How To Get Great Results With An Effective Remote Onboarding Process

Ever since a little pandemic reared its ugly head, it seems working remotely has become commonplace in the business world. And while this offers several benefits for the business and its employees alike, it also presents several challenges, particularly when it comes to onboarding new staff.

In this article, we’re going to show you what remote onboarding is, how it differs from traditional onboarding, its challenges, and how recruiters, team leaders and mentors can successfully implement it to achieve consummate results for both the business and new employees.

What is remote onboarding?

Remote onboarding is the same as traditional onboarding, in that it is the process of initiating new staff and helping them become accustomed to a workplace, its practices, its culture, and the ins-and-outs of their own position, albeit with those new recruits working remotely.

Often employers will utilise digital documentation, various programs, and online tools to communicate with, and to make the onboarding process as seamless as possible for the new recruit. Effective remote onboarding practises should help the recruit feel calm, connected, focused, and excited in the same manner they would be with effective traditional onboarding methods.

Isn’t ‘onboarding’ just orientation and training?

Not exactly. Orientation refers to a singular event in which newcomers are given information about the company’s policies, practices, and its overarching vision. On the other hand, onboarding is a continuous and lengthier process which can last three to six months, and which is often tailored to the newcomer’s particular role.

That said, orientation is often one aspect of the overall onboarding experience, which also includes introducing the new recruit to other team members and those in management, as well as familiarising them with their workstation, the business culture and the programs and tools they will be using in the job. Informal strategies can also be considered part of the onboarding process, including networking events and coffee catchups.

On the other hand, training simply refers to teaching a new recruit how to successfully perform their daily duties and responsibilities.

What are the benefits of remote onboarding?

In a world more connected than ever, remote onboarding offers multiple advantages for both employer and employee. For the former, onboarding remote workers can often be faster and easier than the traditional, in-person method, offering both parties the chance to be flexible and to save time. It can also be a more cost-effective way of onboarding new recruits and can offer more versatile methods of helping newcomers familiarise themselves with their team and the workplace culture.

What is the most effective way to remotely onboard new recruits?

Starting a new job and becoming familiar with the environment can often be a stressful and nerve-wracking experience for new recruits. That’s why effective onboarding practises are the best way to guarantee new employees are content and confident, and to ensure higher employee retention rates further down the line. However – if we’ve learned anything from the past two years – it’s that messages, sentiments and emotions can become easily misconstrued through the digital lens.

Whether you’re a recruiter, team leader, or mentor, it’s important you organise a database of company documents with beneficial information new hires need to know about your business’ processes, policies, tools, and the like. Once this has been arranged, simply send the new hire an email with access information. As previously mentioned, digital documentation is an imperative aspect of the remote onboarding process and will help newcomers feel connected, confident, and empowered.

Communication between both parties is equally important. Regular one-on-one and group meetings should be organised to help newcomers feel more connected to their team and its environment. These don’t necessarily have to be formal. Occasionally they can be informal – such as the previously mentioned coffee catchup – to help recruits get to know their peers, build professional relationships, and form stronger connections.

What tools and software do you need for effective remote onboarding processes?

Given the nature of communicating remotely, quick, efficient, and up-to-date online tools and software will form the bedrock of your remote onboarding practises. These include communication tools, such as email, messenger apps, and video conferencing programs such as Zoom.

Task manager apps can help newcomers organise the influx of new information in their first few weeks, while screen recording software can assist in demonstrations and remote communication, enabling program windows or browsers to be recorded, with live demonstration capabilities such as drawing on the screen, adding text, highlighting and showing keystrokes.

Collaboration tools are also important, allowing mentors and managers to keep track of the new recruit’s performance, workflow, and attendance. These tools can be integrated with Google Drive, Slack, and many other apps.

What are some tips to ensure remote onboarding runs smoothly for both manager and employee?

Just as in traditional onboarding, remote onboarding requires managers to maintain a healthy work environment, in which everyone understands the ins-and-outs of their roles in order to be content, productive, and routinely producing consummate work. It is also important to promote the company’s values to the newcomer, which will help them become more familiar with the culture and what is expected of them in their new role. Being agile is also extremely important for remote onboarding processes, as it allows recruiters and managers to shift and adapt to the challenges of this unique process.

What are some of the challenges that businesses face when implementing a remote onboarding process, and how can they be overcome?

Despite the benefits, remote onboarding can obviously be quite challenging, which is why it’s vital recruiters, managers and mentors are aware of such difficult situations which may arise so they can avoid them or correct them.

As previously mentioned, starting a new job can be a nerve-wracking experience for most people. This is why consistent communication remains an invaluable means of ensuring the recruit stays informed and educated throughout the process. In particular, the digital documentation you will provide to the remote newcomer must be concise and easy-to-read. Without constant in-person interaction, the recruit will occasionally have to rely on your printed words to gain a greater understanding of their new workplace.

Differing time zones can also cause major headaches in the remote onboarding process. If a new employee is located far away from your headquarters, they might be having lunch while you’re heading home for the day! As such, it’s important you take note of the time difference between the two parties and designate mutually beneficial intervals throughout the work week to communicate with your recruit. Once again, the last thing you want to do in remote onboarding is to make the newcomer feel isolated.

Going forward

Remote processes which forego traditional modes of interaction will always present challenges. However, by developing and implementing a versatile framework for remote onboarding – using effective communication, strategies and, in particular, tools and software – you can ensure your new remote employees will feel as confident and capable as the employee sitting next to you.

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Your points about informal coffee catch-up’s and consistent communication are key. I coach clients in career transition and those who are working remotely often find it difficult to establish and build key relationships. Without a strong support network and regular feedback it’s easy for new recruits to start doubting themselves. They start wondering whether they’re meeting expectations and if they’re the right person for the role. This can lead to lower performance levels and ultimately result in them leaving a role. It’s important that companies look at the recruitment process from the perspective of the individual candidate.

byDeborah Denyer

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1. Your points about informal coffee catch-up’s and consistent communication are key. I coach clients in career transition and those who are working remotely often find it difficult to establish and build key relationships. Without a strong support network and regular feedback it’s easy for new recruits to start doubting themselves. They start wondering whether they’re meeting expectations and if they’re the right person for the role. This can lead to lower performance levels and ultimately result in them leaving a role. It’s important that companies look at the recruitment process from the perspective of the individual candidate.

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