Remote Onboarding: Definition, Process, and Best Practices!

Feeling stressed about onboarding new hires remotely? I’ve seen how difficult it can be for new hires to settle into a role without the usual in-person interactions.

Whether you’re an HR or a manager, you must make the process easy and welcoming for every new hire.

In this article —

• Why remote onboarding matters
• Easy-to-follow steps for success
• Tips to overcome common challenges
• Best practices to ensure lasting results

So, let’s get started!

What is Remote Onboarding?

Remote onboarding means welcoming new team members and helping them get started. It’s designed to help employees adapt to their roles, connect with their team, and understand the organization.

By using video calls, online tools, and digital resources, you can help new employees feel welcomed, and supported. Therefore, your employees feel ready to start working effectively, when they're working remotely.

Now, this process includes a lot of things like —

• Setting up work essentials.
• Introducing company culture.
• Providing the training needed for the job.

Remote employees should have a smooth and enjoyable onboarding process, just like in-office workers.

Why is Remote Onboarding Important?

Remote onboarding is vital in helping new hires succeed when starting. For your employees, joining a new team remotely can feel overwhelming without that natural connection to others.

That’s why a clear and supportive onboarding process is important. In fact, a study by Glassdoor shows that companies with good onboarding can improve retention by 82% and increase productivity by over 70%.

Plus, it ensures new team members feel welcomed, understand their role, and know how to use the tools they need. A well-thought-out onboarding process helps remote workers understand what’s expected, gain confidence, and settle into the culture.

Over time, it makes it easier to adapt, work effectively, and stay connected.

Further Read: How to Work from Home Successfully

What to Include in the Remote Onboarding Process

Starting a new job remotely can be challenging without proper guidance. Here’s what I include to make my remote employees' transition easier —

• Clear Role Expectations: Clearly explain the employee’s job duties, what they’re expected to achieve, and how their work will be measured in the short and long term.
• Communication Tools: Show new hires how to use video calls, messaging platforms, and email effectively. I give clear instructions to keep communication smooth.
• Equipment and IT Help: I make sure you have everything they need to start working on their first day. It includes all the necessary tools and clear instructions on how to set them up.
• Virtual Introductions: Organize online meetings with team members and key contacts. These introductions help new hires understand their roles and build relationships quickly.
• Important Training Resources: Share access to training materials, company policies, and instructions. It gives new hires the tools they need to learn and grow in their role.
• Regular Check-Ins: Stay connected during their training period. Offer consistent feedback and support to help them adjust and succeed.

Checklist for Remote Onboarding

Here's a simple checklist I usually implement while onboarding remote employees —

• Send Pre-Boarding Essentials: Before their first day, share helpful tools like an intro video, some branded goodies, and any equipment they’ll need.
• Host a Friendly Meet-and-Greet: Start their first day with a casual virtual chat. It’s a great way to meet the team and ease into their new role.
• Plan an Orientation Session: Walk them through the company’s values, team setup, and important documents. Don’t forget to introduce their buddy or mentor for extra support.
• Connect Them with HR: Set up a time for them to ask questions about benefits, policies, or anything they’re curious about in a relaxed conversation.
• Help with IT Setup: Make sure they know how to use the tools and software needed for their role while covering data security basics.
• Share Team Goals and Resources: Let them in on team objectives, contacts, and calendars to keep communication smooth and productive.
• Train on Products and Processes: Give them hands-on experience with your services and systems so they feel equipped to contribute.
• Create a 30/60/90-Day Plan: Break their first three months into clear steps, with regular check-ins to see how they’re doing and offer support.
• Foster Team Connections: Use platforms like Teams or Slack to help them connect with colleagues and feel part of the group.
• Offer Role-Specific Training: Focus on what they need to succeed in their specific role, from tools to workflows.

Step-by-Step Process to Remote Onboarding: How You Should Do It

Here are some simple yet effective steps to help you onboard new employees effectively —

Step #1: Make a Great Start with Pre-Boarding

Trust me, starting strong with pre-boarding can make all the difference. It’s the phase between signing the contract and the first day on the remote job.

During this time, I’ve seen how important it is to prepare everything your new hire needs to feel confident and ready. As Jonah says,

“Starting a new job can be nerve-wracking, especially when you don't have all the information you need.”

So, to make things easier, I give them access to the tools they need every day. It includes email, chat, project management software, and training materials.

In particular, try to avoid login problems to prevent unnecessary stress on their first day. Since they’re onboarding remotely, staying connected becomes even more important.

So, a little effort in clear communication goes a long way. Remember, skipping pre-boarding might not seem like a big deal, but it can quickly lead to a chaotic start.

