The advent of remote work has transformed the way companies function and collaborate with their workforce, particularly during critical procedures such as the onboarding of remote workers.
Onboarding, like many other important business processes, requires modernization for the remote work environment. While ineffective onboarding will make exceptional employees flee, effective onboarding can minimize churn and set up new teams for success.
We’ll examine some of the tactics teams need to successfully onboard in the age of remote work in this post. Let’s examine this.
- Address the nuance of onboarding remote employees
- Set people up for success with virtual onboarding best practices
- 7 best practices for remote onboarding challenges
- Examine the differences between working remotely.
Address the nuance of onboarding remote employees
It’s critical to concentrate on the remote component of this work as we go into greater detail about developing a “how to onboard a new employee” checklist or discuss remote onboarding tools.
The benefits of seeing multiple people in different locations, taking a tour of offices, or walking into a physical space will not be available to remote employees. Asking for assistance by simply poking one’s head around the corner is a luxury that remote new hires lack.
These easy exchanges are frequently unintentional. It’s possible that you’ll be getting coffee at the same time as someone in a different department, using the same elevator, or parking lot next to a stranger.
The amount of engagement and welcome a person feels in a new job can be greatly influenced by small interactions.
HR departments and remote workers need to figure out how to replicate these little occasions without linking them to particular job duties. Employee onboarding requires relaxed methods for them to get to know coworkers and personnel from different departments. They will gain from an online coffee date or an agenda-free meeting where they can discuss their emotions, ideas, interests, and pets.
Think about creating a dedicated Slack channel where new hires can join and ask any questions. In this manner, they won’t have to recall which member of the IT list they saw for the first time thirty minutes ago. There is a place where they can get help and it’s acceptable to ask anything, no matter how complicated.
Set people up for success with virtual onboarding best practices
At Appic softwares, we assign new hires to ambassadors who are there to assist them with any issue, no matter how big or small. It’s an easy method to deal with the demands and nervousness of starting a remote work career.
Additionally, we urge new hires to get to know one employee from each department and gain some background information about the company. Above all, though, this is just an opportunity to meet some new people. They can discuss anything and everything during this time, including travel, their favorite foods, hobbies, and so on.
7 best practices for remote onboarding challenges
Here are some best practices for virtual onboarding to help your new hire succeed. Benefits for the new team member, your group, and your company are covered by these. They can help you transform the difficulties of remote onboarding into chances for significant progress and culture building.
Clearly define the expectations for bringing on remote workers.
For remote onboarding to be successful, it is imperative that clear expectations are set.
Employees working remotely must understand the tasks assigned to them, how to accomplish them, and which tools to use. During the onboarding process, you set these expectations and demonstrate to them various approaches to addressing queries, issues, and requirements. It is important to provide your team members with the resources and procedures they require in order to work and collaborate.
For every new position and hire, establish expectations and onboarding paperwork. Even though many components—such as your employee handbook or standard PTO policies—will be the same for all roles, it’s crucial to make sure you talk about individual responsibilities and team dynamics.
One of the most effective ways to set expectations is to discuss things like obstacles. This will benefit your recent hires both during and after the onboarding process.
Design captivating onboarding procedures
To maintain remote employees’ interest, the onboarding process needs to be dynamic and educational. To create a connection, think about incorporating team-building exercises and icebreakers.
Make use of a variety of calls, chats, and activities centered around the role and other members of your team. Engage in meaningful conversations with managers and other team members. The company culture and values are strengthened by this inclusion.
A successful onboarding process depends on communication, which needs to happen continuously. Believe us when we say this. In order to help our partners onboard new teams more quickly and cheaply, we have assisted them in streamlining their onboarding procedures.
Make tools and resources accessible
For the purpose of efficiently performing their duties, remote workers must have access to the appropriate materials and equipment. Ensuring a positive employee experience during the onboarding process requires giving access to these resources at an early stage.
A comprehensive inventory of the equipment and materials a new hire requires to perform their job well should be included in your checklist for onboarding remote employees. If you’re at a loss for ideas, there’s a ton of software available to help you distinguish between useful and useless websites and apps.
To assist new members in creating secure accounts and establishing appropriate recovery procedures, remote businesses should also develop a cybersecurity checklist. Internal IT does not always oversee every resource in the remote area. Establishing robust security practices early on can protect employees and businesses.
Additionally, remember to compile a list of tools for remote onboarding that your HR department can use with each new hire.
Engage in asynchronous communication and remote collaboration.
Effective collaboration and communication are critical for the success of remote teams.
Onboarding guides that teach employees how to share and communicate within their team and company should be created by managers and HR directors. Emphasize when you should use a messaging app like Slack or when email or phone calls are appropriate. It facilitates genuinely asynchronous work. We follow a manifesto for communication at Appic Softwares:
Work with team leads to include the various ways they collaborate if you are an HR specialist.
Establish expectations and indicate what is not acceptable by using company policies. A new hire might need your assistance setting up their calendar to include focus time or days without meetings. After that, emphasize the significance of respecting other people’s schedules and explain how these policies benefit both them and others.
