How To Onboard Remote Tech Workers
What is remote onboarding?
Onboarding is the official process of integrating new team members into an organization. Remote onboarding is done via technology without any face-to-face interactions.
How long should remote onboarding take?
The onboarding takes a lot of planning, and we do not expect anyone to hit the ground running from day one.
We anticipate the remote onboarding process to take at least two full weeks, with the third week designated for team-specific onboarding and training. We encourage new team members to participate in their team’s work in the first two weeks without pressure to contribute heavily.
What is an onboarding session?
An onboarding session is a structured process that introduces new hires to an organization, its culture, policies, and their specific roles. It aims to help them integrate smoothly, providing essential information and support for their successful transition into their new position.
How to manage to onboard new hires remotely
Onboarding remotely should focus on three key dimensions: the organizational, the technical, and the social. Using this integrated approach, top companies enable their team members to stay and thrive in their roles. We will show how you can focus on these three critical dimensions of onboarding through an all-remote onboarding process.
How to prepare for remote onboarding
One way to begin creating social connections for new remote team members is to have them added to a chat channel. Something as simple as a #new_team_members Slack channel is a place for people to introduce themselves with photos and information about themselves and their interests.
Organizational onboarding
A large part of onboarding is providing answers to logistical questions:
- How do I sign up for benefits?
- What tools should I use?
- Where do I go to find answers?
- Who can help me with __?
Our all-remote company prioritizes efficiency and accessibility by relying on documentation for a smooth onboarding process. At our company, we have developed a comprehensive handbook, which serves as the central repository for all information about how we operate. This handbook continuously evolves and contains all the information you need about the company and the work culture.
When new hires join our team, we can direct them to this extensive handbook, empowering them to be self-sufficient and proactive in finding answers to their questions. By adopting a handbook-first approach, we ensure that all team members have a sole source of truth they can rely on when seeking information about our company.
The documentation-driven onboarding process allows us to scale efficiently and provides a repeatable framework for new hires. It enables us to instill the principles of asynchronous work, which is crucial in an all-remote setting where team members may be spread across different time zones. By mastering asynchronous workflows, we avoid dysfunction and foster organizational productivity.
Our focus on documentation and a handbook-first approach allows us to streamline onboarding, provide easy access to information, and promote effective asynchronous collaboration within our all-remote company.
Common remote onboarding challenges
Remote onboarding presents several challenges that can impact the experience of new team members. One significant challenge revolves around the uncertainty of who to approach for help with technical issues or essential questions. We prioritize assigning an onboarding buddy to each new team member to address this. This ensures they always have a friendly and approachable contact person to turn to for guidance and support.
Technical difficulties are another hurdle that may arise during remote onboarding. Delays in equipment delivery, account setup complications, or the need to quickly acquire new technical skills can hinder a smooth onboarding process. To mitigate these challenges, we ensure our IT team is well-equipped with the necessary resources to promptly assist new team members during their initial days and weeks.
A crucial aspect of remote onboarding is seeking feedback from new team members. They may hesitate to raise concerns or issues they encounter, which can hinder their integration and overall experience. By proactively soliciting feedback on the onboarding process and taking prompt action based on the received feedback, we demonstrate our commitment to continuously improving the onboarding experience and addressing any concerns that may arise.
Social requirements for all-remote onboarding
Starting a new job can be overwhelming, especially for individuals transitioning from a traditional office to a remote work environment. Adjusting to the remote work lifestyle may challenge socialization and building connections. To address this, incorporating socialization into the onboarding process is essential for fostering a sense of camaraderie among team members, despite not sharing physical office space.
To facilitate socialization during onboarding, you can implement the following strategies:
Assigning an onboarding buddy: Recognize the importance of having a friendly point of contact for new team members. Each new hire can be paired with an onboarding buddy who serves as a guide and introduces them to other team members.
This helps set the expectation for relationship-building within the company. New hires and their buddies communicate through various channels, such as video calls, check-ins on platforms like Slack, and informal coffee chats.
Formally addressing informal communication: In an all-remote environment, informal communication should be intentionally integrated into the onboarding process.
