insight
Online onboarding
In the age of remote work, people don’t always have the luxury of meeting face-to-face. This lack of in-person contact could make onboarding new hires challenging, though it needn’t be with the right technology. Employers should push beyond what they’ve always done and explore online onboarding solutions for remote and hybrid employees.
Table of Contents
What is virtual onboarding?
Virtual onboarding is how remote employees become acclimated to their new roles within an organization. Their employer sets clear guidelines for performance, explains the company culture and shares knowledge necessary for them to succeed in a remote workplace environment.
The digital onboarding process
Building a digital onboarding experience doesn’t have to be complicated or tedious. Depending on the industry and the work, onboarding could be as simple as outlining the steps new hires must go through during their first week, or it can entail more complex procedures and learning modules. What matters most is developing a standardized online onboarding process to set remote employees on a path to success. Here is one example:
- Pre-hire welcome
Employers plan for the remote employee’s workstation and any required hardware or software. New employees receive a welcome email with helpful information, such as the first week’s schedule, their manager’s contact information and instructions for completing the required onboarding paperwork. - First day
Managers virtually introduce their team and show new hires where they can find workplace policies, staff directories and other important company information. Employees finish completing paperwork. - First week
Team leaders ensure the employee’s remote workstation is fully equipped and all technology is working correctly. They also create a timetable for discussing career paths and setting goals. - 15 days
Supervisors follow up on the progress of new hires and verify they have everything they need to succeed. Any concerns expressed by the employee are addressed promptly. - 30 days
New hires are assigned a mix of both short- and long-term projects to help them feel a sense of accomplishment and contribution to the company. They may also be asked to complete a survey about the onboarding program. - 45 days
Managers touch base with new hires to ensure they still feel comfortable and are happy with their work. - 90 days
Team leaders ask team members if they have any suggestions for improving the company.
Make the transition from hiring to day one seamless
ADP’s digital onboarding connects people to what they need to thrive at work – even before they step foot in the door.
Virtual onboarding vs. in-person onboarding
Ensuring employees have access to the tools and resources necessary for their jobs and establishing consistent communications are critical with virtual onboarding. Employers may need to incorporate the following elements into their onboarding program to elevate the experience for remote hires:
- If possible, meet in person with new employees at the local office or a rented conference space when they first start work at the organization.
- Organize a virtual team meeting on the first day of work so new hires can meet colleagues via web conference; continue having daily check-ins for the first week.
- Leverage video functionality to preserve communication through facial expressions and body language.
- Schedule virtual team-building exercises and periodic in-person meetings so remote workers and on-site employees get to know one another and develop trust.
What are the benefits of virtual onboarding?
Digital onboarding means new hires can onboard from anywhere without entering an office. Such online experiences empower employees to input and review their information – e.g., personally identifiable details, direct deposit and emergency contacts – in a private, secure environment. Documentation no longer passes from desk to desk before it’s scanned – a process that increases the risk of data security breaches.
Note: While online onboarding simplifies the exchange of information, employers must ensure their technology complies with all applicable data privacy laws.
The importance of virtual onboarding
Onboarding – whether virtual or in-person – sets employees up for success in their new position. It also gives employers a chance to showcase what makes their company great, thereby developing a positive brand reputation among job seekers. Those who don’t take the process seriously risk losing the new hires they worked so hard to get through the door.
Online onboarding best practices
To meet the needs of an ever-increasing mobile workforce, businesses must create strong online onboarding programs explicitly designed for remote employees. They can deliver such an experience by following these best practices:
Use technology effectively
Technology cannot be viewed simply in terms of how it can facilitate remote work. Employers must also use tech creatively to simulate the experience of working on-site as closely as possible. Options include:
- Instant messaging – Communicating via instant messages gives users the ability to respond in real time and add emotion to the conversation.
- Video – Joining a video meeting is not always practical, but using it at least occasionally can greatly speed up and enhance the relationship building process.
- Networking platforms – Company networking platforms provide resources for employees to engage with each other casually and build meaningful connections within the organization. These platforms function similarly to public social media sites, except they are protected behind the employer’s firewall and only accessible to employees.
Develop interpersonal relationships
Employees can easily become isolated from their fellow associates if they don’t see each other each day at work. Helping those working remotely develop relationships with their peers and managers fosters feelings of belonging, which is essential to engagement.
Create a buddy system or mentor program
It can be difficult for remote hires to acclimate to the culture of an organization that’s miles away from them. A buddy or mentor can help them gain the insight and confidence they need to achieve success. Buddy systems are usually informal and last only through onboarding. Mentorships are more formal, long-term relationships that show employees they are a valued part of the organization’s future.
