How to build a strong connection with your new hires in remote work

Remote Work: Ongoing Challenges and Onboarding New Employees

Remote work continues to be a real challenge for many companies, requiring continuous adaptation to this new mode of working, which often demands new skills, different interactions with employees, continuous communication, and a new style of leadership. One of the most challenging processes to manage in remote work remains the onboarding stage for new employees.

Remote Onboarding Process

It is important for all companies to pay special attention to the onboarding process, especially now, when in most cases the integration of new employees is done exclusively digitally. A successful onboarding process focuses largely on people and how they should perceive the company and their role within it. If the first contact with the company is positive and engaging, sparking the employee’s curiosity, the chances of retaining the new employee are much higher, saving the organization time and resources in recruiting new people.

Remote onboarding follows the same steps as a traditional onboarding process but remotely, using various digital tools such as videos, video calls, and even virtual reality tools.

An important feature of the remote onboarding process is that it spans a longer period to ensure the newcomer fully understands their role within the company and does not feel excluded from the team.

The main objective of the remote onboarding process is to provide the new employee with a pleasant and rewarding experience, making them feel like part of the organization even if they are not physically in the office.

Practices for a Successful Remote Onboarding Process:

1. Communication, and More Communication

Starting a new remote job can be a real challenge. Just like when everyone worked in the office, new employees want to make a good first impression and establish connections with colleagues and the organization. HR must maintain close contact with new hires and communicate openly throughout each stage of the onboarding process.

2. Ensure New Employees Have Everything They Need

All necessary programs and tools for optimal work conditions, including VPN access, should be pre-configured on the new employees’ laptops. In addition to the laptop, new employees should be provided with accessories such as a mouse and especially headphones, which are crucial for online meetings.

3. Information New Employees Should Know Before Their First Day

New employees should know their working hours, specifically start and end times, before their first day. Not everyone is used to working remotely, so they need to be informed about which platforms will be used for online meetings to familiarize themselves with them before starting. If this is not possible and the employee is unfamiliar with a platform, a training session should be organized before the actual start to ensure they can participate in the online integration process.

4. Personalize the Onboarding Process as Much as Possible

The most important aspect of the remote onboarding process is involving the new hire in the team. Team members should contact new employees to help them feel included in the organization. Normally, new employees would be greeted with a friendly smile on their first day at the office; now, they receive a screen image. A small personal connection can be very helpful.

To promote team communication and ensure a connection between current employees and the new hire, you can schedule virtual coffee breaks or virtual lunches.

5. Be Engaged

New employees have to process a lot of new information despite the physical distance, and questions arise as the information load increases. Make it clear that you are willing to answer any questions. For example, you could schedule a daily 15-minute meeting dedicated to a short Q&A session, showing new employees they are important and valued in the team, leading to greater engagement and a better understanding of the company’s values and culture.

6. Motivation Through Appreciation

Another challenge of the remote onboarding process is motivating new employees, as motivation used to come from occasional interactions or informal feedback. Now, encourage them during online meetings and show appreciation for their attention to training sessions.

Building a Good Remote Working Relationship with New Employees

Before the COVID-19 pandemic, building a relationship between employee and manager involved face-to-face meetings, team meetings, or even lunch breaks. Now, things are different. For long-time employees, face-to-face meetings have turned into online meetings, but for new employees, remote work can be a real barrier to forming work relationships.

Building a good working relationship helps new hires start their new job positively and represents a first step toward long-term commitment to the company, ultimately leading to employee retention.

After new employees are familiar with the company’s activities, internal procedures, and their practical duties through the onboarding process, managers must continue to invest time and energy in involving them in teams.

There are basic principles for building good working relationships, especially with new employees, even when working remotely:

1. Put Yourself in Their Shoes

Remember what it’s like to be a new employee. New employees do not know the company’s internal policies or procedures. This is amplified when working remotely, as they cannot easily ask a colleague in the office. HR departments should identify the most common questions new employees ask to provide clear answers to future new hires. Also, designate a few people they can contact for urgent questions.

2. Be Available

Managers have a wide range of responsibilities, but it is crucial to show availability, especially at the beginning, and ensure everything is going as expected. Even though technology allows us to connect quickly, be patient as integrating a new hire into the team and company may take extra time in remote work.

3. Share Your Work Style

Explain your work style but also get to know theirs to work well together. Find ways to share how you like to work without imposing your style on them.

4. Set Performance Indicators Together

New employees seek clear direction on how to perform their tasks and how their performance will be evaluated. Managers should review the job description, performance evaluation process, and performance standards with the employee in an individual meeting.

5. Provide Consistent Feedback

After discussing your expectations with new employees, it is crucial to provide feedback on their performance. Encourage them when they do well and correct them when they make mistakes so they understand if they are on the right track.

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