Remote employee onboarding remains a critical process today, and despite hearsay, remote work remains a trend. The OwlLabs State of Work report 2024 stated that 27% of workers are currently working in a hybrid format – up one percentage point from 2023 – and 11% are fully remote – an increase from 7% in 2023.
This guide explores best practices, strategies, and tools for creating a seamless remote onboarding process.
What is Remote Onboarding?
New employee onboarding! What an exciting time! The first day! Swag! Coffee and the meet-the-team breakfasts for a start. Not to mention the following months as new team members are onboarded onto the team.
But what about remote team members? How do organizations make remote employee onboarding work?
Remote onboarding is the process of integrating new employees into an organization when face-to-face interactions aren’t possible. It involves using technology to provide training, resources, and social connection for remote hires.
Key aspects of remote onboarding:
- Setting up tools and technology.
- Establishing communication channels.
- Providing clear expectations and job roles.
- Building relationships and integrating into company culture.
Why Remote Onboarding Matters
- Enhances Employee Retention
Great remote onboarding reduces turnover, with 87% of employees likely to stay longer when they feel supported during onboarding. - Boosts Productivity
At the end of the day, you’re here to boost productivity and increase revenue. Lucky for you, companies with a standard onboarding process improve new-hire productivity by up to 70%. - Saves Costs
With great onboarding processes boosting employee retention by a whopping 82%, it’s worth investing in your systems — especially when the cost of a bad hire can set you back around $15k.
Example of a Remote Employee Onboarding Disaster
Let’s paint a picture:
Once upon a time, a new employee named Sarah was hired for a remote position as a software engineer.
Eager to start her journey, Sarah logged into her first onboarding session only to face technical issues, unclear instructions, and a lack of coordination among teams.
Meetings were canceled without notification, her SWAG never arrived, and Sarah spent her first few days feeling isolated and confused. Without a clear plan, Sarah felt like an afterthought rather than a valued new team member.
This could’ve been avoided.
Onboarding remotely doesn’t have to be hard—or a disaster. With the right strategies, you can ensure your new hires feel confident, connected, and ready to succeed.
The Remote Onboarding Process: Step-by-Step
Employee onboarding starts looooong before anyone begins their first day! In fact, it starts from how you write the job post, to how you distribute the job post (PS we suggest using job posting software), how you interview, and how you communicate prior to a new team member joining.
You will give new team members insight into onboarding and the work culture from the moment you start recruiting. Case in point from the people team at Whale below;
1. Plan Your Remote Onboarding Process
According to a report by SHRM, new team members need about 90 days to prove themselves in the new job and become effective. For this reason, it’s important to start with a 30-60-90 plan so the organization and team members alike know what to expect.
This framework ensures consistency, boosts productivity, and builds trust while streamlining processes for HR and managers.
Key Elements of a Successful Remote Onboarding Plan:
- Checklists: Use a detailed onboarding checklist to track tasks and prevent mishaps.
- Pre-Start Essentials: Ship equipment, set up email accounts, and share an employee handbook before day one.
- Welcoming Touchpoints: Send a warm welcome email, include company SWAG, and share a meet-the-team announcement.
- Scheduling: Plan meetings and orientation sessions in advance to avoid missed connections.
- Technical Setup: Ensure access to all necessary tools and provide IT support to address potential issues.
Example of a Remote Onboarding Checklist
If you’d like a remote onboarding checklist for new hires, simply download our ready-to-use example or copy and paste below;
- Send a welcome email or letter to the new hire with details of the onboarding process. Don’t forget to mention how excited you are to have them join the team!
- Set up the new remote team member’s email!
- SWAG! Yes it still matters! Even more so in the case of remote team members. Everyone (no matter what they might say) loves a hoodie, mug and journal.
- Share an employee handbook with basic policies like the dress code or working schedule
- Get all necessary payroll forms and documents signed before the starting date
- Send equipment too before the start date where necessary
- Give the new team member access to necessary tech and company tools
- Ask the new team member if they have any questions about the onboarding process
- Schedule all meetings with calendar requests ahead of time.
- Prepare a meet-the-team social post to make them feel super welcome!
2. Communicate Effectively During Remote Onboarding
20% of employee turnover occurs within the first 45 days of employment, meaning many new hires leave a new job before they officially complete onboarding.
So you’re going to want to set clear expectations from the get-go!
Remote employees need consistent updates, accessible resources, and open channels to feel connected and informed.
Best Practices for Remote Onboarding Communication:
- Choose the Right Channels: Use Slack, Microsoft Teams, or similar tools for regular check-ins and support.
- Assign Onboarding Buddies: Pair new hires with experienced team members to guide them through the process.
- Encourage Knowledge Sharing: Promote monthly sessions to foster collaboration and keep remote employees engaged.
- Provide Dedicated Support: Establish a designated point of contact for resolving onboarding issues.