Leaders play a crucial role in organizing and facilitating opportunities for informal communication. You can structure specific activities and tasks to encourage new hires to get to know their coworkers. This may include scheduling coffee chats, promoting self-introductions in dedicated team channels, or organizing video calls with small groups to encourage personal connections.
Valuing personal connections: While operating as a fully remote company offers numerous advantages, you must recognize the value of personal relationships. Remain open to incorporating optional in-person elements to foster stronger bonds among team members.
This may include occasional team retreats or gatherings, where feasible and within the guidelines of remote work arrangements.
By implementing these strategies, you create a welcoming and inclusive onboarding experience that supports new team members in building relationships and feeling connected to their colleagues, despite the physical distance. We understand the importance of socialization in remote work environments and strive to foster a sense of camaraderie within our all-remote company.
The importance of the onboarding process
Onboarding is the official process of seamlessly integrating new team members into an organization. Unlike orientation, which is typically a one-time event, onboarding is an ongoing process that extends throughout the first year of a team member’s tenure. A well-designed and efficient onboarding process yields several long-term benefits:
Enhanced team member retention: A robust onboarding process significantly increases retention rates. When new hires feel engaged and supported from the beginning, they are less likely to seek opportunities elsewhere. Studies indicate that 87% of team members are more inclined to stay with a company that provides an engaging onboarding experience.
Accelerated productivity: Effective onboarding enables new team members to become productive more quickly. Organizations can shorten the learning curve and empower new hires to contribute effectively to their roles and responsibilities by equipping them with the necessary information, tools, and resources.
Reduced anxiety: The onboarding process is vital in alleviating stress and uncertainty that new team members may experience when joining an organization. Clear communication, well-defined expectations, and a supportive environment during onboarding help create a sense of belonging and confidence.
Setting expectations: Onboarding provides an opportunity to set clear expectations for new team members regarding their roles, responsibilities, performance standards, and organizational values. This clarity fosters alignment and helps new hires understand their role in the company’s overall success.
Investing in a comprehensive onboarding process is essential for the long-term success of both new hires and the organization. In an all-remote setting, a cohesive onboarding process holds particular significance. It equips new team members with the necessary job-related information and empowers them to thrive in a remote work environment. Remote onboarding heavily relies on thorough documentation, anticipating the needs of new hires, and continuously refining the process based on valuable feedback.
“Studies show 87% of team members are less likely to leave a company when they feel engaged.”
By prioritizing a well-crafted onboarding experience, organizations can foster engagement, productivity, and a keen sense of community, ensuring that new team members feel supported, valued, and equipped to excel in their remote roles.
Remote onboarding best practices
Start early: Begin onboarding before the official start date by engaging new hires through communication channels, sharing company culture information and videos, and connecting them with mentors or social media to build excitement.
Get employees online ASAP: Prioritize providing new hires with immediate access to essential digital tools, such as messaging apps, video conferencing software, and company intranet, to ensure they can connect with the team and start familiarizing themselves with workflows.
Provide a digital employee handbook and company culture: Digitize employee documentation, including company culture information, project details, and organizational history, to create a centralized digital resource accessible to all team members outside of day-to-day operations.
Create a sense of belonging: Address feelings of isolation and impostor syndrome in remote employees by facilitating collaboration and communication through dedicated Slack channels, encouraging peer interaction, assigning mentors or orientation buddies, and fostering a supportive environment.
Provide an individualized remote onboarding plan: Develop personalized onboarding plans with clear goals, action items, and regular video check-ins to support new hires, ensure alignment with expectations, and foster productive relationships with managers.
Initiate professional development and personal growth: Offer opportunities for remote employees to access online courses, provide a stipend for personal and professional development, and incorporate training and learning activities into the onboarding process to cater to their desire for continuous growth.
Encourage collaborative learning: Foster collaboration and cross-departmental relationships by assigning new hires to work on group projects or case studies involving multiple teams, enabling knowledge sharing and building connections across the organization.
In an all-remote setting, onboarding offers the beauty of choice. New hires can engage in high-touch or low-touch experiences based on their preferences. Visual learners can benefit from interactive video calls and screen share sessions, while those who prefer self-learning can access comprehensive documentation and readily available resources. This unique flexibility contrasts with collocated companies, where individuals who prefer self-guided learning often encounter social onboarding experiences.
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