In the era of online working and work-from-home-like situations, Onboarding new employees can be tricky for the company.
However, virtual Onboarding is a smooth and hassle-free experience that can help ease the process.
But if you are not aware of how this concept works or how you can do it in the right way to make it efficient, then you are in the right place.
Virtual Onboarding is now an important part of the company, especially after the pandemic happened.
So understanding it can help in improving the overall performance of the new hire and keeping the whole thing comfortable for both parties.
Here you can get a detailed understanding of virtual onboarding steps for new employees and hires.
What To Know About Remote Employee Onboarding Process?
Before you jump to the steps, the first thing you should be clear about is what this concept is all about. Virtual Onboarding is a great way to help in Onboarding the company’s new employees.
Virtual Onboarding is similar to in-person Onboarding, except the whole process is done virtually. This includes tools like video conferencing, webinars, and resources available online. With this, you can easily explain the procedures and terms of services to the new hires.
A company also changes its terms and conditions after a while or under some unseen situations like the COVID pandemic.
Virtual Onboarding encourages people to use online resources, do interactive sessions and attend webinars so the freshers can understand how the company works and their roles.
What Are The Challenges That You Might Face For Remote Employee Onboarding?
However the procedure for virtual Onboarding seems to be easy, but in reality, it can be a bit complex. So understanding the challenges can help in making other processes more accessible.
Difficulty In Making New Hires Comfortable
One of the challenges you might face with virtual Onboarding is making new employees uncomfortable.
So the focus should be on making this process as comfortable as it can be possible for them. With face-to-face interaction, employees get to meet the people they will work with.
It helps in understanding the work culture. However, online, it cannot be easy.
Gaps In The Formation
Another entirely unavoidable challenge is the gap between the new employees and the managers.
When they meet daily and interact, it helps in getting accustomed to each other. Also, understanding the unique roles turn much easier for the new hire and managers.
In the case of virtual Onboarding, the interaction turns less and is only limited to video calls and conferences. So it also reduces the term of promotion since there is a lack of direct contact.
Chances Of Miscommunication
It can be one of the toughest challenges during virtual Onboarding. Miscommunication is bound to happen.
When newly hired employees interact with their managers and heads directly, it helps them understand their roles much better and avoids miscommunication.
But if you opt for virtual Onboarding, the chances are quite high among the managers and employees as there is a lack of direct communication.
Lack Of Harmony And Teamwork
A company can be at its best when its employees work in harmony and show great teamwork. Another challenge that you can face while you do the virtual Onboarding.
The cause can be the lack of connection between the team members. They don’t get to know each other well, so there is no point in building harmony.
This can be damaging to the reputation of the company. Without teamwork, human connection, and balance, companies tend to grow less and suffer the most loss.
Steps For Successful Virtual Onboarding For The New Hires
Now that you understand the concept and the challenges of Onboarding virtually, you can start with the steps.
When you are following the steps, ensure you know how to eliminate the mentioned challenges. With the right steps, the onboarding process can be done with complete ease. To begin with this, here is how you can do it.
Give Recruiters What They Are Going To Need
As with in-person, the new hire must fill out the paperwork, acquire the equipment and meet the team. So giving the requisites what they are going to be using and requiring for conducting the successful virtual Onboarding, here is what you should need
Start With The Basics
Remote employees are going to require the equipment. First, it includes a laptop, headset, and monitor. You can also send them a welcome kit with a branded tee or mug.
For this, you will need your new hires’ information first. This starts with the email address, home address, and phone number. Once they have decided on their start date, you can mail everything they will need in the upcoming days. This will help make them prepare in advance to set up their working space.
Get Done With The Documentation
A business working with employees, consumers, or organizations outside of their headquarters will need virtual document signing.
You can use the internet software to send the paperwork to new hires. Here make sure to upload all of the paperwork that a new hire requires to sign and send it to the address before they start.
Make Sure To Check In
Working remotely for many recent grads and students through the onboarding process can be complex, so make sure everything is running smoothly.
Before the start date of your new hire, you can send a personal email to them, including information like how they can log on using a laptop or company email.
It should also include the instructions on logging in to a secure VPN or the network if required.
You can also schedule the video check-in or send an email detailing separately on their first day. This can help prepare them and all sets so there is no miscommunication.
Also, make them feel as if they are part of the team. Encourage them to ask questions and pressure them about the role they have to work in the company.
Get To Know The New Hires Through Process
Building a relationship can be challenging. However, it can be much more difficult when you are doing it virtually. The second step includes understanding and getting to know what your hires are.
