Mastering Virtual Onboarding: 8 Essential Best Practices

Since the COVID-19 crisis accelerated the telecommuting trend, the world of work has become more virtual than ever before.

But as remote work becomes more accepted and in-person meetings are no longer necessary every time, many companies have had to adapt to new ways of working, including when onboarding new employees. This is where virtual onboarding comes into play.

Virtual onboarding has proven to be a viable alternative for training new employees in recent years. But what is it really? And how is it different from normal onboarding?

Read on to find out what virtual onboarding is, what it looks like in today's workplace, and how to have an onboarding process that actually works.

What is virtual onboarding?

Virtual onboarding, also known as remote onboarding, is a process of onboarding new employees without in-person training. It has become an important factor for employers as many people choose a position that allows them to work from home. But can it compete with a face-to-face conversation?

Virtual onboarding vs. in-person onboarding: What’s the difference?

Virtual onboarding is similar to regular onboarding. Instead of holding in-person onboarding sessions and training, these activities take place via video conferences, webinars, online interactive exercises, and other virtual activities.

Whether you're welcoming a hybrid or remote employee into your company, virtual onboarding can be efficient for both employers and new employees. And it doesn’t have to feel cold or impersonal.

The importance of virtual onboarding

Although the methods of virtual onboarding are different from regular onboarding, the meaning remains the same.

Virtual onboarding offers employers an excellent opportunity to acclimate new employees to their team:

• To familiarize them with the company culture
• Assist in completing required onboarding documents
• Provide them with the tools, training and guidance they need to get up to speed
• Making them feel included and welcome.

8 Best Practices for Virtual Onboarding

Good virtual onboarding begins before a remote employee's first day and lasts as long as it takes for them to fully learn the ropes.

Once a candidate accepts your offer, you should ignite their enthusiasm and commitment. Keep this momentum going by supporting them on their path to success in the first few months. Well-designed onboarding software can automate parts of the process and help you keep things well organized and moving forward.

If this process sounds similar to traditional onboarding, it is. The principles are the same. The difference is that you need to consider whether and how each step needs to be changed for a remote employee.

A good virtual onboarding process should be tailored to your company's culture and provide the information and skills remote employees need to navigate their new role. If you're ready to welcome remote employees, here are eight virtual onboarding best practices:

1.Send an electronic preboarding package

Make a good first impression by helping employees find their way. Make sure it contains the following:

• A personal welcome email from your manager
• The employee handbook
• Forms to complete and e-sign for filing for benefits, taxes, direct deposit, emergency contacts, etc.
• An “About Me” questionnaire that they can fill out and pass on to their new teammates
• A checklist of what to expect on her first day and first week
• Information about the company's history, products, leadership, etc.

2.Make sure they are properly equipped

Plan equipment needs well in advance. Will your new employee need a company laptop? What about other devices like a tablet, smartphone or accessories? Order everything in a timely manner so that the IT department can check it, install the necessary software and deliver the devices to the new employee before the first day of work.

Also, be sure to provide a phone number for your company's technical support in case any questions or problems arise.

3.Send them some company merchandise

Invite your employees to identify with your new brand by sending them cool company merchandise like t-shirts, backpacks, coffee mugs, etc. For a more personal touch, you can also include a friendly card or note signed by your new colleagues.

4.Open communication channels

Make sure your new employee can interact with all employees and that they have everything they need to do their job. Have the IT department set up their accounts for email, chat, project management software, etc. Also, make sure they are invited to all relevant department and company meetings and can participate online.

5.Spread the word

Inform teammates and other employees who will interact with the new employee when he or she will start work and what role he or she will play.

6.Help them settle into their roles and build relationships

There is a lot to do in a new employee's first few weeks to make them feel welcome and get used to the job.

Depending on the employee and company circumstances, this phase of remote employee onboarding may include:

• A virtual welcome dinner via team video conference on the first day
• A team member who is available to the new remote employee as a contact person for questions
• One-on-one online meetings with each team member to get to know the different roles and how they interact
• Online meetings with other employees or teams that the new employee will work with
• Opportunities to learn about the company's culture, mission, vision and values, perhaps through live calls with company executives
• Weekly online meetings with the new hire's manager in the first few weeks to set expectations, answer questions and track progress
• All training required for the task via the company's learning management system, instructional videos, webinars, online workshops, etc.
• A mentor or coach to help them grow into their new role and develop a satisfying career within the company
• The first project they are asked to work on should be something they can complete quickly and successfully to boost their confidence.

7. Get the most out of performance management

As a remote worker continues to settle into their new job, good performance management will contribute to their success. However, improving performance requires much more than the traditional annual employee review.

The teleworker and their manager should communicate regularly during the first year to set goals and performance milestones, monitor progress, and resolve issues before they become a major problem.

Well-designed performance management software makes it easy to give and receive feedback online from employees and managers. Both formal meetings and informal discussions can take place via video conferences, chats, phone calls or emails - whichever is most convenient.

8.Help remote workers continue to thrive

Good virtual onboarding that lasts through an employee's first year helps increase job satisfaction and cements a positive and rewarding relationship. One of the most important desires of remote employees is learning and development opportunities that will help them improve their skills and advance their careers.

Once they've mastered the basics of their new role, you can offer them these opportunities. Since remote onboarding means you can't invite your employees to training at your workplace, you should look for online training options instead. So you can e.g. For example, set up courses taught by your in-house experts or provide links to training videos, to name a few examples.

If you're hiring employees remotely, it's important to get virtual onboarding right. But that is not all. Smart employers promote employee retention by continuing to offer attractive learning and development opportunities for as long as an employee remains with the company.

What are the benefits of virtual onboarding?

If you're an HR manager considering virtual onboarding but aren't convinced, here are three ways your company can benefit from virtual onboarding:

1.Increased employee retention

Good virtual onboarding shows employees that their workplace supports them and encourages their professional development. It also helps them learn basic job functions and navigate their new role. These experiences can have a lasting impact on employee retention.

A recent study by Brand Hall Group found that companies with a good onboarding experience increase new employee retention by up to 82%.

2.Better engagement

Effective virtual onboarding can improve employee engagement. Companies that have effective onboarding strategies see a 54% increase in employee engagement. And why? Because the commitment starts from day one.

3.Higher productivity

Effective remote onboarding helps provide employees with all the necessary information and resources they need to be successful. This reduces the stress they experience when learning on their own and allows them to fully concentrate on the tasks at hand. In addition, the risk of errors is reduced and the quality of the work is increased.

Mastering virtual onboarding is crucial for fostering employee engagement and productivity in remote work settings. With the right tools and strategies, such as those offered by IceHrm, companies can optimize the onboarding process and set their teams up for success.