Have you just hired your first remote employee, or are you in the process of doing so? If so, are you looking for a better way to onboard the new employees?
An effective onboarding process is the best possible way you can give your new hire a great start in your company. With the pandemic reinventing the way we work, businesses need to consider working with a remote workforce.
In fact, over 82% of business leaders stated that they would adopt a remote working environment even after the pandemic. For this reason, we’ve put together the ultimate remote onboarding checklist that covers everything from the technical setup to the more cultural aspects of remote work.
By following this checklist, you can be sure that you and your new remote hire will be set up for success! What are you waiting for? Let’s jump in.
The Pre-Onboarding Process
Pre-boarding is the period between accepting a new job offer and reporting on your first day. Unfortunately, this time can make or break your new employee’s experience with your organization. Studies show that over 80% of new hires feel anxious if left unattended while waiting to start a new job.
If these feelings linger past their first day, it could affect their productivity and morale. So, before incorporating your new remote employee into your company, you need a perfectly-setup pre-onboarding process. Remember that the pre-onboarding procedure is just as necessary as the onboarding process itself.
In order to ensure a smooth transition for your new hire, you’ll need to take care of a few things beforehand. These include the following.
Have All the Necessary Paperwork Onhand
When you’re getting a new hire started remotely, it’s essential to gather all the required paperwork beforehand. Depending on your company and the type of position, you’ll need different forms and documents.
For example, you’ll need a job offer letter, an employment contract, and any necessary nondisclosure agreements. You’ll also need to ensure that your new hire has completed any required onboarding forms, like a W-4 or I-9 and any other company-specific documents.
You can use software tools like Workbright to keep track of all the necessary paperwork and verify that it’s been completed. Check out https://workbright.com/verify-i9-remote/ to ensure a legally compliant remote onboarding process.
If your new employee is working with sensitive data, you may also need them to sign a confidentiality agreement.
If you’re unsure what paperwork you need, talk to an HR professional or an employment lawyer. They can help you figure out what documents you need to get your new hire up and running smoothly.
Schedule Employee Training
Training is an essential aspect of any onboarding strategy, whether remote or in-person. Without proper training, your new employees will not be able to perform their duties correctly, which can reflect negatively on your business.
Schedule training sessions as soon as possible so that your new employees can get up-to-speed quickly and start contributing to your company. Sadly, many business owners don’t think it’s necessary to train remote employees, leaving them to fend for themselves.
Don’t make this mistake if you want your remote onboarding strategy to be successful. Scheduling employee training will ensure your new employees are up-to-date on company culture and procedures. This will help them hit the ground running and be productive members of the team from day one.
Set Up Their Workspace
Before the employee reports for duty, it’s essential to have their workspace ready. Whether it’s a virtual or physical workspace, setting it up before their first day will help onboarding go more smoothly.
If they’re working remotely, send them a list of recommended office supplies and make sure they have access to any software or tools they’ll need for the job.
You should ensure their computer has a webcam and microphone so they can participate in video calls. They will also need a quiet place to work where they won’t be interrupted and a strong and reliable internet connection.
If you’re onboarding someone who will be working in person, set up their desk or workspace with everything they need on their first day. By taking care of these things in advance, you can ensure that your new hire’s first day is as smooth and stress-free as possible.
Tell Them What to Expect on the First Day
When onboarding employees remotely, it’s essential to set expectations from the start. Let them know what they can expect on their first day and the days and weeks to follow.
You should also answer as many questions as possible about your organization and company culture. This helps reduce anxiety and ensure that your new hire feels comfortable starting their first day.
Some questions you should answer include:
- What is the schedule for their first day?
- What is the dress code?
- What are the company’s core values?
- What is the structure of the team they’ll be working with?
- Who will be their direct supervisor?
By providing this information up front, you can help your new hire feel more prepared for their first day and every day after that.
Welcome New Employees
After perfecting your pre-onboarding processes, it’s time to welcome your new employees to the company. This is the second step in the onboarding process, and it helps your new hires acclimate to their new surroundings. Here’s what you need to do.
Send a Welcome Email
Sending a welcome email to your new employees is a great way to start their onboarding experience. This email should include information about their first day, what they need to bring, and who they will be meeting with.
It’s also a good idea to include a link to your company’s onboarding manual or intranet site. This way, they can familiarize themselves with your company’s culture and policies.
Include a Virtual Welcome Packet
Your welcome packet should include all the information your new employees need to know about your company, such as the company history, mission statement, and values. You can also include information about the team they’ll be working with and their job responsibilities.
