The Three-Step Guide To Onboarding Remote Employees

Syed Maaz

The remote work culture has boomed, and it’s in every corner, crevice, cubicle, and apartment. The modern-day convention of getting things done and the new normal of remote work has made every workplace a global village. Earlier, having an associate 15,000 miles away sounded like a huge investment for an organization, but now it’s a common occurrence to onboard a remote employee.

When it comes to putting it out there, let’s just face it—there are no drawbacks of appointing a remote workforce—except the usual drawbacks of hiring every employee. But the game doesn’t only change from meetings in the conference room to meetings in the living room. Bringing a remote employee onboard isn’t cumbersome, but it might be if the HR isn’t aware of the nitty-gritty.

Keeping that in mind, we bring up to you a comprehensive guide on how to onboard remote employees and keep the process smooth and silky. No more spending the first day standing on the desk, waiting for a chair and a PC (and then the IT-guy to come over and set it up)—just a nonchalant welcome followed by getting down to work.

The onboarding process for remote employees is never an easy one. This three-step guide is comprehensive enough to get you started and make remote onboarding easier.

Onboarding a Remote Employee: A Three-Step Guide

Onboarding a Remote Employee: A Three-Step Guide

Unlike employees who visit the office premises to work, a remote employee can’t shimmy into the workplace culture by simply being a part of the organization. The physical distance is daunting, and the organization must ensure that it doesn’t create a bad perception in the new joiner’s mind. On that note, here is the remote onboarding process checklist:

  1. Getting Remote Employees Up & Running
  2. Welcoming Remote Employees into the Culture, &
  3. Getting them to Work straightaway!

Let’s cover every pillar into our onboarding structure so that next time a remote employee comes on board, we keep them satisfied and smiling even when the physical distances tear them apart.

Getting the employees up and running

Getting the employees up and running

We all remember our past interviews—how we had to wait for a couple of hours to give our John Hancock’s on hundreds of pages and then wait for more to get assigned to our teammates. That cannot be afforded with remote onboarding. Here’s how to clear out all legal formalities and paperwork while virtual onboarding a remote employee.

1. Get the paperwork out of the way

Get the paperwork out of the way

It’s often said that the paperwork should be done before the first day when it comes to remote employees, but it’s easier said than done. Some various legalities and formalities are to be completed before a prospect officially comes on board, and to get it done, it’s best to get the paperwork done through e-forms and e-signatures. Once the paperwork is signed, sealed, and delivered, it’s time to guide them through everything that the organization has to offer.

2. The remote employee orientation

With everything on Empuls, communicate information about orientation meetups, meetings, and more.
With everything on Empuls, communicate information about orientation meetups, meetings, and more.

Hooking a remote employee with a fat binder is one thing and walking them through is another, and the HR can make it happen. A personalized orientation between HR/CXO and the new joiner is better than sending out a video and, in that orientation, some of the very important reasons why the employee chose to join are explained:

  •  Financial benefits: Ranging from a breakdown of the paycheck to tax saving schemes, return filing, and incentive offerings (if any), an explanation would make things clear without a shadow of a doubt.
  • Health benefits & perks: With lifestyle wellness, a crucial factor before an employee taking up a job, highlighting what health benefit schemes like insurance, employee assistance programs, and perks are there on the table would give them a sense of security.
  • Intro of the job in hand: Once the benefits are on the table, the orientation can end with a brief introduction to the team the new employee would work with and then ultimately planning a meet and greet with the manager.

3. Tête-à-tête with the manager

Tête-à-tête with the manager

Most managers want to have a word with the new joiners on their own before introducing them to the team to cast an ironclad first impression on how things are done. Setting it up is very crucial when bringing remote employees on board, as this would be the first interaction that’d tell an employee what’s expected of them. This includes an introduction to targets, mission, and vision of the team and where it’s supposed to be headed.

Welcoming the remote employee into the culture

Welcoming the remote employee into the culture

A positive point about onboarding an employee in the office premise is that s/he gets to feel the vibe around on their own. One might get in sync with someone due to their likenesses of Star Wars, or another might just stick with a team-member. Either way, this isn’t possible when onboarding a remote employee. Hence, it’s a different ballgame to welcoming a remote employee into the culture—and here’s how it’s done:

1. Virtual culture is the best host.

When it comes to employees working from a thousand miles away, the culture should be virtual, and a virtual culture isn’t built over email threads. With employee engagement leading to almost 40% of people quitting their jobs every year and jumping another ship in search of a happier one, virtual culture would ensure that the remote employees stick.

