Onboarding Remote Employees Checklist

Oksana Zabolotna
HBD at Qubit Labs

It is critical to apply remote onboarding best practices because they allow you to hire employees in a structured way. These days, remote workers are not an exception but a significant part of the workforce. The number of professionals who prefer working remotely has grown by more than 100 percent since 2005. With a larger pool of remote employees, the way companies hire new staff has changed. At the same time, this process is not easy, so you should make sure you consider the offered remote employee onboarding checklist.


How to Onboard Remote Employees?

Thanks to these processes, the staff augmentation process. At the same time, this kind of employee is more likely to look for a different job if they get poor onboarding experience. Consequently, using remote onboarding best practices will save your business money, time, and having to retain new staff frequently.

Remote Onboarding Definition

The term implies the process of getting new workers integrated into the business and providing them with information regarding the company’s work policies, culture, and tech stack. Thanks to this, they will be able to start contributing to your company effectively.

You should bear in mind that remote onboarding best practices do not only rely on the content of the journey itself, but on its ease of use as well. The thing is that new workers need to be able to navigate the system and digest the materials easily.

How Long Remote Onboarding Take

The process plays an important role, so you should not expect new hires to start working hard from day one. Onboarding new employees usually takes a minimum of two weeks, while the third week should be devoted to team-specific training and onboarding. It is critical for the new hires to take part in the team’s work during the first two weeks, but this should be done with no pressure.

Onboarding Session

Qubit Labs performs tasks connected with onboarding remote employees with the three dimensions of the process, which are technical, organizational, and social onboarding. They include standardized steps that must be completed by every new team member. At the same time, the process is self-learning and self-driven, and it can also be asynchronous, which is done intentionally to allow new hires to acclimate to remote life.

How to Prepare for Remote Onboarding

Pre-boarding is an important part of onboarding remote employees because it allows us to keep them engaged during the period in which the contract has been signed, but the work has not started yet. Moreover, it can be even more important because remote work implies that the manager and the team have not met in person.

At this stage, you need to consider challenges that may appear during onboarding remote employees. One of the biggest ones is that new members may not know whom to ask for help. This problem can be easily solved by assigning an onboarding buddy.

Even if you know how to onboard remote employees, there still can be technical issues that can range from the trouble with account creation to the need to quickly receive necessary technical skills. It is vital to make sure that the team obtains resources to support new hires at the beginning.

One more important point on the remote employee onboarding checklist is to consider that new team members may not be comfortable asking questions. To prevent this problem, you may ask for regular feedback on the onboarding remote employees experience and act according to this feedback.


Remote Onboarding Best Practices

Thanks to these remote onboarding best practices, you can ensure a positive experience that will excite new hires and enhance retention:

  •   You should allow them to go through all the pre-boarding resources their own way. You should bear in mind that maintaining the work-life balance is critical, and poor outcomes and unproductivity may occur if you over-source them.
  •   You should make sure that they receive the right hardware in advance.
  •   Onboarding remote employees should take a few days, and there is no need to do that in one day. That is why your program must be well-planned.
  •   It is critical to encourage questions and feedback throughout the process of onboarding remote employees. In this case, you have more chances to succeed.
  •   Another important point of the remote onboarding checklist is to give them some time to get acquainted with new tools. You should also make sure that new hires are comfortable with their onboarding buddy.
  •   You should ask them what you can do to assist them in improving their career, and you should customize your plan on onboarding remote employees accordingly. Therefore, you should also interact with the hiring manager to receive critical feedback.


Remote Employee Onboarding Checklist

Remote Employee Onboarding Checklist

If you have no idea how to onboard remote employees or are at the beginning of the process, you may need some advice. That is why the following remote employee onboarding checklist can be very useful:

  1.   You should send them pre-boarding resources. It is important to make a great first impression even before they start working. You should help your new hires get acquainted with the business by sending them free company swag, useful videos, and the required equipment. This point of the remote onboarding checklist will make it easier for them to feel confident before they start working.
  2.   You should invite new staff to a virtual hang. It is a good idea to greet new hires with an informal meeting. Following this remote employee onboarding checklist tip, they will receive the chance to talk to other members in a relaxed work environment.
  3.     You should schedule an orientation call. One more important part of onboarding remote employees is the arrangement of a virtual meeting that involves:
  •   Review of the company ethos, mission, and vision.
  •   Documentations from the remote onboarding checklist (contact information and organization charts).
  •   Buddy and mentor details.
  •   Invitation links to Google Meet or Zoom with a short description of the agenda.
  1.     You should schedule a meeting with HR. During the onboarding remote employees, new team members need to be introduced to their HR, who can help them get acquainted with the company perks and policies or answer their questions on compensation and sabbaticals. It is also a good idea to have tools, such as DocuSign or HelloSign, where all documents can be quickly signed. If you do not know how to onboard remote employees, you should ask for feedback from your team members, and this will allow you to create a structure for your future hires.
  2.   You should arrange a meeting with IT. Another point of the remote onboarding checklist is to allow new hires to go through the tools they are going to use. One more important aspect is to communicate the digital safety protocols in order to prevent any data loss or breaches.
  3. You need to host a team orientation. Another critical point of the remote employee onboarding checklist is to allow new members to feel like a part of the big family by providing them with team goals. There will be a smoother employee experience if you let them access important organization charts, documentation, contact information, and calendars.
  4.   You should ensure a sales, product, and support sync. It is essential to provide new hires with a clear understanding of what the company does, how support works, and the services. Ensuring this remote employee onboarding checklist point, you can closely align them to the mission of your company. It is also a good idea to provide them with a demo account, which will help them get experience with your service or product.
  5.     You should make up a 30/60/90-day plan. The truth is that the bigger part of the onboarding process lasts around one week. As a result, new members feel adrift and confused. According to the remote employee onboarding checklist, an effective plan must last at least three months. Moreover, it can even take up to one year for new hires to start working properly. Therefore, you should coordinate with your managers to create the plan with regular video calls to check-in.
  6.   You should introduce new hires to the company. You can integrate a collaboration tool of your choice to create a sense of community among your new team members. This will also allow them to get acquainted with one another in a warm environment.
  7. You should run role-specific training. The last but very important point of this remote employee onboarding checklist should help you avoid incompetent members who do not understand what they are required to do. The issue is the result of inefficient training during the onboarding process. That is why new employees must be introduced to team workflows, essential tools, and engaging courses that should lead to effective learning. If you consider this remote employee onboarding checklist during their first week, they become competent.


Easy Onboarding Remote Employee Process with Qubit Labs

The provided remote employee onboarding checklist should definitely help you build a strong team of professionals, but it is usually not enough. The thing is that the process is not easy and includes a lot of aspects that must be considered. There can also be a lot of risks, so you might need someone to help you or do everything for you, which will allow your business to grow faster.

Qubit Labs is an ideal option for you, in this case, because we are an offshore software development company. While we deliver a variety of services, onboarding is one of them. We know how to onboard remote employees so that they become a part of your company quickly. Qubit Labs will help you build an ideal remote team that will lead you to success, and you can be sure that we will solve each and every issue for you.


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Oksana Zabolotna
HBD at Qubit Labs
Oksana is a team leader of sales and marketing team at Qubit Labs.