Remote Onboarding:
Definition, Best Practices & Comparison

Remote onboarding is the process of integrating new employees into a company's culture, systems, and workflows when they are working remotely by implementing technology such as video calls and tech tools. This involves using digital tools and strategies to ensure that remote employees have the resources, knowledge, and support needed to succeed in their roles. Unlike in-person onboarding, remote onboarding takes place virtually, online, or otherwise removed from the employer's physical location.

Remote onboarding programs help new hires understand their roles and responsibilities, get acquainted with the online platforms they'll be using, learn the company culture and policies, meet their teammates, and feel welcome. The process mirrors in-person onboarding by ensuring new hires feel welcomed and informed, setting the stage for a positive company culture by promoting retention, engagement, and loyalty.

Related terms: virtual onboarding, digital onboarding, remote employee integration, pre-boarding

Remote onboarding requires a clear, detailed plan to ensure new employees have the same experience as if they were working in the office. There are 8 essential elements to include:

1. Welcome video call with their manager to introduce the new employee to the team, explain methods of communication, and assign a work buddy
2. Introduction to and training on IT systems, ensuring all hardware and software are ready before the first day
3. HR induction to ensure all necessary paperwork is completed and the new employee is enrolled in all benefits plans
4. Introduction to coworkers outside the direct team who the new employee will need to interact with
5. Regular check-ins from both the direct manager and HR throughout the first 90 days of employment
6. Employee surveys during and at the end of the first 90 days to give feedback on the onboarding process
7. Clear communication about work schedules, specific time blocks for availability, and how to use communication tools
8. Role-specific training through individualized mentoring, colleague training sessions, and online training courses

Pre-boarding is everything that happens from contract signing to Day One, including scheduling orientation, setting one-on-one meetings with managers, and preparing technology. New hires should receive all necessary details including the time and date of meetings, how to access them, what forms to bring, and an FAQ to address common questions.

Effective remote onboarding is critical for ensuring new hires feel welcomed, informed, and connected to their teams, even when not physically present in the office. Remote onboarding is essential for achieving 3 key outcomes:

• Retention - employees who feel supported and aligned with company culture are more likely to stay long-term
• Engagement from the very beginning - new hires who receive thorough onboarding are equipped with the tools and knowledge to perform their roles efficiently
• Loyalty - a company that invests in a new employee's well-being through a thoughtful onboarding process increases long-term employee engagement and overall job satisfaction

The smoother the remote onboarding process is for the new employee, the greater the chances they will become an effective, long-term contributor to the company. Research shows that a positive onboarding experience leads to employee retention, and employees at companies with great onboarding are 60% more likely to help their employers recruit talent and 51% more likely to stay for a long time.

While there are many advantages to working remotely, the remote onboarding process presents 8 common challenges for both organizations and employees:

1. New hires feeling isolated and disengaged from the rest of the team without face-to-face interactions
2. Technology issues like software compatibility problems, unreliable internet connections, or lack of IT support
3. IT equipment not arriving on time or user accounts not being set up on time
4. Not knowing who to ask for technical or procedural help
5. Key staff not being available when the new employee starts
6. Managing different time zones when coordinating onboarding sessions and team interactions
7. Difficulty in maintaining company culture and transmitting company values without physical office interactions
8. Long virtual training sessions leading to disengagement and reduced effectiveness

The good news is that all these challenges can be overcome by having a well-defined onboarding procedure. Companies should ensure all tools are tested and functional before the new hire starts, provide easy access to IT support, use flexible scheduling tools to accommodate varying time zones, and incorporate virtual coffee chats and team introductions to foster personal connections.

A smooth remote onboarding process requires 6 key steps and several supporting best practices. The 6 essential steps are:

1. Start strong with great pre-boarding that includes scheduling orientation, setting one-on-one meetings with managers, and preparing technology
2. Make the onboarding process collaborative by empowering subject matter experts to share knowledge and encouraging interactions through discussion forums
3. Tailor the onboarding experience for each hire with customized learning paths that provide information and support for each role
4. Use checklists and nudges to keep new hires engaged with visible progress indicators and onboarding reminders
5. Seek regular feedback and refine processes as you go by checking in with new hires about their experience
6. Measure success with clear onboarding metrics that are specific, measurable, and time-bound

Supporting best practices include sending a welcome email on the first day with resources, a step-by-step checklist, and information about company culture. Arrange a meeting between the new employee and their line manager on the first day to cover day-to-day work logistics, expectations, and questions. Team members can reach out to work cooperatively with the new employee, and HR can match the new employee with a buddy who's available to answer questions and provide mentorship.

