Remote Onboarding Basics, Process, and Checklist

Whether you’re hiring in-person, hybrid, or remote team members, successful onboarding requires a proactive, step-by-step approach. While many steps are the same no matter the type of worker you’re adding to the team, onboarding remote workers adds complexities that need to be taken into account.

Providing new remote team members with the right resources and support can help reduce training costs and drive engagement, productivity, and retention. In this guide, learn about the importance and nuances of remote onboarding, how to implement a step-by-step process—along with a checklist—as well as remote onboarding best practices and challenges.

What is remote onboarding?

Remote onboarding is the process of welcoming and training new team members when they join your organization in a remote or virtual capacity, rather than in person. This process has become increasingly common and important in recent years as more companies have embraced remote and hybrid work environments.

Structured remote onboarding is essential to ensure new employees feel welcome, engaged, and prepared to succeed at the organization in the absence of in-person, face-to-face interactions. An effective process involves thoughtful planning, an emphasis on communication and collaboration, and access to the right technological solutions to ensure seamless onboarding and a productive start for new workers.

Importance and objectives

Compared to a traditional, in-person onboarding process, the remote onboarding experience presents unique challenges and differences. Without a structured remote onboarding process, you risk disengagement and a lack of clarity on roles and responsibilities among new workers.

According to a survey conducted by Paychex of 1,002 employed Americans, among respondents, remote workers are the most likely to feel undertrained (63%), disoriented (60%), and devalued (52%) after onboarding.

Making someone feel welcome and that they’re part of the team requires careful consideration in the absence of in-person interactions, such as a face-to-face smile, firm handshake, and first day lunch. Identifying ways to welcome team members virtually during remote onboarding can help ensure they feel as though they fit in and are valued when in-office onboarding isn’t an option.

Onboarding remotely also presents some logistical challenges. Completing human resources and legal paperwork—which may contain sensitive data like Social Security numbers and bank accounts—securely is one issue. Shipping equipment and granting access to technology systems can also be more complicated. Leveraging onboarding software or engaging an onboarding specialist can help you effectively manage many of the logistics.  

Additionally, conveying expectations and administering training can be tricky when onboarding remotely. Setting clear expectations and deadlines—such as when initial assignments and training modules are due—can help simplify the process.

The remote onboarding process

While some may think the onboarding process primarily involves completing administrative tasks during the first day, an effective onboarding process is much more comprehensive. In fact, according to research from a consultant for Fortune 500 companies, the most successful organizations onboard new hires for the entirety of their first year, with special attention paid during the first month.  

Stages of the early process include:

• Pre-onboarding
• First day
• First week
• First month

Pre-onboarding

Including pre-onboarding, also sometimes called pre-boarding, in your process can help excite new workers and prepare them for a smooth start. While you don’t want to overwhelm new team members with too much information before the first day, sharing important resources and completing administrative tasks ahead of time can streamline the process.

Helpful pre-onboarding steps include:

• Sending a welcome email. In your welcome email, reiterate your excitement about the new worker joining your team. Share a copy of the job offer or contract and include their work schedule, location, pay information, and start date. Consider adding additional details or company resources, such as an overview of the individual’s direct team and an employee handbook or company overview. Also share onboarding documentation such as tax forms and benefits paperwork, so each new team member has the option to review and ask questions ahead of their first day.
• Shipping equipment. You’ll likely need to ship company-issued equipment such as a laptop, monitor, keyboard, and mouse to each remote worker before their start date. Confirm addresses before shipping and ensure any necessary software for each specific role is included on individuals' devices. Also confirm with your IT team that new workers will have access to systems such as email, the company intranet, messaging apps, and video conferencing software.
• Preparing existing team members for new workers. Announce new hires to your existing team and share background information about each, including how new roles will interact and collaborate with the team. Also make sure each new worker’s manager is prepared to meet with them on the first day.  

First day

On each worker’s first day, striking the right balance between scheduled introductory meetings and flexible time to get settled is important. A lack of a structured schedule may lead to disengagement among new team members, but leaving some time for self-guided learning is also helpful.

