a recruiter onboarding remote employees


Seamless Onboarding Remote Employees: Your Ultimate Checklist

July 29, 2022

Reem Al-Tamimi

Reem Al-Tamimi

Content Writer

Just like the first day of school – it’s normal for new hires to feel like they’re stressed, out of their element, and eagerly desperate to please. Stepping into the virtual office, they enter a world of unknowns, where distant faces on screens replace the familiar classroom. As an employer, the responsibility lies with you to ensure their onboarding experience is anything but daunting. The key lies in unlocking the power of a well-crafted HR checklist that effortlessly transforms your onboarding remote employees process into an exceptional journey of integration and success.

In this rapidly changing work environment, hiring remote employees has become more common than ever. It offers exciting prospects for your company’s growth, but it also poses unique challenges when it comes to seamlessly onboarding remote employees into your team. How do you bridge the gap of distance and create a sense of belonging and camaraderie? How can you ensure your new hires are up to speed with their responsibilities while also aligning with your company’s culture, values, and practices?

Take a deep breath because we’re here to guide you through the art of seamless onboarding of remote employees.

How to onboard remote employees

In the world of remote work, onboarding new employees takes on a digital twist. As businesses embrace virtual collaboration, mastering the art of onboarding remote employees is essential for success. 

Let’s discover expert tips for onboarding remote employees and keep the experience as productive as possible. 

Equipping new hires with essential tools and guides

A recruiter finding the best way for onboarding remote employees

Working remotely presents its own set of obstacles. To get started, it’s crucial to make sure that new remote employees have the needed technology, such as a good laptop and a strong internet connection. Additionally, some new employees might not have the necessary equipment to work from home. To address this, opt to ask new hires if they need any equipment to work more efficiently prior to their starting date. Then, take proactive steps to provide them with what they need before their first day at work. Afterward, confirm that they have received the essential equipment for their task and, if necessary, request that your IT staff assist them with the setup process. Empowering employees with the right equipment sets the stage for a successful remote work journey, fostering productivity and a sense of support within the organization.

Embrace paperless efficiency with digital documentation

Streamlining the onboarding process by finalizing paperwork digitally brings a wave of efficiency to your organization. Often, gathering and processing paperwork from new hires can be debilitating and time-consuming. Required documents are usually handed over by hand or sent by email, printed, and then added to the employee’s file. However, this leads to a higher probability of documents being lost, which affects the onboarding process, shows signs of unprofessionalism, and could frustrate new hires.

On the bright side, onboarding software like EVA-BOARD eliminates these delays by automating the entire onboarding process for you. For example, EVA-BOARD allows you to send new hires multiple documents that need to be signed and cleared before day one. You can even seamlessly share documents and request e-signatures instantly by integrating the onboarding software with DocuSign! Embracing these digital solutions ensures a seamless experience, enhances professionalism, and boosts the productivity of your onboarding process.

Unveiling company culture through engaging videos

A recruiter setting the standards for remote onboarding

Despite the physical distance, remote employees play a significant role in shaping your work environment and culture. To enhance their experience and foster a sense of belonging, leverage the power of onboarding software to streamline the process of sharing engaging videos and valuable information.

Onboarding software simplifies the distribution of digital resources, ensuring that new remote employees receive the necessary videos promptly. It efficiently sends a digital version of the employee handbook, presentations, and publications about your organization’s values and mission.

Moreover, the software facilitates the seamless sharing of photographs and video footage from all-hands meetings, allowing remote employees to witness the company’s events and initiatives in real-time. Pre-recorded videos can be effortlessly uploaded and shared, backing up the onboarding process and making the content more captivating.

With onboarding software, your organization can create a cohesive and immersive onboarding remote employees experience that transcends physical boundaries, strengthening the connection between remote employees and the company’s culture. 

Ensuring familiarity with essential apps and tools

When new hires join a new job, it’s common for them to encounter unfamiliar tools or applications. To ensure smooth communication and collaboration within the team, here are the best methods for contacting team members in case of inquiries or troubleshooting issues. Additionally, setup instructions for the following tools are provided:

  • Business Email:
    • Set up your business email account by following the instructions provided by the IT department or HR.
    • Familiarize yourself with the email interface, including composing, replying, forwarding, and organizing emails into folders.
    • Ensure you understand the company’s email etiquette and policies for confidentiality and data security.
  • Group Messaging Tool:
    • If your company uses tools like Slack, Microsoft Teams, or other group messaging platforms, make sure you have access to the appropriate channels.
    • Install the messaging app on your computer and mobile device for easy accessibility.
    • Learn how to send direct messages to team members, join channels, and use emojis or reactions to express yourself.
    • Familiarize yourself with any specific channels related to your team or projects.
  • Software for Video Conferences:
    • Install the video conferencing software, such as Zoom or Microsoft Teams, on your computer and test the audio and video settings.
    • Familiarize yourself with scheduling and joining meetings, sharing screens, and muting/unmuting during conferences.
    • Check the guidelines for virtual meeting etiquette, like being on time and minimizing background noise.
  • How-To Guide for Additional Tools (e.g., Slack, Trello, Asana, etc.):
    • Tools like Slack explain how to create channels, mention team members, share files, and integrate other apps.
    • If using Trello or Asana, provide step-by-step instructions on creating boards or projects, adding tasks, assigning team members, and updating task status.
    • Include information on any other collaboration tools, workflows, or software commonly used in the company.

