Your Virtual Welcome Mat: Onboarding Remote Rockstars

WHY ONBOARDING IS IMPORTANT

Picture this. It’s your first day at a brand new job. As the “new kid”, you’ve met a grand total of three people, and they were all on the interview panel. You’re not sure what you’re walking into, you’re hoping you know your stuff, and the nerves are real.

Now imagine that this scenario is playing out totally remotely. While working from your living room with your dog at your feet has its perks, there’s no welcome chit-chat, no one is there to help you figure out why your new monitor refuses to turn on, and it’s a little… lonely.

This is the way a new job starts for many, and it’s why as a leader laying out a warm welcome via a well thought out “virtual welcome mat” is essential. 

WHY YOU CAN’T SKIMP ON THE ONBOARDING

Remote onboarding isn't just about pixels on screens. It's about creating a consistently positive experience for every new hire through building relationships, nurturing growth, and getting the right people to buy in and stick by you. While it’s tempting to throw new hires in at the deep end and hope they can swim, getting orientation and onboarding right sets the tone for the entire employment relationship. 

And just as in person, getting new hires settled in remotely doesn’t happen by accident. As a distributed team supporting clients across the globe, here’s what we’ve learned from experience: 

SO, HOW DO YOU HANDLE ONBOARDING WELL?

Before a remote new hire starts, set the foundation by overcommunicating. This starts with a light welcome email with an introduction to the team. Think about including more than logistics - think fun facts and anecdotes that highlight your unique culture and dynamics (ex. company traditions, favourite Slack emojis, a link to a virtual welcome pizza party). 

Pro level: Use this touch point as an opportunity to gather information about your team member as well via a quick get-to-know-you survey that is all about the fun stuff (favourite candy, how they like their coffee, when their dog’s birthday is, etc.) 

Set them up with what they need. Before the new hire’s first day, they should be set up with everything they need to be successful in their role. This means thinking ahead and sending them equipment (laptop, phone, monitor, mouse, etc.) before they start. This also means making sure their home office setup is ergonomically sound and you’ve addressed any accommodations or needs unique to them. Finally, include a physical welcome package with company swag, a personalized welcome note, and little treats to make their first day feel special. 

Schedule their calendar with meet and greets in advance. There’s nothing worse than sitting at a laptop at home twiddling your thumbs and waiting for a Slack message that never comes. On the first day, make sure their calendar is booked in with the folks they’ll be working with directly, as well as some social connect points. The first meeting should be with their direct manager, there should be an orientation scheduled with your HR person, and at some point they should also meet senior leaders and anyone they’ll be working with directly. Send out a welcome message on your company’s platforms so that others join in on saying hello!

The buddy system isn’t just for kindergarten. The concept also holds value in remote onboarding. Assign each new hire a buddy or mentor who doesn’t work with them directly. In addition to built-in cross-functional collaboration a seasoned team member can act as go-to for questions and foster that all-important sense of belonging. Hint: choose this person wisely, as they’ll have a big impact on the new hire’s experience!

Provide structured training. Even the best new hires need clarity and direction when it comes to the specifics of how you do things. Provide structured training that outlines key systems, policies, and processes, and points to on-demand resources (ex. Who is the expert on what?) for troubleshooting. Use your handbook or culture guide as a tool to get them up to speed on who you are, what you’re about, and what your ground rules and expectations are (Don’t have one you’re proud of? We might know somebody who can help with that…)

Establish a feedback loop early. Begin how you mean to go on by asking for input early and often. Schedule weekly one-on-one check-ins with managers to discuss their progress, challenges, and wins. Ask for anonymous feedback via survey tools (build this into your onboarding process). 

By infusing warmth, engagement, and a personal touch into each step, you'll create an onboarding experience that sets your remote hires up for success and a sense of belonging, buy-in, and loyalty during the crucial honeymoon phase.

LET’S TALK

But hey, if crafting and rolling out a seamless, polished remote onboarding program feels like a lot to take on, we’re here and can make it easy on you. We specialize in designing simple-to-implement, comprehensive orientation and onboarding packages that are tailored to your unique employees, business, and culture.

Ready to upgrade your onboarding game? Reach out for a conversation! You can always reach us at connect@reimaginework.ca.