We’re residing in unprecedented occasions. As issues stretch on, all of us need to adapt to this new regular.
For corporations, determining find out how to onboard new staff remotely is now a must-do exercise.
If your current workers is already working from residence, it’s a secure wager your new hires will likely be as properly. But how do you get them up and operating with out ever setting foot within the workplace?
But how do you truly go about onboarding distant staff? As Vidyard’s VP of Talent, I need to share a number of the issues my crew has discovered by way of our experiences with implementing an onboarding course of for distant staff.
- 1.What is Remote Onboarding?
- 1.1How is Onboarding a Remote Employee Different Than an Office Employee?
- 2.My 13 Top Tips for Onboarding Remote Employees
- 2.1 Design an Onboarding Process That Makes Sense in a Virtual Format
- 2.2 Start ‘Preboarding’ Ahead of New Hires’ First Day
- 2.three Flip First Day Onboarding right into a Video Call
- 2.four Give New Employees a Checklist (and Include Self-Paced Tasks)
- 2.5 Create Onboarding Videos to Train New Employees
- 2.6 Compile Onboarding and Training Videos in a Hub
- 2.7 Make Yourself as Available as Possible
- 2.eight Pair New Hires with a ‘Buddy’
- 2.9 Send New Hires a One-to-One Video Welcome
- 2.10 Get New Hires to Introduce Themselves Through Video
- 2.11 Encourage Virtual Meet and Greets and Coffee Chats
- 2.12 Set New Hires Up for Success with Some ‘Easy Wins’
- 2.13 Focus on Showing Them Where to Find What They Need
What is Remote Onboarding?
The goal of distant onboarding is identical as customary onboarding: Orient a brand new rent, getting them in control and able to contribute to the crew. It’s about setting them up with the knowledge and instruments they must be profitable. It simply occurs to happen remotely relatively than at an in-office setting or different in-person venue.
How is Onboarding a Remote Employee Different Than an Office Employee?
Short reply: It isn’t. Except when it’s.
You ought to attempt, as a lot as attainable, to ship the identical expertise to remotely-onboarded staff as you do to ones who undergo the method in your workplace.
Consider that your staff might have further help, particularly as they gained’t have the choice to easily faucet their desk mates on the shoulder to ask a query.
I’ll go into extra element about what it is advisable to contemplate to efficiently onboard distant staff in the remainder of this submit.
My 13 Top Tips for Onboarding Remote Employees
Onboarding distant staff might be annoying, particularly should you’re not used to it.
With an workplace in Vancouver and distant staff throughout the U.S., Vidyard has at all times finished distant onboarding to some extent.
What we didn’t anticipate with this modification in circumstances was how way more tough distant onboarding could be when these delivering the onboarding had been additionally distant. It was a unique factor solely.
There are components of this course of that we already do properly and different issues that we’re studying as we go. I pulled collectively a few of my high suggestions primarily based on what the Vidyard crew has discovered from our experiences with distant onboarding.
1. Design an Onboarding Process That Makes Sense in a Virtual Format
To onboard a distant worker, it is advisable to create an organized course of—much more so than with typical in-person onboarding.
This applies not solely to your staff’ first day orientation, but additionally to any preboarding or ongoing actions you arrange for them.
Design your move of data so that you just ship the important thing info your new rent wants instantly, however keep away from overwhelming them by sharing all the things abruptly. Remember that you would be able to drip the knowledge out over time, throughout their first weeks at your group.
We not too long ago scraped loads of pointless info out of our first day orientation. It’s all necessary stuff, however we realized that our new hires don’t have to understand it on day one, and making an attempt to ship all of it to them without delay meant they had been much less more likely to keep in mind any of it.
2. Start ‘Preboarding’ Ahead of New Hires’ First Day
Vidyard has a really high-touch preboarding course of, whatever the format of our precise onboarding.
From the time a brand new rent indicators their supply letter, we talk with them usually. To shift to distant onboarding, we upped the frequency of those communications, created detailed schedules, and tried to be as clear as attainable about what to anticipate.
One of our largest challenges right here was in getting our new staff all of the gear they’d want. Because they’re distant, we would have liked to do that forward of their first day so that they’d have all the things they should get began.
Our methods analyst and IT crew did a unbelievable job of placing collectively tech packages, offering new hires with setup info, and transport all the things out so it might arrive in loads of time earlier than their first day.
We additionally despatched all of our new hires a extra customary welcome bundle together with firm swag like stickers, notebooks, and t-shirts—the entire belongings you’d often get in your first day at Vidyard.
