TL;DR: Quick remote onboarding checklist
- Start early: Engage new hires before their first day. Send welcome packages and include necessary paperwork and pre-start info.
- Plan it out: Develop a structured onboarding plan outlining tasks and milestones for the first (insert the length of onboarding) days.
- Build connections: Pair new hires with buddies or mentors for guidance and support. Encourage team interactions through virtual coffee breaks and casual chats. Get existing team members involved in the onboarding process and utilize job shadowing.
- Leverage tech: Use video conferencing, project management, and synchronous/asynchronous communication tools effectively.
- Clear expectations: Set measurable goals, regularly review progress, and provide feedback. Communicate the role's responsibilities clearly.
- Vibe check: AKA cultural integration. Introduce new hires to company values and norms to help them fit right in.
- Provide support: Offer technical assistance, training, and continuous feedback.
Pre-onboarding activities: The warm-up
Why wait until day one to show your new hires some love? We usually send out a welcome package to give them a sneak peek into our company culture and make them feel like they're part of the team before they even jump on their first work call with us.
Think of it as building anticipation, like a good movie. Sending a company swag pack with a little personalized note welcoming them into the team can work wonders. For example, our welcome packages, besides other things, include chocolate – no complaints so far. 🍫😉
Include the paperwork that needs to be completed before the first day!
Have a structured onboarding plan
Every great player needs a playbook. Create a detailed onboarding plan that lays out the whole shebang, from week one to week four, or however long the onboarding takes. We like to map out the first 90 days and outline tasks to be completed and milestones to be reached. That way, everyone, including the new hire, knows exactly what to expect. However, onboarding is more than just a one-and-done deal, so remember to have regular check-ins and ask for feedback even after the onboarding.
At Kime, we also have regular check-ins or 121 meetings where you can provide feedback or listen to any concerns the new hire might have. This helps them to stay on track and feel valued. Remember that it's not just about teaching them their job; it's about making them feel like they belong – especially when it comes to remote positions. 👨💻
Be a cheerleader
Don't get too excited; you don't have to get your poms out (yet). We're talking about mentorship and support, hence "cheerleading". 😉 Pair new hires with a mentor or a buddy to guide them through their early days. It doesn't even have to be this official, but make sure they have that one person who can answer their questions, provide insights, help them navigate company culture, and simply be a friendly face. A strong support system with open lines of communication makes all the difference.
Set the stage for the role
Let's be real: nobody likes surprises, at least not at work. Clearly outline their role and expectations, set achievable goals, and give regular feedback. You want your new hires to understand their responsibilities and know how their performance will be evaluated. Not only will this help your new hire feel confident in their abilities, but it will also keep everyone on the same page.
We recommend having a list of all the roles written out and linked to separate documents with the necessary details like the role's responsibilities, expectations, salary, etc. What we like to do is also work on the role with the particular person. From time to time, we sit down and talk about their responsibilities and expectations, and if needed, we adjust the role to help the person reach their full potential and make them even more efficient at what they do. As a result, you will not only have an overall more productive team, but your employees will actually enjoy doing what they do.
It is better to have one person working with you than three people working for you.
— Dwight D. Eisenhower
Squad goals at work? Why not.
The number one priority at Kime is having a team with strong personal connections and meaningful relationships. That's actually one of the main reasons Kime HR came to life in the first place—to make building social connections in a remote setting waaaay easier for everyone. After logging into Kime, your new hire can see everyone in the company, including their role, team and some fun facts about them. (Shh, it also helps with remembering everyone's names and faces so you know who you're talking to at your first in-person team building).
Regular CASUAL check-ins that we use (and you can too if you use Kime) let us get to know people at the company much better than we usually would just through work calls. Schedule regular check-ins that will automatically ask your team members fun questions like “What are you reading/watching right now?” or “How was your weekend?”. Responding to these definitely doesn't have to be mandatory. Still, it gives the more outgoing people a chance to be themselves, learn about their teammates, and share some exciting information about as well. Team members can then comment, ask more questions, or discuss whatever they want. Voilá, you're all work buddies. 🙋♀️
Shadowing and training
Nothing beats hands-on experience, but everyone learns differently, so mix it up and include shadowing, e-learning modules, or interactive online workshops. We're big fans of job shadowing cause it provides practical insights and helps the new hire understand the flow of work. We also encourage all employees to shadow colleagues from different departments so they can not only learn about their work but also get to know each other better as people since they may only work together sometimes. Think of it more as a fun chat with your colleagues while they do their work.
The vibe check
We suppose you already did this during the hiring process, but don't be afraid to talk about the company culture some more. Your company culture is your secret sauce. Make sure your new hires soak it up. Communicate the values, norms, and expectations by sharing stories or traditions that the company holds. You want to make sure your new team members fit right in, and by doing all this, you set them up for long-term success within your organization.
FAQ – Ask away
What if my new hire is struggling to connect with the team?
Working in remote teams can be challenging. Encourage open communication and schedule virtual social events like a regular “Friday coffee talk” where your team can talk with everyone and connect on a different level. 💪
What if there's a time zone difference between team members?
Some team members might just be waking up, while others are approaching the end of their work day. Do your best to plan meetings and communication times that fit everyone's schedules. Utilizing asynchronous communication tools (like Kime HR 😉) will also help. You can use the regular check-ins in Kime to start discussions and comment on other's posts to align on projects.
How to deal with technical difficulties with company systems and other software?
Provide a detailed checklist of equipment and software the new hire will need. Work with your IT department and connect IT with new hires so they can reach out with questions or issues when setting everything up. Clear instructions and accessible technical support are the way to go.