Clear and proactive communication builds trust, reduces confusion, and sets the foundation for a productive relationship.
3. Leveraging Technology for a Smooth Onboarding Experience
In the remote world, technology is the glue between the team member and the organization.
There are various onboarding platforms and software available that will streamline the process. Technology is the glue that connects remote employees to your organization. The right tools can streamline onboarding, ensure efficiency, and empower new hires.
Top Tips for Tech-Driven Onboarding:
- Use Onboarding Platforms: Platforms like Whale simplify task tracking, documentation, and training.
- Offer Virtual Training: Provide interactive sessions, video tutorials, and access to a knowledge base for self-paced learning.
- Provide Tool Training: Equip employees with the skills to confidently use tools like Slack, Zoom, or project management software.
Leveraging technology allows you to deliver a consistent, scalable, and effective onboarding experience.
4. Build Culture Through Remote Onboarding
Culture is the heartbeat of your organization, even in remote settings. A strong cultural introduction helps remote employees feel included, aligned with company values, and motivated.
How to Foster Culture Remotely:
- Host a Virtual Welcome to the Team Meet: Bring leadership and team members together to introduce values and goals. But don’t forget to make it fun like you would do in a face-to-face setting.
- Promote Inclusivity and Diversity: Share your organization’s commitment to fostering an equitable workplace.
- Celebrate Wins: Recognize employee achievements through virtual events or public shoutouts.
By prioritizing culture, you’ll create a sense of belonging that drives engagement and long-term retention.
A new hire should have a clear picture of what success looks like for the first 100 days and beyond.
5. The Importance of Training and Role Clarity in Onboarding
New Hire Onboarding Training isn’t just about orientation; it’s about empowering employees to thrive in their roles. Training and clear expectations are essential to ensure success.
What to Include in Remote Training:
- Role-Specific Training: Customize training to help new hires excel in their unique responsibilities.
- Skill Development Opportunities: Offer online courses and webinars to support professional growth.
- Mentorship Programs: Pair new hires with mentors to provide guidance and foster connections.
Clear role definitions and continuous learning opportunities lay the groundwork for confidence and success.
6. Clearly Define Roles and Responsibilities
Ambiguity can lead to frustration, but defined roles and responsibilities ensure remote employees know their purpose and responsibilities.
Key Actions to Define Roles:
- Create Detailed Job Descriptions: Outline duties, expectations, and collaboration requirements.
- Set Clear Goals: Establish a 30-60-90 plan to guide employees through their first three months.
- Encourage Transparency: Foster open conversations between managers and new hires about expectations.
Defined roles reduce confusion, improve productivity, and create alignment across teams.
7. Gather Feedback to Improve the Onboarding Process
Feedback is essential to improving and refining your remote onboarding process. Regular check-ins help address concerns and create a supportive environment.
Feedback Tips:
- Schedule Regular Surveys: Ask new hires to rate their onboarding experience and suggest improvements.
- Encourage Open Conversations: Use one-on-one meetings to gather personal insights.
- Act on Feedback: Show employees that their input drives real change to build trust and loyalty.
Feedback ensures your onboarding program evolves to meet the needs of every employee.
Best Tools for Effective Remote Onboarding
- A solid knowledge base and onboarding tool is critical. Whale is your number one choice.
- Video Conferencing Platforms: Zoom, Microsoft Teams.
- Communication Tools: Slack, Discord.
How to Measure Remote Onboarding Success
To ensure your onboarding program delivers results:
- Track Metrics: Retention rates, productivity levels, and time-to-productivity.
- Collect Feedback: Use surveys to gather insights from new hires.
- Refine Processes: Continuously update your onboarding process based on feedback.
Bottom Line? Remote Employee Onboarding is Business Critical
Robust onboarding process to build an effective remote team is crucial. It brings long-term success to both remote employees and the organization.
Onboarding represents the perfect opportunity to establish a lasting relationship with new team members. The secret to making it work is to ensure you have a process in plan long before onboarding starts.
Great remote onboarding serves as the initial connection between the value your company brings, the skills of incoming team members, and the collective opportunities that can be realized. It sets the foundation for a collaborative journey, aligning company objectives with individual capabilities and paving the way for joint success and innovation.
Here’s to success!
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Download the whitepaper to discover how AI and automation can revolutionize onboarding and training, empowering you to develop a future-ready workforce today!
FAQs about Remote Employee Onbaording
1. How does remote onboarding work?
Remote employee onboarding in the process of integrating new hires into a company, covering training, communication, and socialization.
2. What are the biggest challenges in onboarding remote employees?
Common issues to remote employee onboarding includes communication gaps, technical hurdles, and lack of team connection.
3. How do you engage remote employees?
Effective communication is crucial for keeping remote teams on track, but communication alone is not enough. To truly engage remote workers and build a strong, productive team, managers must focus on building connections.