This phase of the onboarding process for remote employees should involve managers as well. They ought to take the initiative to set up one-on-one time and add a new team member to regular meetings. Time and money can be saved by having a direct supervisor establish clear expectations for communication right away. Regular one-on-ones result in 33% less turnover, according to companies like Adobe.
When creating a checklist or template for onboarding remote workers, include tasks related to sending and receiving practice emails and Slack messages, attending meetings, and scheduling those focused periods.
Select the appropriate technology for onboarding remotely.
Let’s take a moment to plan out your upcoming onboarding program.
As important as providing your team with the right technology for everyday tasks is selecting the appropriate technology for that process.
Examine your resources and other uses for them to find any holes or additional training that is required. Use dependable video conferencing platforms like Zoom or Google Meet at the outset to guarantee efficient and transparent communication. There’s a chance that Slack and other communication tools you use have video and live-meeting capabilities.
To assign tasks, manage workloads, and monitor progress, look for project management boards and tools like Appic Softwares Tasks. Think about developing a refresher course for your leaders and trainers if you plan to train a new hire on these programs. That makes it easier for everyone to respond to inquiries and solve problems quickly.
HR specialists ought to examine the process of adding personnel to accounting and payroll systems. Check the tax information and procedures for the locations where the business and its remote workers are located. It’s a good idea to look for updates on employment status documentation. For instance, employers in the United States recently had to transition to a new version of a core onboarding form.
Make the list of resources and the procedures for obtaining them a vital component of your onboarding checklist for remote workers.
Use video extensively
For remote onboarding and remote organization management, video is essential.
Your primary tool for in-person communication that fosters rapport and increases worker engagement is video. Incorporate video calls to facilitate new hires’ access to and acclimatization to resources and tools that may be unclear to them otherwise.
To enable managers and trainers to provide real-time tool or information access demonstrations, look for solutions that make screen sharing simple.
At Appic Softwares, we also like products such as Wistia, which facilitate the creation of videos and the sharing of these recordings through embedding them into webpages or into documents such as Google Docs. Make training videos so that new hires can watch them in short bursts to learn and acclimate to new software and procedures.
If your operation is complex, divide it up into one video for each step or procedure. In this manner, both your recent hires and current team members will have a simple method to revisit and examine a particular task element. By doing this, you can create a training program that reduces obstacles and increases institutional knowledge.
If you want to make your training and onboarding program as accessible as possible, look for tools that can caption any video content you produce automatically. It’s a significant victory for your entire team.
Make a template for a remote onboarding checklist.
Creating a checklist for your next new hire and using it as a template for future expansion is the last best practice for onboarding. By making an onboarding template, you can track employee development and make sure you don’t forget any important instructions. You are able to record:
- queries a recent hire has
- System modifications since your previous onboarding
- fresh managers or team captains
- Roadblocks that were encountered
With your team, go over this “how to onboard a new employee” checklist template to find any holes or add more information. Team members are aware of the technology they use on a daily basis and whether a meeting has shifted to a Slack chat or email. Employees ought to have the ability to customize the checklist for their department by adding smaller objectives and targets. Don’t forget to leave time for feedback.
Create checklists for every department and seniority level by going through the process again. In this manner, your remote employee onboarding template sets up a solid foundation for success for when you’re ready to grow.
Examine the differences between working remotely.
Because it alters the hiring and training processes that many leaders and executives are accustomed to, onboarding remote workers poses particular challenges. Working with new hires, HR specialists, executives, and direct managers should evaluate the procedure and pinpoint areas that need improvement.
A remote team member cannot have their desk visited by a leader. But occasionally, abrupt messages on Slack can interfere with training. Give leaders enough time to oversee these introductions and follow up on new hires. In this manner, your team can meet with leadership without having to figure out when to break up a meeting or training session so that you can speak with the C-Suite.
Practically speaking, there are various aspects of remote work that you should take into account. Appic Softwares has some really good resources for you, but here are some things to consider:
- Which time zone does each worker belong to?
- What kind of setups do they use for remote work?
- Does it take longer for people to get used to a new remote role?
- When and how do they inform people of their preferred times and means of contact?
- How can they send a message to someone outside of their working hours, ensuring that it is answered and doesn’t interfere with their family time?
- How do they get assistance?
- How do they impart something interesting, novel, or fun?
- How does your organization recognize and appreciate exceptional work or particularly helpful contributions?
Do you require additional assistance? Check out our comprehensive guide on training employees remotely.
The good news is that nearly all of these problems can be resolved with effective communication. Emphasize the way your team collaborates and communicates. Provide new members with access to that data and assist them in making decisions. Provide opportunities for employees to discuss business and personal matters with their coworkers.
If you create opportunities for people to interact and communicate, you will be well on your way to developing a wonderful work environment.
Creating a positive onboarding experience for new team members requires the adoption of efficient remote onboarding procedures. Make sure the integration process goes smoothly and lay the groundwork for sustained success in a remote work environment by adhering to our guide.
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