Mastering remote onboarding: Strategies for a seamless transition

You have one chance to make a first impression on new hires. Nearly one-quarter of staff turnover occurs in the first 45 days of employment, which means the onboarding experience is important in improving your retention numbers. In this blog post, you’ll learn more about the onboarding process, get tips for how to design yours for a remote/hybrid environment, and find out how to address changes along the way. Or watch our latest episode of Benefits below to learn more.

What is employee onboarding?

Onboarding is the period of time starting with when a candidate accepts an offer through their first day at the company. This may include background checks, completing orientation and pre-orientation tasks, reviewing the employee handbook, submitting paperwork for benefits and payroll, and providing the necessary equipment before the start date. 

Communication plays a crucial role throughout the onboarding journey. Focus on gradually building excitement and sharing relevant information to avoid overwhelming new hires.

Designing onboarding for remote employees

When designing onboarding processes for remote employees, consider two factors: 

• Simplification: Simplifying the onboarding process is essential to help remote employees navigate their first days smoothly. Strive to create clear and concise communications, recognizing that individuals absorb information differently. Combining written instructions with video content can cater to various learning styles and improve understanding.
  
• Feedback and continuous improvement: Establish regular feedback mechanisms to gather insights from new hires. Surveys can be sent after the onboarding process to assess the effectiveness of the process that new hires experience. This could simply be, “having them fill out a survey to ask us how we did”, said Justine Thompson, who is a WEX talent acquisition manager, on our Benefits podcast. This feedback helps identify areas for improvement and refines the onboarding experience.

Addressing challenges and adjusting along the way 

Flexible work arrangements can present new challenges for HR teams during the onboarding process. Common challenges include: 

• Equipment and logistics: Shipping equipment to remote employees can occasionally lead to issues, such as missed deliveries, delayed deliveries, or damaged items. “Sometimes during the shipping process, the equipment gets damaged and we need to act fast to replace it,” said Hannah Jabar, who is an early career talent pipeline program manager at WEX, on our Benefits podcast.
• Put protocols to ensure efficient logistics, timely replacements, and effective troubleshooting for technical difficulties.
• Information overload: Remote onboarding can be overwhelming for new hires. To mitigate this, HR teams can segment the information into digestible portions, employ engaging multimedia formats, and provide accessible resources for future reference.
• Adaptability and agility: As the remote work landscape evolves, HR teams must remain adaptable and agile. Regular check-ins with stakeholders involved in the onboarding process, such as training and development, can help identify recurring issues and implement necessary adjustments promptly.

Cultivating company culture and connection 

Building a strong sense of connection and fostering company culture are vital during onboarding. HR can take the following steps: 

• Start early: During initial interviews and conversations, recruiters and hiring managers should introduce candidates to the company’s culture, values, and long-term goals. The earlier the better; “that initial phone call with the candidate”, is a perfect time to start, noted Justine Thompson. This sets the foundation for a shared understanding and alignment.
• Virtual onboarding events: Consider hosting virtual onboarding events to provide a comprehensive and engaging experience for remote employees. These events can include interactive sessions with key stakeholders, department introductions, and training workshops.
• Clear communication: Throughout the onboarding process, HR should consistently communicate the company’s values, goals, and culture. This can be achieved through clear and compassionate messaging, emphasizing the availability of support systems, and highlighting the resources available to new hires.

Designing tailored onboarding processes for remote and hybrid employees is crucial for their successful integration into the company. By simplifying the onboarding process, addressing challenges proactively, and cultivating company culture, HR teams can create an onboarding experience that sets remote employees up for success. 

The information in this blog post is for educational purposes only. It is not legal or tax advice. For legal or tax advice, you should consult your own legal counsel, tax and investment advisers. 

WEX receives compensation from some of the merchants identified in its blog posts. By linking to these products, WEX is not endorsing these products.