Other items to include in the packet include:
- A list of onboarding dates and deadlines
- A welcome letter from the CEO or another executive
- Information about the company’s remote work policies
- A list of onboarding contacts and their contact information
- A company org chart
- A link to the company’s intranet or employee portal
- A copy of the employee handbook
Sending your new employees a welcome packet is a great way to start their onboarding experience on the right foot. By including all the information they need to know about your company, you can help them hit the ground running and get acclimated to their new roles quickly.
Share a Schedule of Their First Day
The first day can be overwhelming for new employees, so it’s essential to have a plan in place. By sharing a schedule of their first day with them ahead of time, you can help them feel more prepared and ease into their new roles.
Your onboarding schedule should include:
- A welcome meeting with their manager
- An introduction to the team
- A virtual tour of the office (if applicable)
- Training on company systems and software
By following this onboarding checklist, you can set your new employees up for success from their first day on the job. By providing them with all the information they need to know about your company and their roles, you can help them hit the ground running and make a smooth transition into their new positions.
Schedule an Orientation Call
An orientation call gives you a chance to introduce yourself and go over the company’s policies and procedures. You can also use this time to build a rapport with your new employee.
Make sure to send a calendar invite for the call in advance so that your employee can prepare any questions they may have. And by the end of the call, your new employee should have a good understanding of what it’s like to work at your company. They should also feel comfortable asking you any questions they may have.
Appoint a Person to Help the New Employee
On the first day, you should have a dedicated onboarding team or point person who will be responsible for guiding new hires through the onboarding process. This could be their direct supervisor, someone from HR, or even a peer mentor.
Whoever you choose, make sure they’re prepared to answer any questions the new hire might have. They should also help your new hires feel comfortable in their new environment.
This is an essential step in the onboarding process because it sets the tone for the rest of the employee’s onboarding experience. If they have a positive first day, they’re more likely to have a positive outlook on the company as a whole.
Set Up Regular Check-ins
Regular check-ins help you see how your new employees are progressing. It’s also a great opportunity to answer any questions they may have. Check-ins can be done via video call, phone call, or even email.
Here are a few things to keep in mind when setting up regular check-ins:
- Make sure they’re scheduled at a time that’s convenient for both you and your new employee
- During the check-in, ask how things are going and if there’s anything you can help with
- Be sure to listen carefully and take note of any concerns they may have
- Use these check-ins to give feedback, both positive and constructive
By having regular check-ins, you can ensure your new employees are settling in and adjusting to their new remote roles. This will help them feel supported and ensure a smooth transition into the company.
Review Their Job Responsibilities
Reviewing your new employee’s job responsibilities will ensure that they understand their role within the company and what is expected of them. It’s also a good opportunity to answer any questions they may have about their job.
Be sure to go over the following with your new hire:
- Their specific job duties
- Who they will be reporting to
- Any deadlines or quotas they are expected to meet
- What the company’s policies are regarding vacation, sick days, and work hours
By going over all this with your new hire, you can help set them up for success and ensure they are on the same page as the rest of the team. Remote onboarding doesn’t have to be difficult, but it does require a little bit of extra planning. With this checklist, you can be sure that you’ve covered.
Get an Onboarding Software
There’s no doubt that remote work is on the rise. And as more and more businesses adopt remote work policies, it’s becoming increasingly important to have a solid onboarding process in place for new hires.
Luckily, there’s a tool that can help: onboarding software. Onboarding software is designed to streamline the onboarding process for both employers and employees. It can provide new hires with all of the information they need to get started with their new job.
From job descriptions and company policies to training materials and contact information, onboarding software can help new hires hit the ground running.
It can also automate tasks like scheduling meetings and sending reminders so that you can focus on more important things.
Ensure a Smooth Transition Into Their New Role
The first few weeks of a new hire are crucial for their success at your company. It’s during this time that they’ll be learning about your company culture and getting acclimated to their new role.
As an employer, you want to set them up for success by providing them with all the information and resources they need to succeed in their new role. By ensuring a smooth transition, you’ll increase the chances of them being long-term, productive team members.
Follow the Above Remote Onboarding Checklist
If you’re looking to set your new hires up for success, be sure to follow the above remote onboarding checklist.
From scheduling regular check-ins to reviewing their job responsibilities, this checklist will help you ensure a smooth transition into their new role. And with the help of onboarding software, you can streamline the entire process.
What are you waiting for? Get started with remote onboarding today!
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