 With Empuls, we at Xoxoday welcome our newbies to get a royal welcome in front of the organization.
With Empuls, we at Xoxoday welcome our newbies to get a royal welcome in front of the organization.

Xoxoday Empuls is the perfect solution for a global workforce and the one who works from the same office. This employee engagement solution builds an engaged and motivated culture with remote employees feeling the vibe on Empuls itself. People celebrating big wins, sharing a laugh, appreciating colleagues over a job well done, or for just being there—it brings a smile onto the remote employee’s face.

2. Hit it off with some virtual icebreaker games

Hit it off with some virtual icebreaker games

Sure, scrolling through an organization’s Empuls account would give them a good idea. They might join a few groups according to their hobbies and preferences, but a personal connection with the team would go with some icebreaker games. From two truths and a lie to a walkthrough of one’s place, icebreaking is fun, and it makes the remote employee coming onboard feel at home.

Here’s a list of 25 icebreaker games for remote employees that’d get ‘em off on the right foot>>

3. Keep your in-office teams online

Keep your in-office teams online

The peeps working inside the office premises need to pay heed to their remote team members. Assign a virtual walk-along buddy to the newly joined remote employee—preferably of the same profile if possible—and let them walk through everything that they did for a week or two. The people they met, what their roles were, and everything else. This would help in imbibing a sense of belongingness in the remote employee.

4. Send out a virtual gift

Send out a virtual gift

Gift baskets are cool and all, but let’s face it—they don’t come cheap. However, gift vouchers are an exemplary way to welcome your new remote employees onboard. And with Xoxoday Plum, you can gift them the power of choice.

Via Xoxoday Plum, send out gift vouchers, experiences, and perks while welcoming remote employees onboard.
Via Xoxoday Plum, send out gift vouchers, experiences, and perks while welcoming remote employees onboard.

The gift vouchers can be cashed in at the store of the recipient’s choice and redeemed at the Xoxoday Store—which has the biggest catalog of offerings in every segment.

Be it giving your employees a work-from-home upgrade, closet makeover, or a budget for their essential needs—Xoxoday Plum is the perfect way to send it over.

Send out a virtual gift to your remote employees via Xoxoday Plum>>

Get the remote employees to work!

Get the remote employees to work!

A very handy tip to get employees into the work-mode as soon as they join is to send them a detailed job role document with a mock-task. This shouldn’t be used as a medium to evaluate what the employee can do, but just a way to grease the wheels. Here are some more things to do to set them up with a game-face on:

1. Crystal-clear communication

Crystal-clear communication

Starting from a conversation about what to do on the job to daily huddles, biweekly plans, and monthly brainstorming for projects, communication is a must in every aspect of remote employees. Get them hooked to the proper channel of communication and assist them with tasks at the start. Which brings us to the tool-shed:

2. Tech-tools for collaboration

Tech-tools for collaboration

Ranging from an email ID setup, registering to a cloud-based office suite, and the most crucial one—a videoconferencing app—get all the tech tools to the remote employees so that they can play around with it.

3. Feedback mechanism

Feel the pulse of your remote workforce with Xoxoday Pulse Survey—the ultimate feedback mechanism.
Feel the pulse of your remote workforce with Xoxoday Pulse Survey—the ultimate feedback mechanism.

A one-to-one feedback session would benefit both the manager and the newly onboarded remote employee to understand the expectations and performances. Empuls come with a pulse survey, which is the ultimate feedback mechanism to brew the champion’s ultimate breakfast.

Here’s how the Xoxoday Pulse Survey works>>

Ready to Onboard Your Remote Squad?

Ready to Onboard Your Remote Squad

Onboarding remote employees is a considerable part of the future workforce matrix, and it’s important to have a basic onboarding processchecklist in hand that ensures that everything is covered. These three steps are just right to bring your next steps of employees onboard. Happy hiring!

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