Step #2: Build Collaboration Into Onboarding

From my experience, onboarding works best when it’s a shared effort. It's not enough to just give people instructions. I always do two things —

• Create clear, easy-to-follow guides.
• Make the learning process interactive and engaging.

Part 1: Working Together to Make Great Onboarding Materials

First, involve your team in building onboarding content. I’ve found that no one knows the ins and outs of their work better than the people doing it.

Let your experts contribute by creating learning modules and sharing their knowledge.

It makes things easier for you while giving the new hire a chance to connect with different teams.

Further Read: Why is Collaboration Important in the Workplace?

Part 2: Teamwork During the Onboarding Process

Next, focus on collaboration during the onboarding process itself. Use simple tools, like forums, where new hires can ask questions and get quick answers.

These back-and-forth interactions bring your materials to life, turning them into an evolving guide filled with real insights.

So, involve others and keep the lines of communication open. It’ll make the onboarding process more personal, helpful, and successful.

Step #3: Make Onboarding Personal for Each New Hire

From my experience, onboarding is most effective when it’s engaging, practical, and designed around what each person truly needs.

In fact, if a company does excellent onboarding, 69% of them will stay for a minimum of 3 years.

That’s why, when I hire someone, I use what I learned about them during the interview process. This information helps me understand their goals and expectations.

Remember, everyone needs a basic introduction to their new job. So, I've realized that creating a customized plan for each new hire is really important.

In that case, you can create a learning plan based on their specific role. It should let them learn at their own pace and provide the resources they need to succeed.

Step #4: Keep New Hires Engaged with Checklists and Gentle Reminders

Look, it’s easy for new remote hires to lose focus during onboarding. To keep things on track, you can rely on simple checklists and a few well-timed nudges.

A checklist breaks the process into clear, manageable steps, so no one feels overwhelmed or unsure of what to do next.

To keep the momentum going, you can send gentle reminders—whether it’s a quick note or an alert through a project management app.

These small efforts keep things moving smoothly and help new hires feel supported and accomplished every step of the way.

Step #5: Gather Feedback Regularly and Improve as You Go

Onboarding isn’t just about helping new hires settle in. You must also refine the process itself. One of the best ways to do this is by regularly asking new team members for their thoughts.

In my case, I check in to find out what’s working, what feels unclear, and how the process is helping them settle into their role. Even a quick chat, whether over Zoom or a phone call, can reveal a lot.

I’d suggest embracing AI like Chatbots. They can answer simple questions, give information, and help new remote employees get started. You can add these chatbots to your company's website or internal messaging apps.

Besides, in the US, 68% of companies are already using AI to hire and onboard new employees, according to LeenaAI.

Over time, you’ll notice that these small adjustments for quick conversations lead to big improvements.

Step #6: Track Success with Clear Onboarding Metrics

To make sure my onboarding process is working, I always rely on clear and simple metrics. These numbers can help you track how well new hires are doing and if the onboarding process is working.

And one thing you should always try is to set clear goals with deadlines to help new hires. This way, they know what they need to achieve and when.

For instance, I might ask a new team member to lead a product demo or learn how to use the best time tracking software like Apploye. I'd expect them to do this well within their first month of work.

Therefore, you can spot what’s working and what needs adjustment.

What are the Challenges with Remote Onboarding?

I’ve had some difficulties when welcoming new hires. You should be aware of these challenges so you can deal with them effectively.

1. Time Zone Differences

Managing remote onboarding across different time zones is one of the trickiest challenges. Coordinating meetings, training sessions, and check-ins often leads to frustrating delays when everyone’s schedules don’t align.

Besides, without a good plan, it’s easy for the process to feel disjointed and inefficient. Now, what’s worked for me is setting clear expectations upfront. That’s why I —

• Ensure everyone knows when their teammates are available and
• Encourage asynchronous communication as the default.
• Real-time conversations are reserved for when they’re truly necessary.
• Use tools like shared documents and video messages can help new hires learn at their own pace.

Onboarding can work well for everyone, even if they're in different places, by being flexible and using these methods.

2. Monitoring Work and Productivity

New hires always need time to find their rhythm before they become fully productive. When working remotely, it can be tough to track their progress without the right tools.

That’s where software like Apploye becomes truly helpful.

Apploye offers features like time tracking and activity monitoring to help you see how your new team members work. You can check their timesheets and see idle time tracking to understand if they need help.

3. Communication

Trust me, effective communication is the heart of good onboarding.

For remote teams, though, it can get complicated. New hires often struggle to figure out which tools to use or when to ask for help, leading to unnecessary stress.

Here, clear guidelines and regular check-ins with a mentor or supervisor can make all the difference. A quick chat to address questions or set goals builds confidence and comfort.

In fact, 51% of remote managers like it when their team members communicate asynchronously. So, to help your team work together well, use reliable tools and set clear rules for communication.