Steps to focus on during the first day include:

• Conducting virtual orientation sessions. Virtual orientation sessions conducted via video conferencing can help introduce new workers to the company and their role. Consider planning start dates and orientation sessions with multiple new workers at once so they can acclimate to the company together. Encourage new hires to keep their cameras on to support a more personal, engaging experience. During orientation sessions, cover topics such as the company history, mission, and values, organizational chart, HR policies and procedures, company culture and work environment, and an IT systems overview.
• Assigning onboarding mentors or buddies. Pairing each new hire with an existing team member can help ease the transition and help workers feel a sense of belonging. This is particularly important in remote environments, which can leave workers feeling isolated without a sense of connection. Encourage mentors or buddies to meet with new workers on a regular basis to help them get to know the organization through casual, informal interactions.
• Scheduling meetings between each new worker and their manager. Before the end of the first day, each new team member should meet with their manager. During this time, the manager can welcome the worker to the team, reiterate the role and responsibilities, set communication expectations, and answer any questions the new team member may have.
• Extending access to essential team resources and shared documents. In addition to receiving access to company-wide software and systems, each new worker will need to access resources specific to their team or department. Resources may include shared documents or drives, team-specific channels on messaging apps, and project management tools.

First week

Throughout the first week, new workers will have the opportunity to focus on any other required orientation sessions, participate in self-guided learning, meet other team members, and begin working on assignments.

The following steps can help support a successful first week:

• Completing initial company and role-specific training sessions. In addition to the orientation session on the first day, you may schedule other training sessions or assign learning modules throughout the first week and beyond. Consider including a mix of scheduled training sessions, time for self-guided research and learning, and company or role-specific learning modules through an online learning platform. Simply scheduling orientation meetings for the entire first week can lead to information overload. Hands-on learning can help new team members better acclimate to the company.
• Inviting new team members to regular check-ins. Extend invitations for new team members to join recurring team meetings and encourage managers to schedule recurring one-on-ones with all workers. During the first team meeting, set time aside for new workers to introduce themselves and get to know the rest of the team. One-on-one meetings offer the opportunity to check in on goals, projects in progress, and questions from new workers.
• Assign initial projects and set short-term goals. While much of the first week will focus on orientation and training, new workers are likely eager to start making positive contributions to the business. Before the end of the first week, start assigning initial projects and provide adequate time for team members to complete projects while balancing other onboarding requirements.

First month

Successful onboarding continues beyond the first week and into the first month, quarter, and even the entire year, and can have a significant impact on engagement and retention among new workers. A survey conducted by Aptitude Research of more than 300 talent acquisition and HR leaders found that 86% of respondents believed new hires made the decision whether to stay at a company within their first 90 days.

The first month enables new workers to get more acclimated into their roles, increasingly collaborate with team members, and focus on long-term goals and priorities.

The steps below can help new workers continue to acclimate to the business during their first month:

• Integrating the new hire into the team culture. Remote work can be isolating if individuals don’t feel a connection to the company and team culture. Identify opportunities for new workers to get to know team members better on both an informal and professional basis. Ways to do so include scheduling virtual team building activities and assigning new workers to collaborate on projects with both direct team members and other departments.
• Setting long-term goals. As initial orientation sessions wrap up, managers should meet with workers to identify long-term goals. During this time, managers partner with each new team member to build a 30/60/90 day plan. Setting SMART goals, meaning goals that are specific, measurable, attainable, relevant, and time-bound, can simplify the process of working toward and measuring long-term goals.
• Scheduling a performance review. Performance review cycles vary by organization and may be monthly, quarterly, semi-annually, or annually. If your upcoming performance review period is within the first few weeks of a new hire’s time at the company, you may want to hold off until the next cycle for a formal review. During performance reviews, you can give feedback and discuss progress toward goals, areas for improvement, and opportunities for ongoing training and development.

Remote onboarding checklist

Once your organization develops a step-by-step onboarding process, creating a standardized checklist can help ensure you don’t miss any important tasks or milestones each time a new worker joins your team.

Use the following checklist for inspiration and add or remove steps based on your specific process and requirements. Regularly update your remote onboarding checklist to reflect changes in your process, business goals, or company policies.

Download the full template

Best practices for remote onboarding

Remote onboarding can be more complex than an in-person process. However, by keeping best practices in mind and implementing a structured process, you can increase the likelihood of success.

