1. Familiarize the employee with the digital workplace

Our onboarding processes are much-outdated keeping in mind that we are working remotely and solely over the internet. Implementing an intelligent and updated automated onboarding procedure can help the employees adjust better and make the process less cumbersome for the employers.

2. Accommodate the virtual paperwork process

Due to the remote working culture, many organizations have started to rely on the virtual mode of paperwork. All you have to do is simply send the documents to the employee to be hired and he or she can use online tools to edit their information, review the documents and sign them using the e-sign feature and send back the documents. This would serve a dual purpose: reduce time and effort and give a kick start to the whole process by reducing the time to take printouts. On the second hand, you would also be reducing your carbon footprint and work towards the betterment of the environment as well. 

3. Always have an agenda for the new employees

It is always better to stay organized and make sure to stick to that schedule. Create an agenda for the new hires, allowing them to have an idea of how their first few initial days or weeks would be like. Video conferences, feedbacks and periodic check-ins are also an essential part of this as it would help make sure the agenda is being followed and fulfilled, and the recruits don’t feel that they are being ignored and their well-being is not being ignored by the organization. 

4. Welcome the new hires with a welcome message

Sending a simple email welcoming the new employees in the organization would help him or her feel motivated to work as they see that the organization values their presence. This welcome email would also include the agenda for the initial days, links and passwords to the video conferencing platforms and all the other information that is required by the new hires while dealing with the corporate affairs of the organization. Also, this email should be sent a day before the joining date of the employee to allow them sufficient time to go through it and take account of it. 

5. Welcome the new employee with a welcome kit 

A welcome kit could include handbooks by the organization, dairies or pens with their names engraved on it, organizational benefits or maybe some vouchers or discount coupons for their first lunch after joining the organization. It’s a great way of welcoming the new hire with a positive and happy mindset. This would make the employees feel welcomed, honored and appreciated and motivate them to work with full enthusiasm and dedication. 

6. Allot someone to assist the new employee with the onboarding process

Using this technique would help the recruit feel comfortable by allowing them a friend or acquaintance in the new work environment. If they have a person that they can contact and get in touch within times of queries, they would be able to adjust better in the organization. This onboarding buddy would guide, familiarize, and keep a check on the new employee, hence making it easier for him or her to adapt to the organization and as a result, improve their productivity. 

7. Add the new hires to all the communication platforms used by the organization

Communication is one of the most important things when it comes to remote working. Staying connected with other employees is an essential element to be taken care of. It is therefore very important to add the new hire in all the groups and communication channels on whatever platform your organization uses. Remember to send them calendar updates and add them in the email threads to make sure that they have all the required information and no urgent updates are missed. 

8. Keep in mind the orientation program

An orientation program would help instill in the new recruit, the company’s culture, goals, missions and all other relevant details. This program or structure should include important heads, including the history and structure of the organization, its goals and missions, its values and customs. All relevant HR policies should also be brought into the knowledge of the recruit. 

9. Make the onboarding process fun and interesting 

The onboarding process marks the entry of the employee into the organization and hence it should be a worthwhile affair. Organizing interactive and fun activities can help make the onboarding process smooth and interesting. Goofy polls, quizzes and other games that can be conducted virtually are a great ice breaker and helps the new hire to adjust easily by getting to know the other teammates. 

10. Inform the employees of their roles and responsibilities, and what is expected of them 

One of the main things to be covered in the onboarding process is the information about the work profile, the various responsibilities that the employee is expected to discharge and the roles that they play in the organization. Give them details of the tasks that they must fulfil at the end of their training program and the targets that they must fulfil. 

11. Consider the feedback as an important tool for improvement 

You may never know of your shortcomings unless and until someone brings it to your knowledge. It is practically impossible to assess the effectiveness of your onboarding process without the feedback of the employees who have been part of this themselves. A feedback mechanism should be in place to counterfeit the shortcomings of the virtual onboarding process that your organization follows. This would help you get to know the problem areas and ways to address these issues at the grass-root level. 

12. Don’t neglect the personal touch 

A personal touch is one of the most important things to be considered while onboarding employees virtually. Paperwork can sometimes be overwhelming when the new hire is left alone to take care of it all by himself or herself. Add the personal touch by including a few activities that would keep them engaged and focused and help them speed up the process of joining the organization. 

13. Make use of the virtual efficiency

There are various things available on the internet to make the onboarding process easy, smooth and enjoyable. The various videos, quizzes and other campaigns for onboarding that are available on the web help the new hire to have a fair idea of everything that is coming their way. A digital dashboard to keep a track of the tasks that are allotted, fulfilled and accomplished can be created for a smooth training process. This dashboard can also include other employee-related data such as NCA, NDA, pay scale information, employment benefits and any other document that might apply to your organization. 

14. Welcome the employees virtually 

An important thing to include in the onboarding process of the integration of communication between the new hires and their teammates. This would allow them to have a fair idea of the organizational culture and help them get acquainted with other employees. 

15. Welcome the employees with a sweet gesture 

Welcoming the new hires on a positive and fresh note is very important. Simple yet sweet gestures like sending them a bouquet or some merchandise of your company like shirts or mugs can be impactful to make the employees feel special. Accommodate their starting dates in your company’s calendar. Small celebrations like work anniversaries are appreciated by the employees, make them feel included and instill a sense of belongingness towards the organization. 

16. Keep the existing employees in the loop 

Making sure that the present employees are well aware and included in the hiring process can simplify it. They need to be included in the vacant roles and the responsibility that new hires would be undertaking. This can positively impact the organizational hierarchy and reduce the chances of a hostile environment for the employee who would be joining the team. It is really important to have a cooperative spirit between the employees so they can work together without any resentment. 

17. Take the help of the available tools to make the onboarding process easier

It has been seen that many things are missed while onboarding the employees in the traditional office environment. Keeping in mind the fact that we are currently operating on a virtual platform, taking the help of the numerous tools available can make the process foolproof. Any mistake in the process or documentation of the recruit can have negative consequences. Some of the tools that can be used are 

• Slack

It makes the onboarding process organized for both the employees and the organization

• Greetbot 

Greetbot makes onboarding new employees on the Slack platform easy with its user-friendly interface. 

• Gusto

It makes the process of remote hiring and the development of the new hires much more organized. 

• Asana

Asana helps to communicate jobs, take account of working hours and much more

• WorkBright 

It is a foolproof virtual onboarding platform that takes care of the paperwork and helps prepare the new hires before they have joined the organization on their first working day. 

• Zoom

One of the most reliable videos conferencing app to conduct virtual meetings with the new hires. 

• Trello

It is a multi-managerial platform that handles much more than onboarding the recruits. 

• Icebreaker 

Icebreaker helps to create a mutually cooperative environment between the employees and the teammates where they get acquainted with the new hires and have a friendly connection.