With more and more jobs being listed with remote working options, many employers have had to revisit their onboarding processes to be sure they are virtual friendly. A remote onboarding process can make or break an employee’s initial experience with a company, with 90% of employees deciding to stay or go within the first 6 months of employment.
Done properly, remote onboarding provides employers the opportunity to boost retention rates, hire new talent faster and increase new employee engagement--and it’s a safe option for any social distancing protocols that may be in place.
Taking the time to create a virtual orientation and onboarding process creates a more efficient process for training no matter what. Whether or not you incorporate an in-person option, having a virtual or hybrid training program has a ton of business benefits.
There’s a lot for new employees to juggle during the first few days at a company. Be sure that new employees are set up for success before joining orientation.
When first building a remote onboarding process, review some best practices for leading remote employees. Having processes to support virtual work in place prior to a new hire attending their first day will increase their confidence in the company.
Next, ensure all documentation is forwarded in advance and utilize automated systems such as HelloSign that can take the stress out of paperwork. It also allows new hires to securely sign documents required by Human Resources and other departments.
Lastly, virtual onboarding by extension also involves running a virtual orientation. Keep in mind that onboarding isn’t limited to the first week of orientation -- some of the best onboarding programs extend support towards onboarding new hires for up to a year.
Put yourself in every new hire’s shoes. They’re starting at a new company virtually, trying to gauge the Zoom etiquette, bond with other team members and learn the company’s processes.
Here are a few things to keep in mind that set both employee and employer up for success when it comes to virtual orientation:
Make sure new hires have the proper equipment before their first day. This puts the company’s best foot forward for a smooth remote onboarding process that shows them that you value them and are running a tight ship.
Ask new hires what tools will help them to achieve success within their position, this can make them feel seen and address their needs. Consider a courier option like Fed-Ex as a secure option for delivering company cell phones and laptops ahead of time.
Employers should also consider how new hires will be granted access to the software required to complete their jobs. This might include enabling equipment that is remotely loaded with software and ready to download or developing company-wide onboarding videos for a more automated training process.
In addition to email, programs like Slack and Microsoft Teams may help establish a collaborative team setting for new hires. Don’t be afraid to try a few different technologies at once!
If utilizing video conferencing systems such as Zoom for the orientation, check that all links are working and sent ahead of time, that new hires have functioning audio/video capabilities with their equipment and have access to the system.
Ensure new hires are equipped in advance with an agenda for their virtual orientation to help them to feel better prepared.
Determine the outline for how the orientation will go, keeping in mind that virtual mingling and camera breaks should be factored in to prevent Zoom fatigue.
Make sure to forward important documents ahead of time, in addition to the orientation agenda, to give new hires time to familiarize themselves with company information. Documents may include the company’s mission statement and values and how it encourages work-life balance.
It’s important to ask new hires if they have any questions about the documents provided to them throughout the orientation.
Take into consideration whether there are multiple branch locations for your company that a new hire may be required to know. For example, is your HR department located at one branch, while your IT department is located at another?
Supply a digital version of your company and/or employee handbook to give new hires the chance to review company policies ahead of time.
Video conferencing is now an expectation for interpersonal communications with colleagues and can be a wonderful tool for promoting team chemistry. Check in with new hires on their level of familiarity with your organization’s preferred video meeting app and if it’s a new tool, set up some time to show them the ropes or incorporate teaching in your virtual onboarding.
Using virtual technology such as a 360-degree video conferencing camera ensures everyone feels seen and heard and assists new hires in picking up on body language and non-verbal cues.
It’s also important to schedule frequent one-on-one video calls with your remote new hires in the following months, to check-in and make sure their questions and concerns are addressed and you open the line of communication for feedback.
Mix up a day/week-long orientation with virtual break-out sessions and activities that encourage employee engagement. At HotJar, the company asks its new employees to write a list of 10 interesting facts about themselves and post it to Discourse, encouraging employees to review the list and learn new facts about co-workers.
Consider pairing new hires ahead of time with a company buddy, who can answer questions and assist with smaller non-role specific tasks during orientation downtime. Scheduling informal virtual coffee chats throughout the orientation also gives new hires the chance to meet with their immediate colleagues, HR contacts and senior management.
If seated for too long, new employees will eventually lose the ability to retain information. Avoid overwhelming new hires with a full day of virtual orientation by scheduling shorter days throughout their first week.
Building in coffee and lunch breaks where attendees are not required to be connected to a video call is another alternative to saving new hires from screen fatigue.
Take a look at the amount of lecturing and interactive sessions or breakout groups. Shoot for a good balance of interactive sessions as well as lecture-style sessions to create flexibility and save the orientation from becoming a bore.
When possible, include visual aids in the sessions so new hires aren't consistently reading walls of text. Visuals not only keep those attending the virtual orientation engaged and focused, but they also assist with the point you are trying to make.
As a leader or HR representative, you’ll be responsible for making sure new hires have the equipment, knowledge, and support for their initial months with the company, so set them up for success. At the same time, you’re setting your company up for future growth.