Best practices include:

• Collaborating closely with IT.  Work equipment and systems available to remote workers can have a significant impact on their productivity, engagement, and job success. According to a survey of 6,698 workers conducted by Freshworks, 91% of respondents reported feeling frustrated due to inadequate workplace technology. Each time you hire a new worker—whether or not they’re remote—collaborate with your IT team to confirm equipment will be available and new team members will be granted access to necessary systems ahead of their first day.
• Leveraging the latest technology. In addition to collaborating with IT on equipment and systems access, embracing the latest technology solutions can help streamline the remote onboarding process. Some examples include onboarding software, online learning platforms, talent assessment tools, access management systems, and messaging apps. Leverage the latest technology to drive engagement and productivity among new team members, share clearer communication and regular updates, and centralize critical onboarding information.
• Collecting feedback from new workers. Improving your remote onboarding process over time can help you support the best possible experience for new team members. Consider distributing surveys, scheduling one-on-one feedback meetings, or conducting focus groups after onboarding to ask new workers about the most helpful parts of the remote onboarding process, as well as areas for improvement. Review and implement feedback on a regular basis.
• Offering ongoing support and resources. Onboarding doesn’t end following initial paperwork and orientation. Identify ways to offer new remote team members ongoing support and development resources, such as access to online learning sites, reimbursements for professional development courses and certifications, and virtual team or company-wide training sessions. Also meet with each new team member on a regular basis to ask if they need any additional support to succeed in their roles.

Common challenges and solutions

While remote work offers many benefits, such as access to a wider talent pool and increased flexibility for workers, overseeing virtual onboarding and managing remote workers can present some challenges.

Common challenges and related solutions include:

• Lack of a structured process. A defined onboarding program is essential for all team members and particularly important for remote workers. If new team members join an organization and don’t have any scheduled orientation sessions or don’t hear from their manager on their first day, this can lead to disengagement and frustration. Ineffective onboarding can also result in slower time to productivity for new team members.
• Miscommunication. Disjointed or inconsistent communication can complicate onboarding, especially among remote workers who can’t turn to a colleague in the office to ask a question. Ensure each new team member has access to virtual collaboration tools such as email, messaging apps, and video conferencing software. Also set expectations for which tools should be used for different types of communication, like quick questions versus project feedback.
• Navigating different time zones. One of the benefits of remote work is that your organization can access qualified workers from outside your direct geographic region. However, collaborating with team members across time zones can present challenges. Consider encouraging asynchronous communication to streamline interactions across time zones and schedules. This approach can also decrease the amount of time spent in meetings and enable projects to move forward faster.
• Technical issues. Addressing technical issues can be more challenging for remote workers because they can’t walk over to your IT department in the office to ask a question or receive support. Set up user-friendly resources, such as frequently asked question (FAQ) guides, a dedicated IT support email address or messaging channel, and an IT support ticket queue.
• Fostering connection and belonging. Relationship building doesn’t always come as easily in a remote environment as in person. Foster a sense of connection and belonging among remote workers—and all team members—by scheduling team-building activities, celebrating successes, hosting recurring team meetings, and regularly sharing updates and announcements with all workers.

Summary

Effective onboarding can help your organization make a positive first impression on new remote team members and ensure they’re motivated to positively contribute to the business.

By following a step-by-step process, leveraging a standardized checklist, implementing best practices, and addressing key challenges, your organization can forge strong relationships with remote team members and encourage collaboration, engagement, and retention across your entire workforce.

Additional resources

If you’re looking for additional support with your onboarding strategy and process or managing remote teams, you may find the following resources helpful.

Onboarding resources:

• What Is Employee Onboarding? Full Guide With Beginner Tips
• How To Improve Your Company’s Employee Onboarding Program
• Top 5 Best Practices for Onboarding New Employees
• Top 10 Onboarding Challenges and How To Solve Them

Remote work resources:

• Remote Workforce Management Guide: Basics and Best Practices
• How to Build a Successful and Effective Remote Workforce
• 7 Top Tips for Successful Remote Work
• Complete Remote Work Glossary of Terms (75+ Words & Phrases)
• 10 Benefits of Hiring Remote Workers in 2024
• Top 10 Data Security Best Practices for Remote Workers

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