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Remote onboarding: best practices for digital onboarding
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Remote onboarding - how to make virtual onboarding a success

The world of work is in a state of change, not least because of the Corona situation. The switch to the hybrid work model is already being implemented in many companies and will represent the new normal in the future. Part of this new normality will also be the remote onboarding of new employees in the home office instead of in the office. In this guide, we clarify how remote onboarding differs from classic onboarding, what challenges arise as a result, and how onboarding can be a success even virtually.

Definition: What does Remote Onboarding mean

Remote onboarding means that new employees are not trained on site, but are at least partially separated from the office. Instead, employees work from home or remotely in general.

Remote onboarding is necessary in various situations:

  • In times of Corona, onboarding in many companies had to take place in the home office because it was not possible to visit the office. This presented many companies with major challenges, as the processes that were often only available to a limited extent anyway were not designed for virtual onboarding.
  • In companies that rely on the hybrid work model or entirely on the concept of remote work, onboarding must also be adapted to the location-independent work of new colleagues.
Of course, physical separation presents new challenges compared to traditional onboarding, where employees are largely physically present to maintain contact with their new environment and new colleagues.

Utilize digital options for virtual onboarding

Digitization has also found its way into human resources, and many companies, driven not least by the Corona crisis, are increasingly using digital onboarding solutions to optimize their HR processes. Numerous digital software and app solutions are now also available for the onboarding phase. These can be used to significantly reduce the workload and make it more interactive. But especially for virtual remote onboarding in the home office, digital solutions are essential to create a meaningful onboarding process.

The possible applications of digital tools are as diverse as the onboarding tasks themselves. Possible areas include, for example:

  • Onboarding software that can be used to digitally map the entire onboarding process
  • Company wiki to make general information about the company and processes centrally accessible
  • E-learning software to teach content on occupational safety, hygiene regulations and much more.
  • Interactive product demonstrations that show how to use internally used applications

Tips for virtual remote onboarding

Due to the spatial distance, virtual onboarding differs in some points from classic onboarding. This fact should also be taken into account when developing the onboarding concept and the different requirements should be considered.

We'll give you a few tips to make remote onboarding a success.

Communication is king

Onboarding is an important part of the employer experience. Communication is key to making new employees feel welcome and integrated into the new company right from day one. Communication should be given even greater importance during remote onboarding, according to the principle of "more is better than less."
However, getting to know new colleagues shouldn't start on day one. For example, an email a few days before starting work can answer frequently asked questions. This is also a good opportunity to let the new starters know that you are looking forward to their arrival.
Nothing creates more trust and a positive feeling than personal contact. When new employees are welcomed in short one-to-one meetings, they feel respected and valued. Video conferences with the new team also make you feel that you have arrived professionally. Virtual coffee breaks with individual colleagues are a relaxed way to get to know the new team members better in person.

Well equipped - even outside the office

To ensure that new colleagues are fully operational from day one, they should be equipped with everything they need for working in the home office or remote work from day one. This includes high-quality office equipment, especially ergonomic desks and office chairs. Each employee should decide for themselves what else is needed to work productively (e.g. desk lamp, mobile pedestal or similar).

In addition to an ergonomic workstation, the most important thing is the technical equipment. This usually includes a laptop, an additional monitor and a keyboard and mouse as basic equipment. What else is needed depends on the task area and must be clarified individually. The technical equipment includes all the necessary software programs, such as the classic Office programs, video conferencing software and collaboration tools. Ideally, these are already pre-installed so that the "newcomers" can get started straight away.

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Personal onboarding buddy

Many impressions have to be processed in the first few days and numerous questions arise. An onboarding mentor is worth their weight in gold here. As a direct contact and reference person, he or she accompanies the new starter during the first few days, introduces other colleagues, shows processes in the company, answers questions and thus makes the start in the new social environment much easier.
Remote Onboarding - Onboarding Mentor

Teaching how to deal with remote work

Not everyone is confident in dealing with remote work. For some, video conferencing and the digital exchange of information are still unfamiliar territory. But in a hybrid working world, meetings and digital collaboration can only be effective if every employee is familiar with the most important tools.

For this reason, it should be ensured that all new starters receive a brief introduction to the frequently used collaboration tools and rules of conduct in the first few days. Setting up meeting rooms, turning cameras and audio on and off, sending files, or mentioning colleagues in group chats are essential functions that all employees must master.

Accompany new colleagues during the entire onboarding process

Of course, communication should not be limited to the initial period. Even if the first few days with many impressions were successful, there should be a regular exchange with the new colleagues at every phase of onboarding. As part of remote onboarding, it is recommended to conduct the discussions at shorter intervals.

Managers in particular should take the time to discuss open questions or problems in short pulse checks. This shows new employees that they are noticed and are an important part of the team.