In this quick preboarding video, Talent Acquisition Lead Sarah Solecky and Talent Operations Specialist Emily Miller welcome new hires to the corporate and allow them to know what to anticipate forward of their first day.
three. Flip First Day Onboarding right into a Video Call
If you may’t be in particular person, do the subsequent smartest thing: Video.
Because first day onboarding ought to have loads of room for questions and two-way interplay, you’ll need to use a synchronous video conferencing answer, like Zoom.
Be aware of together with frequent breaks. You gained’t be in the identical area as your new hires, so it’ll be tougher to select up on visible cues to know after they’re starting to glaze over or are in determined want of a espresso refill.
As usually as attainable, ask what questions your new hires have concerning the materials you’re sharing. Giving them this area is essential as it could be harder so that you can inform on a name when somebody wants clarification.
This screenshot reveals you what considered one of our first distant worker onboarding classes regarded like.
Talent Operations Specialist Emily Miller ran it utilizing Zoom. Each new rent, together with the expertise and IT staff liable for coaching them, joined from residence.
four. Give New Employees a Checklist (and Include Self-Paced Tasks)
All of our new hires (together with those we onboard in-person) get a guidelines of duties to finish at their very own tempo throughout their first month at Vidyard.
It’s filled with supplementary content material that can give them a well-rounded information of Vidyard, together with details about the platform, completely different departments, and firm historical past.
When onboarding distant staff, we nonetheless share this identical guidelines. The solely main distinction is that we strongly encourage our new hires to achieve out and ask questions (much more so than regular).
5. Create Onboarding Videos to Train New Employees
Not your entire onboarding must be reside. For every factor you’re making an attempt to show or share together with your new staff, take into consideration one of the best technique for delivering that info.
In many circumstances, the best choice is video content material that new hires can watch at their very own tempo and revisit later in the event that they want a refresher.
An added good thing about video is having the ability to contain individuals within the onboarding course of who possible wouldn’t have the bandwidth to make your reside session each single time. Executives and leaders from different groups can introduce themselves and share essential info with new hires as soon as, then you may reuse it over and over.
In this video from our onboarding hub, Vidyard CEO Michael Litt walks new staff by way of Vidyard’s origin story together with some enjoyable details concerning the firm’s early days.
Video additionally presents the right alternative so as to add some enjoyable into your onboarding. For occasion, you might attempt making a few of your coaching movies into skits or including in humor to maintain viewers engaged.
When our authorized crew wanted to replace Vidyard’s code of conduct coaching, they determined to get inventive. They went with a Law & Order theme, the place individuals with their id masked requested moral questions. The authorized crew, wearing robes and barristers’ wigs, answered every query. It made what might have been a really dry doc into an interesting playlist of movies.
And not each video must be extremely produced. While you might have considered trying a few of your content material to be extra polished, it’s completely positive to incorporate easy webcam or screenshare movies from completely different members of your crew. Try utilizing a device just like the Vidyard Chrome extension to rapidly and simply file movies and use them in your onboarding—without spending a dime.
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6. Compile Onboarding and Training Videos in a Hub
Video content material is a good way for individuals to study new issues in an interesting manner. In addition to synchronous video conferencing, put collectively a playlist or video hub that your new rent can watch at their very own tempo. Depending on how a lot delicate or confidential info is included in your onboarding, chances are you’ll need to think about using a safe video sharing answer.
If you’ve obtained an intranet, you may create a web page with your entire coaching sources and embody your movies content material there.
This permits you to put essential coaching multi functional place. And, should you use a device like Vidyard, chances are you’ll even be capable of get view notifications that’ll let when your new staff have watched (and even rewatched) video content material.
View notifications provide the data you want to have the ability to affirm that mandated coaching has been accomplished, so when to observe up. For occasion, if a brand new worker has watched the identical video a number of occasions, they might be confused or unsure about one thing within the content material. That’s an ideal alternative so that you can examine in and see if they’ve any questions concerning the materials.
Here’s a screenshot of our personal worker onboarding video hub. It consists of movies from our executives, firm tradition movies, well being and security coaching, product coaching, and extra.
7. Make Yourself as Available as Possible
Starting a brand new job is at all times annoying. Starting one remotely much more so. Ensure your new rent feels supported by ensuring they’ve contact data for the correct individuals on the firm throughout a number of channels.
Whether you’re a hiring supervisor or a member of the human sources or expertise crew, new hires (particularly distant ones) ought to know find out how to get in contact with you.
Make your self accessible on as many channels as attainable. For occasion, by way of video conferencing, electronic mail, a chat platform (like Slack), and even by textual content message or telephone name.
