remote and in-person onboarding is more pronounced. To cater to remote work, remote training should be modular, interactive, and accessible. Leverage e-learning platforms, video tutorials, and interactive modules to provide a comprehensive training experience. Offer flexibility for self-paced learning while ensuring there's a support system in place for questions and clarifications, perhaps through regular video meetings.

Over-Discuss Communication

Frequent Digital Communication:

In a remote environment, communication is the backbone of successful onboarding. Foster an environment of frequent, clear, and efficient communication. Use various digital channels, including email, instant messaging, and video conferencing, to facilitate discussions. Encourage regular video meetings and one-on-one check-ins to build rapport and offer support. Set expectations for prompt email responses and the use of chat tools for quick queries.

Managing Time Zones and Boundaries:

Unlike in-person onboarding, remote onboarding often involves team members across different time zones. Managers must address this difference and set expectations accordingly. Discuss work hours, respecting time zone variations and the importance of managing one's time effectively. Ensure that remote team members understand boundaries and work-life balance to prevent burnout and promote well-being.

Invest in online tools

Digital Resources and Tools:

In a remote-only environment, the emphasis shifts to remote-friendly resources and tools. Remote work relies heavily on digital platforms, so providing guidance on how to use these tools effectively is crucial. Create video tutorials, written documentation, or online resources to help your new team member navigate remote-specific technology, communication platforms, and project management tools.

Remote Mentorship:

Mentorship plays a significant role in remote onboarding, just as it does in in-person onboarding. Assign a remote mentor or buddy who can offer guidance and support in navigating the remote work landscape. Remote mentors should be experienced in remote work strategies and tools, offering advice on time management, effective communication, and technology usage. Encourage regular check-ins to maintain a strong mentor-mentee relationship.

Be more thoughtful about team bonding moments

Virtual Team Building:

One of the primary differences between in-person and remote onboarding is the challenge of creating connections in a virtual space. While in-person onboarding often includes physical team-building activities, virtual team building activities are equally effective. Organize virtual icebreakers, online team-building games, and video conferencing social events. These activities create connections among remote team members, fostering collaboration and camaraderie.

Recognition and Celebrations:

In a remote environment, it's essential to celebrate milestones and achievements to maintain team morale. Acknowledge your new team member's contributions through virtual recognition ceremonies, shout-outs in team meetings, or even remote team appreciation events. Recognition plays a vital role in remote integration and keeps your team engaged and motivated.

---

Remote onboarding is a dynamic process that requires adaptability and creativity. By preparing digitally, establishing clear communication, providing remote training, offering mentorship, and fostering remote engagement, you can successfully onboard new team members in a remote-only environment.

Remember that remote onboarding is different from traditional in-person onboarding, but with the right strategies and a commitment to communication and engagement, your remote team members can integrate seamlessly and thrive in their new roles. Remote work offers unique opportunities, and mastering remote onboarding is a key step toward building a strong and cohesive remote team.