12 Steps to Perfect Your Virtual Onboarding Process

The way we work has changed significantly over the last few years, with many firms switching to a virtual onboarding procedure.

The good news is that it's not as difficult or impossible as it may seem to hire people and integrate them into your organization without ever having met them. A thorough and well-constructed approach is necessary for successful remote onboarding; you must cover a lot of territory while blending the formal and informal at a realistic cadence.

To make the virtual onboarding process interesting, simple, stress-free, and successful, we've put up a list of the 12 most crucial phases!

1. Start Your Onboarding Process Early.

When a new hire accepts their offer, the onboarding process begins, and it lasts until they are completely acclimated to their position and team. Before their first day, arrange a call to welcome them to the company. This is vital; if you wait to start the process until their first day, it will be too late.

Utilize the video call to set expectations with the new hire and create a comfortable environment before they arrive. The mission and ideals of RCS are always covered first. At our company, these serve as the guiding principles for all decision-making processes, such as hiring, rewarding, and coaching.

2. Gather Information.

Prepare for any unique requirements or accommodations they may have. Despite the fact that you will have an objective, be sure to give time in the chat for the new employee to introduce themselves, their interests, hobbies, and family. (Tip: Do this throughout the interview process to make the topics feel more natural.) Additionally, we use this to get suggestions for unique items to add to their welcome package.

3. Send a Welcome Package.

Once you have their start date confirmed, be sure to send everything they'll need a few days in advance so they can set up their workspace and don't have to spend their first week just signing into the 100 platforms your business uses.

Although the actual package will be unique to your company, it is a widely used method of making new workers feel encouraged and welcome. We recommend sending the following materials to new hires:

  • Equipment, including a laptop, monitor, and wireless keyboard 

  • Company-branded gear, including a t-shirt, hat, and tote bag

  • Note from the CEO (for a special touch, we suggest using handwritten)

  • Personalized candy and snack items

  • Bonus items based on their interests 

4. Schedule Out Onboarding Tasks.

Schedule the onboarding of your new employee in your project management software before their first day. We suggest using Asana, and developing a specific Onboarding project template that is divided into the following four categories: admin, reading, meetings, and culture. Consult with their boss to determine whether you need to include any onboarding chores particular to their role in addition to the generic template. Even while it could take some time to set up, once it's done, you can easily repeat it.

This system has a lot of advantages. It establishes precise standards. It can serve as a hub for information and serve as a reference for them as they move through their first week, month, and 90 days. They will feel more in charge of the onboarding process if you give them ownership of the board. They are constantly urged to add new items to the board. These additions also give us insight into potential future additions and enhancements.

5. Emphasize Team Culture.

Make new remote workers feel welcomed and appreciated right away. Create a Kudoboard and have each team member post a note greeting the new member.

We suggest informing them on the first onboarding call that their first week would be a celebration, beginning with a team lunch on the first day. Everyone orders delivery, and the new hire chooses the food (your treat). It's a terrific chance to get to know one another, and we keep things lighthearted by playing 2 Truths & a Lie.

We also recommend having a virtual Team Social Hour to wrap out the week, during which they share a vision board with the group. Invite team members to find photographs for 10 using prompts (such as Place You'd Most Like to Visit). It's a terrific way to welcome a new hire to the organization and break the ice.

6. Build 1:1 Relationships.

Even when your new hire hasn't actually met their coworkers, they can still connect with them online and begin developing relationships. At RCS, we arrange brief one-on-one meetings for each team member and the new worker. They can use this chance to get to know one another and how their respective positions will interact, laying the groundwork for enduring connections throughout the organization.

Limit these to no more than 10-15 minutes so as not to significantly disrupt the workday and so that new employees won't feel under pressure to "be on" for an extended period of time.

7. Schedule Important and Recurring Meetings.

They will also need to be invited to regular meetings, such as monthly all-teams meetings, in addition to the 1:1s. You can also want the new employee to attend crucial meetings or work as a staff member's assistant. Work with their manager to schedule these and any further HR gatherings, workshops, or onboarding sessions that they will need to attend.

8. Train Them on How Work Gets Done.

All of your systems, including collaboration tools and any specific software, such as project management and time tracking tools, will need to be introduced to new hires. Collaboration tools are essential for remote workers to succeed. Teams can communicate, share documents and project plans, set up meetings, and more with the help of these tools. Clarify the company culture and workflow processes because each organization uses these tools differently. For instance, we teach new hires when to use Teams, email, or Asana depending on the message's immediacy and content.

9. Check In Regularly.

Make sure to check in frequently to ensure a smooth onboarding experience. Act as their tour guide around your business for your team, planning a check-in for the conclusion of their first week and making sure to be accessible during the first month.

Assign an onboarding buddy, especially on larger teams. Any new employee will have numerous inquiries, and the last thing you want is for them to be unsure of whom to ask. Because the new employee won't have any coworkers nearby to ask questions as they arise naturally, it might be especially difficult when working remotely.

10. Set Clear Expectations.

The first 90 days and beyond of success should be clear to a new hire. To assist a new employee with prioritizing and sequencing work and achieving some quick wins that build a solid basis and momentum for the person's future success, having a defined set of tasks and results can be essential.

The new hire at RCS is scheduled for 30- and 90-day check-ins. In the first encounter, the worker places their Rocks (our benchmarks for review and evaluation). Meeting with employees after 90 days enables you to establish a connection with them when they are completely engaged in the daily duties of their position.

11. Connect with Marketing.

With the professional working environment becoming more virtual, hiring new staff might help you build your brand (with their consent). Professional headshots are the first step in this process. Visually consistent headshots help to reinforce professionalism to a great extent. Shoot them in the same manner, using comparable framing and subject poses. Use a background that is impartial, identical, or comparable. Here are some additional pointers for improving your business headshots.

We suggest having your communications team conduct an interview with the new employee and create a blog piece for Team Spotlight that is shared on your different social media platforms. This procedure accomplishes three goals: it unifies your brand across culture pages, it enables you to get to know the new hire better, and it allows them to feel celebrated.

12. Gather Feedback and Adjust.

Throughout the entire process, feedback is crucial; pay attention to it and encourage new workers to provide you with constructive criticism. Of course, it's fantastic to hear about all the cool experiences candidates had during the hiring process (enjoy those little victories), but what's more crucial is that the procedure fosters trust and keeps staff members interested in their jobs and your business.

It also offers insight into areas that would need to be changed before onboarding the following new hire.



By partnering with our team, your company can focus on your core competencies and avoid the hassles and downtime associated with attracting and retaining IT staff. To learn more about RCS Professional Services,  contact us for additional help or visit our website www.rcsprofessional.com.

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