Further Read: 16 Best Virtual Team Communication Tools

4. Company Culture

It’s tricky for new hires to feel connected to the company culture. Without the chance to meet colleagues in person or experience the buzz of the office, it’s easy for newcomers to feel disconnected.

To bridge this gap, host virtual sessions to share your company’s mission, values, and history in a personal, engaging way. Encourage informal online meetups or team hangouts to help newcomers feel part of the team.

Even remotely, these small steps can build meaningful connections.

5. Overcoming Technical Issues

Technical issues can quickly turn onboarding into a frustrating experience, especially without someone nearby to help. Yes, digital tools are vital, but they must be simple and reliable.

Moreover, poor internet connections, especially in rural areas, can make things worse. In all the worst scenarios, here’s what worked for me make sure every new hire knows exactly —

• Where to go for tech help
• Whether it’s a dedicated chat, email, or phone line
• Use tools that are simple and user-friendly, like drag-and-drop software

For those with unreliable internet, offer solutions like covering coworking space costs. These small steps can make onboarding smoother and less stressful.

6. Providing Resources and Support From a Distance

Remote onboarding is challenging. See, without face-to-face interactions, it’s harder to gauge how new hires are settling in. So, regular check-ins are vital. They give employees space to ask questions and share concerns.

Plus, your IT teams should always be ready to —

• Fix home internet issues,
• Teach basic tech skills,
• Handle repeated questions, etc.

Most, importantly, with limited resources, this all can become too much to handle. That’s why you must arrange vital resources and provide good training and reliable tools.

Without these, remote onboarding can be a frustrating experience for all.

Remote Onboarding Best Practices: Top 5 Set of Rules

An effective remote onboarding sets the stage for employee success. So, here are some best practices you can do during the remote onboarding process.

1. Clearly Define Expectations

Clear expectations are the foundation of successful remote onboarding. That’s why I always make it a priority to communicate exactly what’s expected right from the start.

Plus, regular check-ins are just as important beyond the first week as they are on day one. They give new team members a chance to ask questions, share concerns, and stay engaged.

So, keep open communication to guide and support new hires through every step of the way.

2. Assign a Mentor

Mentoring can help new remote employees feel more supported and connected. A mentor can offer advice, answer questions, and make them feel like they belong.

Often, it's better to pair them with a more experienced team member, not their manager. Most importantly, most Gen Z (83%) workers say having a mentor is important for their career.

So, this approach benefits both the new hire and the mentor, who gain valuable leadership experience.

3. Provide Training

Not everyone is familiar with remote work tools right away. That’s why I always ask new hires how comfortable they are using platforms like Slack, Zoom, or Google Meet before they start.

You can give them short training or simple guides, to help new hires join all onboarding activities without stress.

However, learning doesn’t end there. Each workday offers a chance to improve performance. I also suggest they take optional courses.

Further Read: How to Improve Employee Performance?

4. Start a Buddy program

A buddy system can improve the onboarding process for remote employees. A study by HBR found that new hires with a buddy were 23% happier after their first week. This satisfaction increased to 36% after three months.

Plus, a buddy helps new hires understand the team's culture and unspoken rules. The buddy helps the new hire feel welcome and supported as they learn their job.

5. Ask for Honest Feedback

When wrapping up onboarding, always make it a point to ask your remote team for their thoughts.

I want to know what made things easier for them and what didn’t quite hit the mark. Did anything feel confusing or could something have been explained better?

Hearing directly from them gives me a fresh perspective. Since they’ve just experienced the process, they’re in the best position to point out what worked and what didn’t.

Final Words

Remote onboarding is all about giving new hires a positive and well-organized start, even when working remotely.

From my experience, clear communication, personalized training, and building connections through mentors or buddies are key steps.

These small things help new team members feel good about themselves and make them feel like they belong.

As flexible work continues to grow, remote onboarding will become even more important. Tools like Apploye can help you track progress and offer the right support. Hence, your team will feel connected and well-prepared.

FAQs

What are the best tools for remote onboarding?

The best tools for remote onboarding include scripts like PowerShell for automated setups and GUI-based solutions for ease of use. Plus, RMM tools like Datto RMM or ImmyBot for efficient onboarding. These tools simplify tasks, remove old software, and ensure smooth setups for new employees.

How do I make new employees feel welcome remotely?

To make new employees feel welcome remotely, start with a friendly virtual introduction, provide clear expectations, and assign a mentor or buddy. Use tools like video calls and chat platforms for communication, and ensure they have the resources and training to succeed in their roles.

How long should remote onboarding take?

Remote onboarding timelines vary based on company needs, but with proper HR tools, some tasks can start before the first day. Employees should work semi-independently within the first week while continuing to learn and grow throughout the first few months.