Start With Clear And Simple Expectations
When people work remotely, setting clear expectations can be the most concerning aspect, as the whole process brings a lot of uncertainty. The step should focus on eliminating the fear. And for that, you need to lay out what your new hire needs and what can help in starting their new role.
So start with setting expectations regarding the meetings that they have to attend, either monthly or weekly.
Also, you need to give details about what collaboration tools they will need to communicate with their team. They should also be aware of everyday work, participating in daily standups, and anything else their responsibility.
To set the expectations, you can also consider these tips :
- You can start with Checklists, as they are a great way of setting expectations.
- Make a list of tasks they must complete and divide it into the first week, month and year.
- Make sure the checklist is checked and assembled.
- You can also add tips for setting up their home office
- Offering the stipend if they are setting up the workspace
- Also, you can add the best places from where they can get great deals on office supplies.
- Keep it seamless as it is possible for the new hire.
Make Them Meet The Team
The new hires might haven’t met their teammate in person, but it doesn’t mean they can’t do it online.
So inform your employees how they can set the meeting for introducing the new hire to the teammates. You can use the software or virtual face-to-face meetings.
If your new hires are unfamiliar with the software you use, ensure you are preparing them for it.
Schedule The Meetings
In addition to setting up the first week of the new hires, it can be helpful if you send them the invites for upcoming meetings. For example, if there are monthly all hands or weekly stand up, be sure they are not missing the important cross functions.
Work with managers and teams to send important emails, including them in meetings, training, and other Onboarding if they participate.
Also, tell them how long they are going to work remotely or when they are expected to return to the office as it gets back open.
Training On Using Collaboration Software
Collaboration tools are an important part when it comes to the success of remote workers. These tools allow remote employees to communicate, share their files and project planning, schedule meetings, etc.
Teach Them About It
When you are checking in with your newest team member, make sure they are familiar with the collaboration tools that the company and others are using.
Provide them with the documentation where they know how they can sign in and get started. Make sure you do this on their first day so they have more time to understand the tool and are ready to go.
Allow The Access And Permission
New hires also need to have access to the collaboration tools that other members use. So if there is any strict persimmon or requires a license, then make sure the new hire has it. They shouldn’t get denied when trying to log in, as it will waste time and ruin the process. In case of any issue, they should have direct contact with IT.
Allow Them To Drive the Virtual Onboarding Process
To lighten the mood. The new hires can also drive the virtual onboarding process. The easiest way is to start by creating their getting started checklist for them to start their work.
Including tools they need to download, channels they need to join, documents to sign, schedule meetings, and other tasks. Let them do it independently so they have control over their Onboarding. For you, it will free up space as well as time.
Put Culture on Priority List
Culture can be anything that starts from end-of-day happy hours to lunch and learns to live the mission statement through their work day.
However, when people are working from home. It can be difficult for them to understand how your office culture is unique.
So when you are conducting the virtual Onboarding, you can conduct a full-time employee or internship class and make sure you prioritize the company culture. And for that, these points can help.
Start With The Beginning
Make sure you are a new remote employee and feel like you have been part of the team since the day they joined.
An easy way of doing this is including the first-day lunch and encouraging them to get something delicious to enjoy while they are on a video call with their team.
This can help them in getting to know their teammates and vice versa. They can also share their feelings and talk about the new hires; This encourages them to create a group and power up the team.
Use Software For Building Unity
There are so many tools available in the market for collaboration it’s much easier for people to connect. You can use the software to help build relationships among the team and the new hires.
With the help of messaging apps, team members can communicate efficiently, sending GIFS and getting more work done. Video conferencing software helps in bonding and hosting cultural events virtually.
Let Them Introduce Themselves
What better way to let them introduce themselves than by having it personally? This can be a bit personal and allow them to show their personality. With this, they can be much more attentive and understanding toward each other.
Provide The Right Resources
Starting the job can be nerve-wracking; it can be pretty overwhelming when done remotely. Make sure the new hires feel like they are aware of the process for keeping them comfortable. And this will put their mind at ease.
Here you can help them by providing the right resources to help start. This will improve the chances of successful virtual Onboarding for new hires and employees.
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Carol T. Mahaffey is a certified American Author And a creator of Theleaderboy. Carol is a Self-Taught Marketer with 10+ Years of Experience. She brings her decade of experience to her current role, where she is dedicated to writing books, blogs, and articles, inspiring the world on how to become a better Leader.