Companies should clearly define expectations at all times so new hires know what's expected of them. Follow up with managers to ensure new hires are on the right track through candid conversations that address concerns. Assign a mentor to help address questions, facilitate job shadowing, and give new hires a sense of belonging. Provide ongoing training through a learning management system that operates seamlessly within HR software.

The length of remote onboarding depends on unique business requirements, but certain items can be handled before the first official day through the right HR technology. Ideally, an employee should be able to work somewhat independently within their first week, though they should continue to develop throughout their first few months and beyond.

A 90-day roadmap plan is a great way to keep new hires feeling engaged and productive while working toward clear and defined objectives. The roadmap should include a list of actionable tasks that the new hire can complete within those 90 days. Regular check-ins should occur from both the direct manager and HR throughout the first 90 days of employment, with employee surveys during and at the end of this period to give feedback on the onboarding process.

During the first week, managers should check in with new hires every day. After that, check-ins can be spaced out more, but regular touchpoints should continue. New hires should have twice as many one-on-ones with their managers for at least 90 days into the onboarding process to establish a remote mentor-mentee relationship and cultivate a bond that facilitates great communication.

Technology is useful for getting new remote employees connected to IT systems and meeting colleagues, and there is remote onboarding software available that can streamline the process. A good HR system aids remote onboarding through 4 key capabilities:

• Automating workflows to ensure no steps are missed, including crucial preboarding workflows to get new employees set up for success before they start
• Introducing new employees to the company's unique culture and people, helping them understand where they fit in
• Providing an online space where existing staff can welcome new employees and make them feel part of the team
• Enabling a fully customizable onboarding process that meets the specific needs of your organization and the locations and departments within it

Remote access software simplifies IT support by enabling new hires to securely connect to their office computers from any device, ensuring they can access files, applications, and systems without delays. Features like remote printing, file transfer, and multi-monitor support make it easier for new employees to hit the ground running. For larger organizations, enterprise solutions deliver centralized user and device management, single sign-on integration, and role-based access controls that allow IT teams to efficiently set up and manage onboarding workflows at scale.

Companies should use file-sharing applications and cloud backup software, ensure computer security, and implement password management and data encryption tools to protect devices. Communication tools include MIT email, group messaging tools like Slack, video conference software like Zoom, and webphone applications. Interactive training formats such as quizzes, breakout sessions, and gamified modules keep new hires engaged during virtual training sessions.

There are 3 common pitfalls to avoid when onboarding remote employees:

• Information overload - learning remotely comes with unique stresses, and finding time and space to focus can be tough, so be aware of how much information you're giving at once to avoid overwhelming new hires
• Constant communication - just because you can stay in constant contact doesn't mean you should, so keep messages focused and to the point and give learners the space they need to get on with their onboarding
• Software fatigue - limit the number of tools and systems new hires are using remotely and avoid introducing a new tool unless absolutely necessary

Companies should not set higher expectations for remote employees just because they're not physically present. Equity applies to everyone no matter where they work. Avoid boring new hire orientations that create a precedent for disengagement by making meetings interactive with chat tools, videos, and engaging questions. Do not assume all new hires need the same level of support; ask them how frequently they need support and in what form.

Never overlook pre-boarding, as access issues are one of the most common first-day problems. Any first day is stressful, and starting a new job remotely in the middle of a pandemic is even more so. Companies should not overwhelm new hires with personalities they'll rarely interact with; if the team is small enough, a single virtual meeting may suffice, but otherwise limit introductions to individuals they'll work with most.

Remote onboarding is often compared to 3 related concepts:

Remote Onboarding vs. Regular Onboarding

Remote Onboarding vs. Pre-boarding

Remote Onboarding vs. Digital Onboarding