As the COVID-19 pandemic continues to evolve, many organizations are faced with a variety of operational challenges. Some physical office locations are still shut down while others are opening back up to a hybrid model. In this piece, we explore how leaders can successfully onboard employees in this new paradigm.
Pre-COVID, most businesses had a set playbook for interviewing, onboarding, and training new employees. These processes were typically handled face-to-face inside an office building. However, these in-person encounters were no longer an option during the pandemic. For companies in the midst of growth, bringing on new hires is especially crucial for meeting long-term goals and keeping the business moving forward. If not done the right way, it could have adverse consequences on the recruitment and retention of staff. With more people interviewing and working from home, without any physical interaction or on-site relationships, there may be a level of loneliness and unclear expectations. As it is often said, first impressions really matter — and that especially applies to new team members.
Whether you were onboarding new hires prior to the pandemic or relatively new to it, here are seven best practices for remote onboarding to ensure your new employees are successful from Day One.
Set up the proper onboarding infrastructure
First and foremost, having the proper infrastructure, protocols, and tools in place to onboard new hires must be in place if they are not already. Think about the types of technology, software, and tools that are necessary to smoothly process the number of new hires your business sees on a weekly or monthly basis. Lastly, be sure all processes are in line with HR and state or local guidelines. Once in place, don’t be afraid to innovate and adjust processes as you learn what works and does not work well.
Make the onboarding fun, interactive, and informative
Regardless of the position and industry, joining a new team is stressful for most new hires. The onboarding process needs to be informative and fun to relieve some of those anxieties that are commonplace. Utilizing interactive technology, such as Microsoft Teams or Zoom, can provide a level of interaction for meet-and-greets that typically happens in person. Be sure to review benefits, pay, IT, and other necessary details. Getting to know your new hires, and them getting to know you or the team, can also be fun and rewarding. The use of quizzes, games, branded swag, or other similar options can lighten the mood and make your new hire feel comfortable.
Set clear expectations
New hires will likely have many questions and their own set of expectations for their new role. Providing answers to those and having conversations around the organization’s expectations is critical to future success. Clearly review their position and associated goals or metrics, the organization hierarchy, company procedures, and everything else that management expects from them. Be sure that these expectations are simple, clear, and measurable for both management and staff alike.
Prepare any hardware and technology new hires will need
In today’s day in age, technology empowers employees and helps make job duties function effortlessly. However, technology and hardware can be confusing and overwhelming to new hires. As such, it is critical to have all of the necessary hardware, software, and technology ready prior to a new hire’s start date. Are you providing a computer or laptop? What software and/or apps will need to be installed? What type of anti-virus and cybersecurity measures are needed? What other technology is required for the new hire to succeed? In addition to having this in place, the training process will be ongoing to ensure they are comfortable with using these new tools for success.
Discuss the company’s mission, vision, and culture
When a new hire arrives at a company, they want to be a part of something bigger than them. In many cases, there was a clear reason why they accepted the position and are eager to be a part of the organization. Although they have likely researched the company’s culture and mission statement, providing new hires with a clear vision on where the company stands, where it is going, why it is in business, and delving deeper into that culture will pay long-term dividends. These new employees are wondering if the company will prove to be the right fit. If their objectives and values align with the organization’s values, the likelihood that they succeed is elevated.
Build a relationship with the new hire
New employees want to feel accepted and part of a team or family. From the interviews and into the onboarding and beyond, relationships must be forged to solidify their role and acceptance within. This especially rings true in times of virtual or remote onboarding. Many desire face-to-face interaction and connections with co-workers, after-work get-togethers, water cooler conversations, and everyday small talk when inside an office. When working remotely or in a hybrid of remote and on-site work, this can be challenging from Day One. Providing new hires with mentors, networking opportunities, and meet-and-greets, as well as connecting them with others in the same role and making introductions to others is crucial. Leave your new hire on their own remote island and the likelihood of resignation or future issues significantly increases.
Check-in regularly
For some businesses, onboarding takes place over a set number of days. However, many organizations realize that it must be a continuous process that lasts for weeks or even months. Let’s face it, we have all been there. Those first weeks can be thrilling for new staff members. However, that energy can quickly subside if not managed correctly and without proper employee development. By checking in with new hires on an ongoing basis, you will help their overall success and minimize potential issues that would negatively impact their future with the company.
As you can see, onboarding and the processes involved can be quite complex and this just scratches the surface. However, it is more important than ever in the new world and work environment we live in. The companies that are able to excel and adapt to these practices will not only save time and money, but they will also have a competitive advantage in the marketplace. Those that don’t will find themselves in a cycle of continuous recruiting, training, and onboarding that will be costly and disadvantageous to the bottom line.
