Virtual Onboarding Guide: 8 Tips for Remote Hires

Since the COVID-19 crisis accelerated the trend toward working from home, the world of work is more virtual than ever.

With the increasing acceptance of remote work and the fact that in-person meetings are no longer strictly necessary, many companies have had to adapt to new ways of working, including onboarding new employees. This is where virtual onboarding comes into play.

Virtual onboarding has proven to be a practical alternative for training new employees in recent years. But what exactly is virtual onboarding? And how does it differ from traditional onboarding?

Read on to learn what virtual onboarding is, what it looks like in today's work environment, and how you can create a successful remote onboarding process.

What is virtual onboarding?

Virtual onboarding, also known as remote onboarding, is an employee onboarding process without an in-person event. It is becoming increasingly important for employers, as many people prefer jobs that allow them to work from home. But can it replace in-person onboarding?

Virtual Onboarding vs. On-Site Onboarding: What’s the Difference?  

Virtual onboarding is similar to traditional onboarding. Instead of holding onboarding meetings and training sessions in person, these activities take place via video conference, webinar, interactive online exercises, and other virtual offerings.

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

The Importance of Virtual Onboarding

Although the methods of virtual onboarding differ from traditional onboarding, its significance remains the same.

Virtual onboarding provides employers with an excellent opportunity to integrate new employees into their team by:

• Familiarizing them with the company culture
• Helping them complete the necessary onboarding documents
• Providing them with the tools, training, and guidance they need to get started quickly
• Making them feel like they belong and are welcome.

8 Best Practices for Virtual Onboarding

Successful virtual onboarding begins even before a remote employee's first day and continues until they are fully up to speed.

Once a candidate accepts your offer, you ignite their enthusiasm and engagement. Maintain this momentum by supporting them during their first months on the path to success. Well-designed onboarding software can automate parts of the process and help you keep everything organized and efficient.

If this process reminds you a lot of traditional onboarding, that's no coincidence. The principles are the same. The difference is that you need to tailor each step to the needs of remote employees.

A good virtual onboarding process should be tailored to the company culture and provide remote employees with the information and skills they need to succeed in their new role. If you are ready to welcome remote employees, here are eight best practices for virtual onboarding:

1. Send an electronic preboarding package.

Create a positive first impression and help your new employees get oriented. Be sure to include the following:

• A personal welcome email from the supervisor
• The employee handbook
• Forms to fill out and sign electronically for benefits, taxes, payroll, emergency contacts, etc.
• A self-introduction questionnaire to fill out and share with new colleagues
• A checklist with the most important information for the first day and the first week
• Information about the company's history, products, management, etc.

2. Make sure your new employees have the right equipment.

Plan equipment needs early. Does your new employee need a company laptop? What about other equipment such as a tablet, smartphone, or accessories? Order everything in time so that the IT department can check the devices, install the necessary software, and send them to the employee before their first day of work.

Also, provide the phone number of your company's technical support in case any questions or issues arise.

3. Send company merchandise

Invite your remote employees to connect with the new brand by sending them cool company merchandise such as T-shirts, backpacks, coffee mugs, etc. For a more personal touch, you can include a nice card or message signed by their new team members.

4. Open communication channels

Make sure your remote employees can get in touch with everyone and have everything they need for their work. Have the IT department set up their accounts for email, chat, project management software, etc. Also, ensure that they are invited to all relevant departmental and company meetings and can participate online.

5. Spread the world

Inform team members and other employees who will come into contact with the new employee at the start of work about their respective roles.

6. Help them settle in and build relationships

In the first weeks after starting work, there is a lot to do to make a new employee feel welcome and quickly get up to speed.

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

• A virtual welcome lunch via video conference on the first day of work.
• A team member who serves as a point of contact for questions for the new remote employee.
• Individual online meetings with each team member to get to know the different roles and collaboration.
• Online meetings with other employees or teams that the new employee will work with.
• Opportunities to learn about the company culture, mission, vision, and values, for example in live discussions with leaders.
• In the first few weeks, weekly online meetings are held with the remote employee's supervisor to align expectations, answer questions, and track progress.
• All necessary training for the position is provided through the company's learning management system, training videos, webinars, online workshops, etc.
• A mentor or coach supports the employee in getting started in the new role and building a fulfilling career within the company.
• The first project should be designed so that the employee can complete it quickly and successfully to gain confidence.

7. Optimal Use of Performance Management

For remote employees, effective performance management is crucial for their success, especially as they become more involved in their new role. However, performance improvements require much more than the traditional annual employee appraisal.

Remote employees and their managers should communicate regularly during the first year to set goals and performance milestones, monitor progress, and identify and address issues early.

Well-designed performance management software makes it easy to give and receive feedback from employees and managers online. Formal meetings and informal conversations can take place via video conference, chat, phone, or email—as needed.

8. Supporting the Development of Remote Employees

A successful virtual onboarding that extends throughout the entire first year increases job satisfaction and strengthens a positive and rewarding relationship. Remote employees especially desire learning and development opportunities to enhance their skills and advance their careers.

Once they have mastered the basics of their new role, you can offer them these opportunities. Since remote employees cannot be invited to your office due to onboarding, you should instead provide online training. This can include, for example, creating courses by your in-house experts or providing links to training videos.

When you hire employees to work from home, successful virtual onboarding is crucial. But that's not enough. Smart employers foster employee retention by offering attractive learning and development opportunities as long as an employee is with the company.

What are the benefits of virtual onboarding?

If you work in human resources and are considering virtual onboarding but are not yet convinced, here are three benefits for your company:

1. Increased Employee Retention

A successful virtual onboarding signals to new employees that their company supports them and promotes their professional development. It also helps them learn basic tasks and settle into their new role. Such experiences can have a lasting positive impact on employee retention.

A recent study by the Brand Hall Group shows that companies with a compelling onboarding program can increase the retention of new employees by up to 82%.

2. Higher Engagement

Effective virtual onboarding can increase employee engagement. Companies with effective onboarding strategies report a 54% increase in employee engagement. Why? Because engagement starts on the very first day.

3. Higher Productivity

Effective remote onboarding provides employees with all the necessary information and resources they need for their success. This reduces the stress of self-directed learning and allows them to fully focus on their tasks. In addition, the risk of errors decreases and the quality of work improves.

Virtual onboarding is no longer a temporary fix but a strategic necessity for securing high employee engagement, productivity, and retention in the remote and hybrid work era.The successful transition of a new hire into the company culture relies heavily on structured processes and continuous support, particularly during the first year.IceHrm provides the comprehensive HRIS solution that operationalizes these eight best practices. Specifically, the dedicated Onboarding Module centralizes the preboarding documentation and checklists (Strategy 1) and automates the initial setup. Furthermore, IceHrm's Performance Management features are crucial for managing the necessary regular communication, goal setting, and feedback (Strategy 7) for remote employees.By using IceHrm, HR can guarantee a consistent, welcoming, and highly efficient virtual onboarding experience that maximizes the new hire's long-term success.