2. Mail manuals and hardware
Think of how important packaging is for determining company and brand perception. After all, if Apple sent out their products in plastic grocery bags, they probably wouldnât be as beloved as they are. Instead, Apple crafts experiences that begin from the very first moment someone holds an official Apple box.Â
Your new employee will be making judgments about the way they receive their materials as well as what they receive. The first materials your new remote employee receives should be packaged nicely and should include a welcome letter to your organization. You should also send out a physical version of your HR manual and other important onboarding documents.
The welcome letter should set expectations for whatâs to come and should include contact information for the new hireâs mentor as well as their HR contact information.
Consider pre-loading your remote employeeâs new laptop with all the apps theyâll need to get started (Slack, Microsoft Office, etc.). Each employeeâs remote work situation will be different, so be sure to let them know about accessibility options available to them, such as standing desks, wrist rests, and other helpful items for making a workspace safe and comfortable.Â
3. Mail swag
Swag is the best part of the first day. If your remote employees canât come into the office, replicate the experience by sending them a gift box filled with goodies and company swag. (Do not forget snacks. Snacks are crucial.)
This is a great time to send a more personalized letter from the CEO and/or from the rest of the team.
4. Set up introductory video calls and training
The first few days of onboarding remote employees should be filled with video calls from the new employeeâs mentor, HR contacts, and managers. These calls should offer help, guidance, and clarity. They should also help your new employee feel welcome and should serve to familiarize them with your companyâs culture.
There will no doubt be a number of trainings for your new hire to complete. Keep links to these within your single source of truth, and send out invites so your new employee can keep track on their own calendar.Â
5. Introduce the new hire to essential collaboration tools
Along with introductory video calls, itâs important that IT spend time with the new hire to familiarize them with all the many services and apps your company uses. At a minimum, IT should give a checklist of applications to install and provide the new employee with self-serve product education resources so they can learn that technology.
Place emphasis on creating a relationship between IT and remote employees because technology is the most important ally your company has in creating and maintaining a strong digital workforce. Your IT should discuss security best practices, file sharing and organization, and tips and tricks for productivity.
6. Centralize your onboarding documents
New hires have to trudge through a lot of paperwork and documentationâand it can be difficult to understand every requirement when you donât have someone in person to hand you the right form or show you the right training slide.
Create a single source of truth to make it easier for these employees to understand the work they must complete. For example, you could create a simple checklist that links out to all of the related documentation, or you could create a course within your learning management system.
7. Use visuals to create easy-to-read documentation
And while weâre on the subject of onboarding documents, we have another tip that can help your remote new hires digest all of the new information coming their way: Keep it visual. Because so many of us are visual learners, a well-crafted diagram can break up orientation materials and create true clarity.
Depending on the new hireâs role, managers could build:
- Org charts to show the structure of the department, especially less obvious cross-functional or tiger teams
- Flowcharts to show common processes and interactions with other teams
- Network diagrams for IT professionals to see how systems connect
- Account maps for sales reps to understand the key players and status of accounts they are taking over
The fringe benefit of creating this visual documentation is that employees can easily access it long after orientation to answer questions on their own.
8. Put regular calls on the calendar
Itâs easy for remote workers to feel forgotten. Scheduling meetings ahead of time and at a regular cadence will ensure your employees can look forward to having check-ins from someone who cares about their contributions and wellbeing.
9. Schedule a site visitÂ
If itâs possible, fly your hire in to visit your office in person. This step can help your employee develop a deeper bond with co-workers and foster greater loyalty to the organization. If itâs not financially possible, then be sure to earmark travel arrangements for an annual company party or retreat so as many employees as possible can be together and develop better friendships and greater understanding.
Proper onboarding for remote employees is crucial to the success of your distributed and remote teams. Taking the time to develop and document a robust onboarding process will pay dividends for years to come.
