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While it seems as if the world is only now waking up to remote working and virtual tools as a result of the Covid-19 pandemic, many companies had actually implemented such arrangements and tools for at least a portion of their workforce several years before the current crisis.

For example, in the last 10 years, more tech companies and media organisations have been employing freelance and full-time professionals who work remotely both locally and internationally.

Multinational corporations with employees who are globally dispersed have also routinely been using virtual tools, not just for onboarding, but to ensure a sense of community and belonging all year round.

Among PeopleSearch’s clients, some are developing more comprehensive virtual onboarding programmes in light of today’s circumstances.

According to the Human Capital Institute, companies that pump resources into improving the onboarding experience are likely to experience higher employee engagement levels and decreased turnover. Employees who’ve been through a positive onboarding experience also achieve proficiency in their work within a shorter period.

Considering this, companies should take steps to ensure a smooth onboarding experience, especially in the current environment which is unsettling for many.

Here are some best practices to get you started if you’re hiring at this time or even beyond, should you choose to maintain remote working arrangements.

Virtual Tours

A tour of the physical premises and introductions to fellow employees are vital components of any onboarding process. Although your physical offices are closed right now, these should not be discounted.

Some of our clients who intend to return to the office once Covid-19 mitigation measures are lifted, have recorded video tours of the office which are played to new hires. It’s a great way to give them an insight into where their fellow colleagues are accustomed to working and where they will be working once things go back to normal. Even if the new norm might entail telecommuting, the physical appearance of the work environment could tell the new employee a lot about your corporate culture.

Your efforts to “let them in” virtually could serve to bolster their sense of belonging.

“Face-to-Face” Virtual Introductions and A Buddy System

Virtual meeting tools have ensured that there’s no excuse for inadequate welcome introductions. In fact, proper introductions are even more critical during this time to ensure that the new hire knows who to go to with issues and does not feel isolated. Ensure that new hires have meetings with their teams who can properly communicate values, workflows, goals, and performance expectations.

Go the extra mile to assure new virtual employees that they can ask questions. Some companies have also implemented a buddy system to help new hires navigate work virtually. These help to form meaningful connections.

Introductory Meetings with Various Departments

Introductory meetings with various departments, not just their own team, are vital. Large companies should spread these out, and not cram them into the first week. This allows the new employee to build meaningful connections with other individuals and develop a deeper understanding of their roles at a comfortable pace. This also increases opportunities for collaboration between departments.

One-on-one Meetings with Immediate Supervisors

According to a survey by Enboarder, about 70% of employees say that one-on-one time with their immediate supervisor is the most vital component of the onboarding process.

Carve out a few minutes each week for such interactions, whether or not there’s a specific work issue to discuss.

Make Time for Social Interactions

Consider carving out 30 minutes a week or more to catch up on each other’s lives. This should be an informal session and could constitute for example, discussing how each person is coping with remote working and how they can be helped by other employees.

This helps new employees who haven’t had the opportunity to experience the company’s culture to integrate socially. Such sessions also build camaraderie and keep isolation at bay.

Ensure that Meetings are Focussed, Engaging and Productive

Establishing team meeting rhythms is vital. However, for new employees who need time to learn the intricacies of the job and how everything works within the organisation, too many meetings could prove counterproductive. Moderate these to ensure that new hires have the time they need to get into the flow of things. Ensure that meetings are engaging, but do not drag on for too long. Most of all, they must be productive.

Space out Company Introduction and Training Programmes

With little or no physical interaction, too much information and virtual training in a short period of time can be overwhelming. Moderate the flow of information so that new employees have an opportunity to absorb and internalise the information.

Design Remote Onboarding Guides

Ensure that all managers are kept informed of established corporate guidelines and best practices for remote onboarding. Documenting these can help you get feedback more easily. Improvements can be made more dynamically when everyone is aware of the status quo.