Onboarding is one of the most important processes for any new employee, and it becomes even more critical in a remote work environment. Here are our tips for making the process as effective as possible.
Successful employee onboarding plays an important role in helping new hires adapt and become productive. It is also essential for retaining them. According to the Human Capital Institute, 20% of new employees leave their jobs within the first 45 days because of poor onboarding. In the post-pandemic world, virtual onboarding has become an integral part of the employee lifecycle. But can an online process provide the same warm welcome as an office-based one?
Preboarding
Successful onboarding begins long before an employee’s first day, especially in a remote work environment. A well-designed preboarding process will help you prepare more effectively for the new hire’s arrival.
Send a short introductory survey to learn about the new employee’s preferences, hobbies, workspace, and other important details. This information will help you personalize the onboarding experience and ensure that everything is ready in advance. Another excellent option is to arrange an online meeting with the team before the first day. This way, the new hire will already know several future colleagues and have a general understanding of your company by the time they start.
You can arrange a meeting with the team before making an offer as one of the interview stages
The first day and first week
An employee’s first day is always full of new experiences, so it is important to make it as pleasant and straightforward as possible. Work with the new hire’s manager to prepare a schedule of meetings and tasks for the first week in advance. Hold a call with the new employee and their manager to discuss every item in the weekly plan in detail. Be sure to remind the employee that during onboarding and probation, their HR specialist is their main guide to the company, so they can ask you any questions.
Try to minimize the discomfort of navigating an unfamiliar information environment by preparing everything the employee needs to work and communicate effectively:
- access to the necessary platforms and resources (email, CRM, corporate portal);
- workspace setup information (such as instructions for connecting to the VPN or configuring email);
- technical support contacts;
- the company’s organizational structure;
- contact details for key colleagues and managers;
- descriptions of company processes (such as the rules for approving leave or business travel);
- information about the company’s mission, values, and culture;
- data handling, privacy, and security policies;
- a plan of tasks and goals for the probationary period;
- a schedule of meetings and training activities;
- checklists for completing initial tasks;
- links to useful articles, books, or internal knowledge bases;
- contact details for a buddy or mentor.
Remember to arrange for all employment contracts, supplementary agreements, and other necessary documents to be prepared for signature. Provide electronic signature instructions or mail paper copies if required. The HR specialist does not need to handle these tasks personally; coordinating the relevant departments is enough. In that case, however, make sure the employee knows who will contact them about these matters and when.
Training and feedback
A particular advantage of online training is that employees can study the materials in the way and at the time that suits them best
Regular feedback is essential for reinforcing knowledge: weekly meetings help track progress, address potential gaps, and answer questions as they arise. This structured approach makes training effective even in a remote work environment.
Exchanging feedback is also important for understanding how successfully and comfortably the employee is adapting. In addition to regular meetings, consider running relevant surveys:
- Ask the employee about their onboarding experience at different stages: after one week, after one month, and at the end of the probationary period. This will not only show you how the new employee feels but also provide valuable insights for improving the onboarding process.
- Run surveys to evaluate the new employee. Gather feedback from their colleagues and manager to understand how comfortable they are to work with and how effectively they handle their tasks. You can do this halfway through and at the end of the probationary period.
Checklist
How to create an effective onboarding process
Onboarding as a continuous process
Effective onboarding is a process that extends far beyond the first day or week. During the first three months, it is important to observe how the new employee builds relationships and becomes part of the team. Their manager must play an active role in this process.
Create an individual development plan. Work with the employee to define their goals for the probationary period, key tasks, and the skills they want to develop. This will help them see their progress and recognize the value of their contribution.
Regular virtual meetings will help you understand how the employee feels in their new role, identify potential difficulties, and offer support when needed. This will strengthen engagement and create a comfortable environment for a successful start. Remember that onboarding is a two-way process in which both the company’s needs and the employee’s expectations must be considered.