Organize social activities
The opportunity to interact with other employees outside of work-related environments is a tremendous catalyst for bonding and should include remote employees whenever possible. Organizing such activities may require employers to get creative, or they can ask employees for suggestions. Some ideas to get started include:
- Contests with prizes and giveaways
- Virtual tailgates or happy hours
- Shared pictures of employees during holiday gatherings and other events
Meet in person occasionally
People tend to develop more empathy for those they have physically met versus a voice over the phone or the author of an email. Meeting in person whenever budgets and schedules allow can help strengthen relationships and ease tension amongst teammates.
Communicate frequently
Employees generally want to feel “in the loop” and know they are not forgotten. These feelings are amplified in remote team members, who may require more contact with their team leaders. Without trusting that they are being included and thought of, remote employees could lose commitment to the organization.
Increase teamwork
Virtual teams can help remote employees overcome the feelings of isolation that accompany geographic distance. Increasing their interaction with other workers also fosters stronger relationships and drives deeper engagement at the individual level.
Discuss careers often
When managers only show interest in an employee’s current role, neglecting the individual’s long-term career, engagement often suffers. This predicament is exaggerated for remote employees who go “unseen” to a certain extent due to their lack of physical presence at the workplace. Development opportunities must be a frequent conversation topic to help these employees avoid feeling stuck in their careers.
Broadcast or prerecord training sessions
Offering training via live or prerecorded video for those in remote locations, instead of paying for travel costs, can be advantageous for organizations. It makes scheduling much easier and allows new hires to learn at their own pace. Employers may also want to consider pairing prerecorded training sessions with software that can quiz and track attendee progress online.
Comply with remote Form I-9 rules
Fulfilling Form I-9, Employment Eligibility Verification requirements for remote employees may require an “alternative procedure” to physical document examination. Employers must be in good standing with the Department of Homeland Security (DHS) E-Verify program to remotely examine their employees’ documents. Learn more about the alternative procedure
Why choose employee onboarding software
Onboarding software integrated with HR and payroll is ideal because new hire information is entered into a singular platform rather than multiple systems. There’s less room for error as a result, and administrative burdens are alleviated for hiring managers. They’re able to spend more time connecting with new employees and less time shuffling, scanning and uploading paperwork.
Other advantages of online onboarding systems may include:
- Custom experiences – Some providers allow employers to tailor the onboarding experience to their brand, corporate content and unique policies.
- Availability – New hires can access onboarding resources anytime, anywhere via mobile devices or web browsers; status dashboards help HR practitioners and managers ensure no steps are overlooked.
- Guided workflows – The software guides new employees through each onboarding task while also directing hiring managers through their own critical responsibilities.
Frequently asked questions about employee onboarding online
How do I prepare for virtual onboarding?
Employers can use a simple checklist to prepare for virtual onboarding in a way that creates a welcoming atmosphere and long-term relationship. For example, ensuring remote employees have adequate work stations is vital for success on day one. The onboarding checklist might include steps for delivering any necessary equipment, connecting internet or phone services, providing access to shared network drives, etc.
What is digital onboarding?
Digital onboarding means new employees can onboard from anywhere without entering an office, making remote and hybrid work opportunities begin more seamlessly. The process relies heavily on technology to ensure that employees receive all the training and resources they need to succeed in a remote workplace environment.
How long does online onboarding take?
Depending on the industry and nature of work, remote onboarding can sometimes last up to 90 days. This length of time helps ensure that remote employees receive adequate attention from their managers and don’t feel isolated from the rest of the team. Ultimately, employers can shorten or extend onboarding for as long as they deem necessary. The key is to determine what success looks like for remote employees within the organization and tailor the onboarding process accordingly.
What is the opposite of virtual onboarding?
The opposite of virtual onboarding is in-person onboarding, which was the norm for many years. In most cases, onboarding was conducted in a manager’s office, in a cubicle, on paper and in ad hoc ways. In-person onboarding can be done well, but it must be structured and systematic to avoid creating inefficiencies and confusion for managers and new hires alike.
What happens after onboarding?
Once the official onboarding period is complete and employees have become acclimated to their new jobs, employers may want to ask them to complete a short survey about their experience. The responses can be used to improve onboarding processes continually. At this time, employers may also want to recognize employees for any initial success they may have had and discuss future goals and professional development opportunities.
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This guide is intended to be used as a starting point in analyzing online onboarding tools and is not a comprehensive resource of requirements. It offers practical information concerning the subject matter and is provided with the understanding that ADP is not rendering legal or tax advice or other professional services.
