How To Implement Successful Employee Onboarding Programs Remotely During Covid-19

Ensuring a smooth transition into work

Covid-19 has significantly changed the world of work. People starting new jobs over this period have mostly had to adapt to new teams and environments all in the digital space. This has resulted in new processes for onboarding employees to ensure that they are getting all of the relevant information and training when they begin a role remotely.

Once you’ve successfully hired someone, and carried out in-depth DBS checks for each employee, the next step is ensuring their transition into work is smooth. 

1. Recreate the Physical Onboarding Process

Think back to what happens when a new hire starts in the office; write down all the steps that you can remember. Try to recreate this as closely as possible in a virtual setting. Ask yourself what adaptations you can make to ensure that the new hire still gets the same personalized experience. For example, in the office when they arrive you may take them around to different desks so that they can meet key members of their team or the wider team. Transferring this to a remote setting, is it possible to set up a zoom call first thing to introduce them to key people? 

This could be a ten-minute call where people give brief introductions and say their names so that the new employee can begin to familiarise themselves with the relevant people.

2. Arrange a Virtual Lunch 

Again, thinking of what may happen in the office when someone starts, try to mirror that and make an extra effort to ensure their first day is as inclusive as possible. Arrange for a virtual team lunch where the new starter gets to properly meet the team more informally. This will help them to feel part of the team, although not there physically, and will start the process of them getting to know people. It can be hard for them to create these situations themselves when starting, so help make it easier for them by creating some of these moments for them.  

3. Provide a Pack of Useful Contacts

It will be harder for new starters to find the relevant contacts they may need. They won’t be able to speak to the person sitting next to them to find out who they need to go to if they have a particular issue whilst settling in. Create an up to date pack which has relevant contacts such as their line manager’s email and phone number, their team’s details, IT’s details and HR’s details. This will help them to feel connected and informed and they won’t feel like a nuisance if they have a question about connecting to the servers or when to expect their first paycheque. 

4. Deliver All Equipment on Time

If your new starter needs any equipment for their role, ensure this has been organized and is delivered ahead of their start date. This will make sure no time is wasted whilst they wait for computers, monitors, desk chairs, or any other equipment they may need to successfully start working. Having their equipment ready to go will save time and ensure they can get set up and be ready to participate in the onboarding process on day one.

5. Communicate with Your Hires

Communication with your new hires at each stage is vital in a remote onboarding process. Once they have been given and accepted the job, communicate with them to keep them engaged ahead of their start date. This could be sending a company pack with more information on the company history and structure, or it could be sending them a few items that give them an insight into the company - such as a book that speaks to the industry or company values. It could also be something such as a company mug or mouse mat which makes them feel a sense of belonging early on. 

Update them on the onboarding plan so that they know what to expect and feel like it is a well-organized process. This will instill in them confidence in the company and make sure they are happy with their choice to accept the job. Send over an email with the schedule of the day and anything that they may need to have or prepare ahead of time. These touches make them feel like they’ve been thought about and remembered, and set a good first impression. 

6. Develop Existing Content 

HR can be pivotal in creating a successful remote onboarding process. Use their skills and knowledge to develop existing training content, and adapt those documents for online use. If there is already a day’s workshop that the HR team delivers on systems, security, and health and safety, how can you adapt that to work over video conferencing software? For example, you may be able to make the process interactive by putting new joiners into breakout rooms to discuss scenarios, or by running online polls to gather answers to different questions. Use the technology to your advantage. Rather than seeing a remote onboarding process as a nuisance, see it as an opportunity to innovate and make your content fun and relevant with the new tools that you have at your disposal. 

7. Streamline the Process

When starting a new role, there can often be a wealth of information shared in a very short space of time. This can be overwhelming, and perhaps more so remotely when people won’t have a chance to speak over what they have learned to fully digest it. Studies have shown the average new hire has 54 activities to complete when onboarding. When putting together your process, make it as streamlined as possible. What will make the best use of your new starter’s time? Are there certain bits of learning or information that could be shared a little further down the line? What will make the information shared most valuable and easily retained? Ultimately, you should create an onboarding process that equips new joiners with the information they need to begin working, and that makes them excited to get stuck in. 

In conclusion, delivering a successful and engaging onboarding process helps new hires to settle in and feel a sense of belonging in the company. This ensures they feel supported and happy at work and equipped to do a good job once they’ve been adequately trained in all of the company’s systems and processes. This will help hires to feel engaged, invested, and set up for success. In turn, there is less chance of them leaving, which would result in you having to do the whole hiring process again. Planning and implementing a well-considered onboarding process for remote workers creates a good first impression of the company, the culture, ethos, and commitment to their employees. Consequently, this creates a more engaged and productive workforce, saving the company time and money overall.

Author Bio

George Griffiths is the Managing Director of uCheck. He has been brought up to know the values of uCheck ever since his first involvement in the family-run business at the age of seven. In 2013, George came on board full time with the goal of working together to create a fluid and successful business development structure. Connect George Griffihs