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How to onboard remote workers

23 October 2020

By Francis Kelly

How to onboard remote workers

​We are all well aware by now that things are changing with self-isolating and non-essential travel in place. Remote recruiting, hiring,and onboarding is the only way to go if you are essential workers or determined to carry on business as usual to minimise, or even completely avoid, aftermath upset. We have pulled together some tips and tricks below to help you on your way to remote onboarding amazingness.

Set expectations.

The recruitment process is the beginning of the onboarding experience for the candidate, especially for remote employees so it’s important that expectations are set during the interview process. Be aware of the common struggles of remote workers and share your ideas for solutions to these. Managing workloads, ill-defined hours of work, and lack of accountability are always amongst remote workers’ negative feedback. Be transparent and honest about workload, hours of work, and any key performance goals for their role. Defining these at an early stage will help you avoid confusion or conflict further down the line.

Also, remember that with the candidates not actually stepping foot in your office for an interview, they’ll be relying on your social media and website to gauge your culture and vibe. Make sure these tools
authentically portray your employee experience as well as they convey your customer experience. Ensure your “Meet the team” page is up-to-date and accurate and don’t be afraid to post internal fun (albeit over video chat or instant messaging at the moment) on your social media, it doesn’t have to all be about the product or service!

Have a specialised process.

Take some time to create a remote onboarding checklist. There is a good chance you have a checklist in existence already for new hires, but maybe not specific to remote hires. Some points will remain the same, others won’t be relevant, and some new ones will have to be created especially. You want them to feel comfortable and able to crack on with work as soon as possible, so think about what tools and information they’ll need to get up to speed. Consider your tech stack – who needs to set your employee up on what platforms? Be as detailed as possible. If your office manager, or the employee themselves are responsible for fulfilling a checkpoint, they should know exactly what they need to do. Being clear about this from the start means your employee will be up and running sooner rather than later. They’ll also have a much better experience as a new start.

Send a welcome pack (if possible)

While some things, like your company handbook, offer letter and contract, can be sent digitally, some things need a little bit of advanced planning. This is a great opportunity to also send a welcome package in the mail. If you’re unable to get the items you would normally gift in a welcome pack, branded hoodies, notepads, pens etc, due to this isolation period, then have a think of something else you could send instead? Even if it’s not company branded, your new start would still appreciate some new pens and a notepad to use in their new role. Or you could even send them a pamper package to relax after their first week on the job. Just something to say, ‘Welcome – you’re part of the team!’ and to let them know you’re excited for them to join the gang, even though it’s not face-to-face.

 

Introduce the team.

Helping your new employee meet their colleagues is easy when they’re in the office, you waltz them round the office, introducing them to everyone and explaining roles and team structures. Sure, they might forget some names for the first few days, but nothing beats a friendly, in-person chat, welcoming smile and lunch break catch-ups. This definitely is a little trickier with remote workers, but don’t let that be a reason to not do it.

 

It’s best to do this over video so the new hire can still ‘put faces to names’. This will also help curb the feelings of isolation and nervousness about reaching out to people with tasks or questions and fast-track their grasp of the company’s culture. So make sure you put time aside to introduce them to the team and don’t let it get put off. Not feeling properly part of the business can be really disheartening for a new start, which in turn is likely to hinder their performance. Also, make sure they know the social calendar, don’t want them missing out on Friday pints, even if it is just on a video platform. It’s nice to get to know about your colleagues’ lives outside of work.

 
Ask what works for them, accommodate and adapt

We’ve so far spoken about setting boundaries and expectations from your perspective. However, take the time to ask about their preferences for things you are prepared to be flexible on. Hearing how your new
employee would prefer to hear feedback, take meetings, or be issued tasks can make all the difference. Taking the time to hear their thoughts gives them confidence that you’re prepared to listen to them and that you’re considering their specific needs. Why not create a ‘How I work’ document and ask your new employee to fill it out? Set time to revisit this too as their preferences may change as they settle in, and processes may need to be revised.

 

Always be learning

Since remote onboarding is looking like it will be becoming more ‘normal’ in the current climate, you want to make sure you did your job well. So, ask your new starts for feedback, how they found the onboarding process and if they have any suggestions on how to improve for future remote employees.

For further, more detailed advice on how to appropriately deal with onboarding remotely, download our free Recruitment Report on the matter: The Ultimate Guide to Onboarding Remotely
Click the link to access it https://www.magpierecruitment.com/onboarding-remotely
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