Encourage managers to schedule common check-ins with new staff. Rather than an hour-long one-to-one assembly every week, contemplate establishing a 15-minute name every day for the primary week or two. That manner new hires know they’ve a devoted window of time the place they will attain their supervisor and ask questions.
eight. Pair New Hires with a ‘Buddy’
At Vidyard, we now have one thing known as the V-Buddy program. We pair all of our new hires with an current worker volunteer (usually from a unique crew or division) to offer them with an additional layer of peer help.
V-Buddies can help new hires with small, non-role-specific tradition stuff, like taking them on a constructing tour, introducing them to different Vidyardians, and recommending interest-based Slack channels to affix.
As we shift to distant onboarding, we’re transferring this program to a totally digital format. Part of that’s ensuring that V-Buddies get in contact previous to a brand new worker’s first day. Many are actually doing espresso chat calls and even sitting in on meet and greet conferences as a well-recognized face.
Pim Vermeyden, Software Developer at Vidyard, is a frequent V-Buddy. In this quick video, he welcomes new design crew rent Kadi Koroma. Kadi was one of many first new staff to undergo our totally distant onboarding course of.
9. Send New Hires a One-to-One Video Welcome
Recording and sending your new rent a private video message takes lower than two minutes, however can have a huge effect.
And that doesn’t simply apply to the expertise crew and hiring managers, anybody out of your group can do it.
Consider asking your new rent’s teammates to ship them a video welcome introducing themselves and letting them know that they’re excited to work collectively.
It feels AWESOME when somebody takes the time to make a video only for you and it may go a good distance in the direction of making your new worker really feel at residence.
And one of the best half is, it takes hardly any time. If you’ve obtained a packed schedule that wouldn’t have room for a 15 or 20-minute telephone name, a video message is a superb different that retains the human ingredient whereas saving you treasured time.
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10. Get New Hires to Introduce Themselves Through Video
Ask new hires to make a video introducing themselves someday throughout their first couple of days together with your group (and even proper earlier than their first day).
They can share their intro video in any communications channels their crew makes use of (as an illustration a devoted crew chat in Slack) and even company-wide.
In addition to introducing themselves and their function, new staff can share another info to assist the crew get to know them. Ideas embody:
- Where they labored earlier than
- Where they’re from
- Their favourite hobbies and pursuits
- Their spouses, kids, or pets
- Their favourite motion pictures, TV reveals, books, or video video games
This is a good way to assist your current staff get to know your new rent and join with them.
11. Encourage Virtual Meet and Greets and Coffee Chats
Because distant onboarding means new staff gained’t be touring the workplace and assembly individuals in particular person, we regarded for methods to duplicate that have.
We’ve requested hiring managers to create a listing of individuals for a brand new rent to do digital espresso chats with. This usually consists of their quick crew in addition to any individuals they could work with cross-functionally frequently.
Raj Sidhu, Art and Design Director, had a brand new visible designer be a part of the crew by way of our distant onboarding system. He arrange a primary day crew meet and greet after her first day onboarding was full. The crew pulled up a random query generator and used the bizarre questions it advised as a enjoyable icebreaker exercise.
Because Raj’s crew works on completely different squads with the product improvement crew (relatively than with each other), he’s additionally arrange “donut chats” only for his crew. He hopes this may guarantee all of them have the chance to proceed having “hallway conversations,” even whereas they’re all distant. It’s particularly necessary for brand new additions to the crew who haven’t had the possibility to construct relationships but.
12. Set New Hires Up for Success with Some ‘Easy Wins’
The sooner an worker connects with their function and looks like they’re contributing, the extra possible they’re to really feel settled in and engaged.
That’s why I encourage hiring managers to search for “easy wins” for brand new hires. These are issues which might be inside the new worker’s ability set that you just’re assured they’ll be capable of do and do properly.
Find a couple of of those that may be accomplished inside their first few weeks or months of time at your group. It will help construct their confidence of their new function and really feel like they’re contributing to their crew.
For occasion, typically I’ll ask for his or her suggestions on one thing, then implement their options and suggestions and thank them for his or her assist.
13. Focus on Showing Them Where to Find What They Need
The onboarding course of can’t (and doubtless shouldn’t attempt to) educate new hires each single factor they should know to work at your group.
Rather than making an attempt to show them all the things without delay, deal with exhibiting them the place to search out the solutions or info they want, after they want them.
This is the place having a guidelines, video hub, and intranet actually is useful. We have a web page on Confluence devoted to new hires that features a ton of helpful sources (together with a hyperlink to our onboarding video hub with all of our video coaching supplies).
In addition to exhibiting them the place to search out the knowledge they want, be certain that they know who to speak to or the place to go to get assist in the event that they want it. Depending on the subject, this could be their supervisor, a assist desk electronic mail, or perhaps a devoted assist channel in your crew messaging answer.