Insights

Remote Onboarding: Best Practices To Optimize It

An employee doing the onboarding remotely

Organizational onboarding processes have evolved to include remote working employees. Many companies embrace remote working in 2024. They use various strategies to optimize the onboarding process, ensuring its effectiveness. 

 

What Is Onboarding?

Onboarding means integrating a new employee into an organization and ensuring they learn relevant policies and procedures. Ideally, this should happen before they start working on their first project or task. Onboarding includes different activities like orientation, training, and first introductions. It also focuses on skills development and covers organizational expectations, vision, and mission. 

 

What Is Remote Onboarding?

Remote onboarding is technically the same as traditional onboarding, except it happens online. Companies use different technologies during remote onboarding to interact with remote employees and facilitate training. 

 

Why Is Remote Onboarding So Important?

A big part of a company’s success stems from teamwork. Employees who work under the same roof get to know one another well. Being in the same place helps them build crucial connections. 

Remote employees do not have the same experience, especially if they are fully remote and never visit the office. Remote onboarding should aim beyond policies and procedures. The goal should be to help remote employees feel like a part of the team. 

Moreover, efficient onboarding provides remote employees with the same tools and resources as office-based staff. It allows everyone to work together to improve productivity and increase profits. 

Knowing how to onboard remote employees will also help an organization reduce the staff turnover rate. Often, new employees have a haphazard onboarding experience, increasing the likelihood of them leaving in search of another job opportunity. 

 

What Should Be Included in Remote Onboarding?

 A remote onboarding process consists of the following elements:

  • Two-way communication: New employees must be allowed to ask questions, and companies (HR departments) must provide the correct information. 
  • Ongoing engagement: The onboarding team needs to keep engaging with a new employee. This helps employees build confidence as they learn to perform their daily tasks. 
  • New employees need tools and technology from the first day: The onboarding process should ensure that new hires have the tools and access they need to start working. 
  • AI and other automation tools: Remote employees need all the software tools a company can provide them to perform their duties efficiently. These tools include AI technology and automation software. 

 

How Long Should Remote Onboarding Take?

Companies should never rush the onboarding process. However, it should not last for months either. Generally speaking, the remote onboarding process lasts a full two weeks

A new employee’s third week should include training and team-specific instructions. Some companies have a three-month remote onboarding plan, but this may not be viable for many businesses. 

 

Remote Onboarding Challenges

Remote onboarding comes with some challenges, including the following: 

  • Remote employees often feel isolated: If there is no daily interaction or response from an organization, a remote employee may start feeling isolated and detached. It often causes employees to leave a business they just started working for. 
  • Lack of communication: Constant delays when waiting for an office-based colleague to respond to queries may exacerbate isolation and detachment. 
  • Some employees become overwhelmed: If there is an overload of information to process, a new employee may feel overwhelmed. Should the company not provide a way for new employees to navigate this information, it may result in a high staff turnover. 

 

The Phases of Successful Online Onboarding: How to Onboard Online

Companies must plan and execute the different onboarding phases well to avoid these challenges. The first phase is a welcome email and overview of company culture. This phase includes paperwork that new hires must complete and requires the setup of a remote working desk and equipment. 

Phase two involves a virtual tour of the office. Employees meet and greet during this time, starting on day one. The second phase also includes role-specific training and feedback sessions

After the first week, the onboarding process moves into the third and final phase. Employees have the opportunity to show how much they have progressed. Companies may plan remote teambuilding events to strengthen the connection between employees. There may also be advanced learning and development sessions to upskill new hires

 

Tips, Best Practices, and Ideas to Optimize Remote Onboarding

Onboarding processes differ between companies. However, the fundamentals remain the same. They include the following steps: 

  • Companies should set up the necessary email accounts and CRM software before the first onboarding phase starts. If remote employees need a laptop or other hardware, they must receive it before their first day. 
  • A thorough question-and-answer session helps employees feel more at ease when starting a new job. This session should include information about remuneration and leave. 
  • Some organizations have an online onboarding checklist. Having this checklist helps them tick off each phase as they complete it. The checklist can include points on employee roles and responsibilities. 
  • The onboarding process must include an evaluation process at the end. Regular evaluation helps keep employees motivated. It also gives them the feedback and momentum they need to achieve their work goals. 

 

How Kilpatrick Can Help Companies In Optimizing the Remote Onboarding Processes

Kilpatrick Executive can work with your HR department to improve employee engagement and motivation during remote onboarding. We use the latest technology and digital tools to guide your business through onboarding and to the point where you boast a cohesive workforce.

 

Contact Kilpatrick Executive today to discover how we can help you optimize your onboarding phases for the best results.