Once new employees become acquainted with these apps and tools, they will feel more at ease to dive into their tasks and collaborate effectively with the team. To ease the onboarding remote employees process, the company may also have specific onboarding software to assist in learning and adapting to the new work environment. The combination of clear instructions and user-friendly onboarding software will empower new hires to hit the ground running and contribute to the team’s success.

Establishing clear goals and expectations

A recruiter establishing goals and expectations for the onboarding process

A successful onboarding process involves introducing new employees to the company’s culture, regulations, and workflows, as well as setting them up for success from day one. For remote employees, it is essential to avoid any feelings of being lost or uncertain about their next steps.

Here’s how you can help set the stage for new employees’ success:

  • Task Calendar: After new hire training and onboarding sessions, you need to create a task calendar for the new employees. This tool will outline their upcoming duties, so they won’t have to wait for you to be online to figure out what to do next. By providing a clear roadmap, you empower them to take ownership of their tasks from day one.
  • Goals, Goals, Goals: Together with the new employees, you need to establish clear short-term and long-term goals. Defining these objectives will help the employees understand what’s expected of them and stay focused on achieving those milestones. Regularly discussing progress and offering guidance will keep them motivated and aligned with the team’s objectives.
  • Weekly One-on-One Meetings: Communication is paramount during the onboarding remote employees process. As a recruiter, you need to schedule weekly one-on-one meetings through the onboarding software. These meetings are an opportunity to address forthcoming projects, track progress, and address any concerns they may have. Your guidance and support during these sessions will be invaluable to their success.
  • 30-60-90-Day Plan: As part of the onboarding process, you need to provide a comprehensive 30-60-90-day plan to the new employees. This plan will outline what is expected of them during each phase, leaving no room for confusion or ambiguity. This clear roadmap will help them feel more confident and assured as they settle into their roles.

By taking a proactive approach to onboarding, you can ensure that new remote employees feel supported, engaged, and motivated right from the start. Moreover, onboarding software you in providing a seamless experience, allowing you to focus on building a strong and productive team.

Facilitating Meetings with Team Members and Key Players

Set the stage for remote employees’ success by organizing crucial meetings with various team members and key employees. Whether through one-on-one sessions or group calls, these interactions are essential during their initial days. Remote employees should connect with their coworkers, their manager, and direct reports, as well as employees from other departments they’ll closely collaborate with.

To kickstart this bonding process, send out an introductory welcome email to all employees, introducing the new hire with the help of recruiting solutions. Regular meetings with the team not only strengthen the bond despite the distance but also foster a sense of belonging and collaboration. In this virtual realm, teammates can come together, support each other, and collaborate seamlessly, empowering remote employees to thrive in their new roles.

Arranging Essential Training for Seamless Onboarding Remote Employees

When it comes to onboarding, training is the secret to success! Providing new hires with comprehensive training and guidance sets them up for greatness from day one. It’s not just about equipping them with the skills to tackle tasks efficiently but also ensuring they quickly become familiar with workflows.

But wait, there’s more! Cutting-edge onboarding software can make training and onboarding new employees remotely a breeze. Engaging and interactive sessions keep remote employees hooked, with access to a treasure trove of training materials, videos, and resources at their fingertips.

A recruiter sending training courses for remote employees

Bottom Line

In the dynamic world of remote work, crafting a seamless onboarding remote employees experience for your new remote employees is like charting a thrilling course to success. From the initial hiring process to their seamless integration into the virtual workspace, every step counts! 

Luckily, we’ve got the ultimate secret weapon to ensure a smooth journey and help you follow your onboarding remote employees checklist smoothly: cutting-edge onboarding software, EVA-BOARD.

With this futuristic solution, you can effortlessly onboard remote newcomers, creating unlimited onboarding processes and centralizing all tasks in one place. Streamline the hassles of paperwork as you seamlessly share documents and request e-signatures instantly. 

Request a free demo of EVA-BOARD and witness how it revolutionizes your onboarding remote employess process, making it an exhilarating ride to success!

Turn top talent to employees fast

Hire, assess, onboard and manage top talent for every job. See how Elevatus streamlines everything; from acquire to new hire.

Request a demo


Reem Al-Tamimi

Reem Al-Tamimi

Turn top talent to employees fast

Hire, assess, onboard and manage top talent for every job. See how Elevatus streamlines everything; from acquire to new hire.

Request a demo