Effective remote onboarding strategies

Remote work has become an integral part of the modern workplace, bringing both opportunities and challenges to organisations worldwide. Twenty percent of Inktech employees work remotely, so over the years we have gathered expertise on remote onboarding and are willing to share some insights.?

While some challenges of remote onboarding mirror those of in person onboarding, others are unique to the virtual environment. This article explores these challenges and provides a step by step plan to ensure a smooth and effective remote onboarding experience.

Communication

Without face to face interactions, miscommunication can easily occur. To mitigate this:

Engagement and clarity: Always provide complete information in messages. Avoid sending brief greetings like "Hi" and waiting for a response; instead, convey your message clearly and concisely.

Unified communication channel: Stick to one primary communication platform, such as a corporate messenger, to streamline interactions and reduce confusion.

Company culture

Understanding and integrating into the company culture can be challenging remotely.

Explicit explanations: Do not assume new hires are aware of the company's norms. Provide detailed descriptions of procedures, protocols, and any unspoken rules.

Cultural insights: Share stories or examples that embody the company's values and culture to give new employees a deeper understanding.

Connection and integration

Building relationships without casual office interactions requires intentional effort.

Onboarding buddy: Assign an onboarding buddy who is not the new hire's manager to offer support and foster connections.

Virtual social events: Organise virtual team building activities to encourage informal interactions. They can be as short as 20-minute weekly meetings to discuss weekend plans.

?Strategies for effective remote onboarding

?Pre-boarding preparation

• Welcome email: Send a welcome email with access to necessary tools and resources.
• Paperwork and questionnaires: Complete any required paperwork and ask them to fill out a quick questionnaire. Use their responses to introduce them to the team.
• Scheduled meetings: Arrange meetings and tasks for their first day to provide structure.

Welcome package

Consider sending a physical welcome package to make new employees feel valued.

• Company merchandise: Include branded items like notebooks, pens, or mugs.
• Personalised note: Add a handwritten welcome note to create a personal touch.
• Essential equipment: Provide necessary equipment such as a laptop and headset.

Structured onboarding plan

Develop a detailed plan with clear milestones.

• First day orientation: Conduct a one-on-one meeting with a people partner to go over internal systems, task management tools, and company benefits.
• Milestone goals: Outline key tasks and goals for the first few weeks and months.
• Documentation: Provide checklists and guides to help new hires navigate processes.

Virtual meet and greets

Facilitate introductions to team members and stakeholders.

• Team meetings: Organise virtual meetings to discuss team roles, areas of expertise, and internal processes.
• ?Stakeholder list: Provide a list of key stakeholders and project collaborators for reference.
• ?One-on-one with the manager: Establish clear expectations and communication preferences.

?Role discussion: Discuss the new hire's role, responsibilities, and first steps.

?Goal setting: Agree on goals and reporting systems.

Communication style: Discuss preferred communication methods, and whether the employee prefers independent work or guided support.

• Regular meetings: Schedule frequent one-on-one meetings during the first few weeks.

Mentorship and buddy systems

Assign a dedicated mentor, buddy, or people partner.

Guidance and support: This person can answer questions and provide insights.

Integration assistance: They help the new hire acclimate to the company culture and practices.

Comprehensive training programmes

Utilise technology for effective training.

• E-learning modules: Provide interactive online courses covering job-specific skills and company policies.
• Webinars and tutorials: Offer video content for visual and auditory learning preferences.
• Continuous learning: Encourage ongoing development through access to learning platforms.

Regular check-ins and feedback

Maintain open lines of communication.

• Progress discussions: Schedule regular check-ins to discuss achievements and challenges.
• Feedback loop: Provide constructive feedback and be open to receiving input from the new hire.
• Support assurance: Ensure they feel supported and valued within the team.

Utilise onboarding metrics

Measure the effectiveness of your onboarding process.

• Time-to-productivity: Track how quickly new hires become fully productive.
• Engagement levels: Assess their involvement in team activities and initiatives.
• Retention rates: Monitor turnover to identify areas for improvement.

Gather feedback

Continuously improve the onboarding experience.

Feedback surveys: Collect input from new hires about their onboarding journey.

Iterative improvements: Use the feedback to make necessary adjustments to the process.

Post-onboarding evaluations

Conduct meetings after the first 30 and 90 days.

30-day check-in: Evaluate their integration, address any concerns, and adjust goals as needed.

90-day review: Assess their overall experience, discuss long-term objectives, and provide additional support if necessary.

Conclusion

By addressing the unique challenges of remote work and implementing these strategies, you can create a seamless onboarding experience that fosters engagement, productivity, and retention.