How exciting, a job transition is up! New employer, new tasks, new team, a new stage in life. But what happens when you don't meet anyone in person, when everything around you isn't new at all? That same desk chair at home, the same view, the same routine as usual in the home office. Does that really feel new? Is it actually possible to find your place in the new team?
For many who changed their job over the past 14 months, the experience has been completely different from what they've known up to that point (with the exception of purely remote-based companies). This was also the case for our new starters here at Coopers last year. We spoke to them and got the encouraging feedback that they feel comfortable and had a good start with us despite the circumstances. We are happy to share our top 5 tips on how to master remote onboarding.
How to master remote onboarding?
1) Welcome to the team!
A new employee doesn't just count as part of the team from the start date, but before already, i.e. as soon as the ink dries up on the contract. This is also the ideal moment to send him or her a small welcome package, with HR documents, reading material about the company, the onboarding plan, and a few goodies. (With a new desk calendar, mouse pad or similar, the home office already looks a little different).
Regarding the onboarding plan: The agenda should be adapted to the virtual onboarding process, for example with links to video conferences. This way, the new employee will already know which communication platform will be used and can prepare accordingly.
The onboarding plan (plus the CV of the new colleague) should also be sent to the entire team in advance. That way, everyone is up to date and prepared to welcome him or her.
The silver bullet: an onboarding buddy. If you have the capacity, assign an onboarding buddy to new employees to serve as their designated point of contact. Ideally, this is someone who will work closely with the new colleague in the future. That way, the new starter doesn't feel lost and has a point of reference from the start.
2) Have a grip on technology!
When working remotely, technology is the access to the team, to the work, to everything. But we all have been there: Just when you need it the least, technology puts a spoke in your wheel. Therefore, clarify in advance how the new starter is equipped and what is still missing to establish a reliable connection.
And if things do go wrong: stay calm. It's better to be flexible and simply pick up the phone instead of trying to make a video connection in a hectic rush.
3) Connect and communicate!
Remote onboarding should consider that most of our communication is non-verbal. To take this into account, video calls are generally preferable to pure audio. Initially in small groups and then in the extended team; this way, newcomers do not feel like they are being shown up, get to more time to speak and are more relaxed. It is also important to communicate regularly and frequently. It's best to set a jour fix, at the beginning even several times a week. That way there is time for preparation, and nothing gets in the way.
What doesn't require any planning in the office is all the more important for remote onboarding: plan virtual coffee breaks between new employees and team colleagues and include them in the onboarding plan. Because despite good intentions, these usually don't take place.
By the way: Never underestimate the power of positive feedback. It is the motivator par excellence!
4) Easy entry tasks via company-standard software!
Simple tasks are a good start and allow new employees to get to know the IT landscape. Therefore, use the common software right away as much as possible (e.g. provide files via sharepoints, use intranet, upload documents instead of emailing). This familiarizes new employees with the processes and eliminates stumbling blocks.
5) Trust instead of micro management!
Managers should place just as much trust in new employees as in their existing staff. Hourly emails or phone calls don't help anyone but hold up workflow. Better are fixed recurring feedback calls and a constant reminder on being available whenever help is needed (see point 3).
Why good onboarding is so important
Smooth onboarding is highly important for bonding with new employees. They should feel vindicated to have made the right decision, rather than keep interviewing at other companies. It's a warm welcome, a "good to have you" and motivates them to get started. On an interpersonal level, it puts the person first and builds the foundation for long-term relationships.
What has been your experience with remote onboarding? Comment via email or on our post on Facebook, LinkedIn, Xing oder Instagram. We're happy to hear from you!
Your Coopers Team
PS: If you plan to hire new employees for remote work in the future, you can shoot videos. For example, a welcome video with the company history, values, company culture et cetera; an instruction video that explains technical tutorials; as well as short videos about the tasks of the specific position. In the long run, this saves time and ensures that every new employee receives all relevant information. And it adds a nice touch to your remote onboarding.
Photo by Lukas Blazek on Unsplash
_1.svg)