Most companies were running like well-oiled machines when it came to employee onboarding, but then something changed. The covid-19 outbreak at the start of 2020 was the catalyst for a radical shift in the way most companies operate. With offices closed, many businesses had to adopt remote working, and for many of them, it worked.
As both businesses and employees started to see the benefits of remote working, the number of hybrid or fully-remote roles being advertised began to grow. It hasn’t all been plain sailing, though. With these newfound benefits came new challenges.
One area that many businesses have been struggling with is onboarding employees virtually. This has been highlighted by the growing trend of new employees leaving within just a few months of starting a role.
So, how do you deliver effective virtual onboarding that makes new employees feel like a valued part of your team? How do you get people invested in your company even if they haven’t set foot inside the door? This checklist will give you a step-by-step guide to doing just that.
Get the paperwork out the way
It’s not the most exciting task on the list, but it is important. You’ll need your new starter to complete any required paperwork before getting started. If you don’t use one already, an electronic signature app like Adobe Acrobat Reader DC, DocuSign or HelloSign will make this much easier for remote employees.
First impressions start with something as little as the paperwork. If your onboarding admin is a complicated mess - what does that say about how you do business? Don’t fall at the first hurdle - the easier the process, the better you look.
Have a schedule
You want to make your new starter feel like a productive part of the team from the outset. Being sat at home twiddling their thumbs isn't going to do that. Providing a schedule for their first few weeks will make them feel supported and involved, and will give them the opportunity to prove themselves and for you to make them feel appreciated, and valued.
Taking the time to plan a thorough schedule is also a great way to ensure you cover everything you need to during the onboarding process without overwhelming new employees, as well as taking the pressure off you during the first few weeks while they work through their tasks.
Send a welcome email
Make sure you get in contact with your new starter before their first day. It’s nice to welcome them to the team, but there’s also lots of important information they’ll need before starting. This might include when their IT equipment will be delivered, how to get online, working hours, a schedule for their first few weeks and any documents they might find useful to read before their first day.
Deliver their equipment
Before getting started, you’ll need to make sure your new employee has all the equipment they’ll need to do their job effectively. Whilst most companies will provide any required IT equipment, some businesses go a step further and provide equipment for their employees’ workspaces, including things like desks and office chairs. This can be a nice touch for remote employees and ensures they have a safe and productive work environment.
When it comes to IT equipment, you’ll want to make any required software or systems are already installed and your new starter has been added to all the relevant communication channels, including group chats or SharePoint sites. It’s also a good idea to include some basic instructions covering how to use their equipment.
Alongside any essential equipment, it’s nice to throw in some extra freebies to make your new employee feel welcome. This could include company notebooks and pens, or even a voucher to get a coffee or lunch on their first day. It’s fairly normal practice to take new office-based employees out for lunch or drinks. Just because your new starter is remote, it’s important not to overlook the gestures that make new employees feel welcome and appreciated.
Introduce them to the team
You’ll want to introduce your new starter to the team as soon as possible. The best way to do this is with a video call. Whilst this should be an informal chat where your new employee can start getting to know the team, it’s also worth covering some basics like who does what.
If you can’t schedule the video call for your new starters first day, make sure you send them a welcome message with all your team included – this can be via email or using a group chat in something like Teams. Doing this will ensure your new starter doesn’t feel isolated whilst they wait to be introduced properly.
Assign a welcome buddy
During their first couple of weeks, your new starter is likely to have lots of questions. As their manager won’t always be available, it’s worth assigning someone in a similar job role to work closely with them whilst they get their feet under the table. Doing this will make your new employee feel supported and is a great way to make them feel like part of the team.
Company orientation
As with normal onboarding, you need to ensure your new employee has a clear understanding of your company and its structure. You may want to arrange a video call with representatives from any relevant departments. Not only is this an opportunity for your new starter to learn about your company, it’s also a great chance to start introducing them to key members of other departments.
1:1s
Scheduling regular 1:1s with your new starter is a good way to monitor their progress and ensure you’re providing them with all the support they need. To kick this off, it’s worth scheduling a 1:1 within the first week where you can discuss their role and responsibilities, as well as what’s expected of them.
Feedback
There’s always room for improvement. Once your new starter has their feet under the table, it’s a good idea to ask them whether they have any feedback on the onboarding process. This will give you a clear idea of what’s working and anything you could do better. When they’re settled, have a conversation with them about how you might be able to improve their working experience. Are the hours working? Do they have enough involvement with the team? Is their equipment suitable? These are all important questions for remote workers as it isn’t easy to see how someone’s feeling when they aren’t with you every day.