DigiWorks

Guidelines for Onboarding New Employees

Feb 8, 2023 • 10 min read

One of the struggles in hiring new employees in the remote setting is planning a consistent and proper onboarding method. It is challenging to know if you have given enough information and find the necessary paperwork to guide them with the setup. But, we can assure you that having a proper template and checklist containing all crucial information and steps will help avoid missing out on any factor. Additionally, it will save your time answering questions that should have been given beforehand.

DigiWorks provided you with an essential guideline that you should keep in mind when onboarding new employees. This checklist will ensure you didn’t miss any process and share valuable insights. Plus, you will learn how this process makes a significant impact on employees and should be implemented by every company that wishes to handle their remote team successfully.


You’ll learn:

  • What is onboarding?
  • Prepare your onboarding checklist!
  • Onboarding Process: First Day Checklist
  • Onboarding Process: First Week Checklist
  • Onboarding Process: First Month Checklist
  • Onboarding Process: First-Year Checklist

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Use the DigiWorks platform to hire, manage, and pay remote talent from all over the world.

What is onboarding?

Onboarding is the process of introducing newly hired workers or employees into the management and the organisation, which is usually accomplished by the human resources department. It might also be referred to as organisational socialisation as it helps employees have a better understanding of the requirements and information about their position. It also gives new hires a warm welcome, a great impression, and a better overview of their new workplace. Onboarding takes a long process and usually goes on for months up to years. The only way to know if it is done is when the organisation successfully transformed new members into confident, loyal, and interactive employees. It also benefits the company, as it increases the rate of retention while decreasing turnover. Additionally, it provides a harmonious and collaborative work environment that benefits all team members.

Prepare your onboarding checklist!

A proper onboarding process starts even before the actual first workday comes. As soon as an employee is hired and the offer is accepted, onboarding should take place right away. It is not just about orienting them about the paperwork and projects they are assigned, but also the info, policies, structure, and practices of your company as well. A good onboarding process allows the employee to absorb the company culture and be warmly welcomed by co-members. Plus, it will give them an excellent first impression of the company that will surely last for a long time!

1. Send a welcome package.

Most traditional offices might have welcome packages such as goods, snacks, work accessories, and so on. This step is also highly effective for a remote work setup. Instead of assigning them multiple tasks right away, you can use this time to orient them about the needed things for their start-up. You can include personalised letters from the heads of the company, equipment, gifts, cards, passcodes, materials, and company information.

2. Email your new hire with a warm and welcoming message.

Aside from attaching documents about the necessary information about the company, employers can also add a personal touch and a message that conveys inclusivity in their welcome email. Then, they can insert the step-by-step plan for the onboarding process. Start date and work hours might have already been discussed, but indicating it in the message will encourage them that the company list all details. Together with the documents are an assigned contact person, a detailed list of necessary files, and the company policy, including corporate shared values and business ethics. Plus, you can also send the software and invite them to the platforms that they can use.

3. Provide essential accounts and software/hardware

Newly hired employees might tend to get confused and frustrated when they have no idea where to start due to lack of accessibility. That is why ensuring that your employees have their accounts set up and are given invites on all needed platforms is significant. You can ask them to create a professional/company email and send all the software they need to access. Additionally, companies can send vital equipment like headphones, computers, laptops, desks, or anything that will help them work efficiently and is needed.

4. Introduce your team to the new hire.

Just like in school, new students are usually introduced to the whole class. Virtual teams might have a hard time getting to know each other and have consistent interaction but introducing them to one another is an effective way to make newly hires feel welcomed. Moreover, the teams will also be informed on who will be joining them and what to expect. This step shouldn’t be forced on everyone; just ensure that all the employees are dynamic. Choose a method that will benefit everyone—perhaps a one on one call, group meeting, or informal chat. You can leave this process to the team or join them, whichever fits your company’s culture.

woman working remotely as a virtual assistant

Onboarding Process: First Day Checklist

The first workday is memorable and special to newly hired employees, knowing that it is the start of their new professional role. The onboarding process is usually headed by the human resources department, but the cooperation of all the team members will make it more successful. Let us check out the list of activities to do on their first day!

1. Say ‘hi’ to the new employee.

Hiring a new employee is similar to having a new family member. Therefore greeting them warmly will make a significant impact on them. Even if it is in Zoom or messages, it should make them feel welcomed, celebrated, and comfortable. Employees can include motivational and inspiring quotes that will surely push them to work harder. Remember that new employees will probably stay as much as they are, so there will be a lot of time to connect and create a bond in the workplace.

Greeting the new employee doesn’t have to be strict or forced. Spending time and attention to them, entertaining their questions, getting to know them, and explaining the things to do during their onboarding process should make them feel welcomed.

2. Check on necessary documents.

This step usually comes after the casual greeting with the team members. The new hire will have a virtual meeting with the HR department to discuss some necessary papers that are created beforehand. Send it all via email together with the welcome package they have prepared and add a personal touch to it. The content of documents and papers usually depends on the company, so it is better to discuss this part with the management.

3. Meet the company and respective teams.

This process is more like introducing the new hire to the company’s rules and policies and organisational structure. It is essential for them to learn who they will be working with and the higher-ups or heads that will lead and guide them during their entire employment. And of course, they need to be introduced to the company culture, in order to adapt and live through it.

It doesn’t have to be structured or too formal; just sure to touch their heart so they can feel the corporate spirit. Let them ask questions and furtherly understand the company they will be part of. To make it more comfortable, you can do the first check-in and make sure that they feel welcomed and appreciated in the workplace, even on their first day. You can also give them a virtual tour together with the other employees and make them feel united!

4. Dive deeper into the company’s what about.

The company might have a very long history and has plenty of information, but you don’t have to go into details when doing this part. Just summarise all the relevant information, such as the company’s history, mission, vision, goals, events, and policies. Your attitude should be light and lively during this step as you are not just making an impression of yourself to the new hire but also on the whole company. Here are the other things to include in the orientation:

  • Working methods and workflows
  • Brief history and events
  • Relevant software and hardware that they will utilise
  • Company’s policies, practices, and shared values
  • Work expectations
  • Performance review information

5. Finish the day with a short chat.

Starting up the onboarding day is just as important as wrapping it up! Taking care of your employee from day one will bring a higher retention rate and lower turnover. You can do a short chat about their thoughts on how their first stay went and ask for feedback and possible suggestions to make work-life easier for them. Additionally, you can inform them that regular check-ins will occur for the first few weeks.

Onboarding Process: First Week Checklist

Although the first day carries a massive significance and is jam-packed with activities, the first week will show that your company’s support system doesn’t just end in one day. Now that they have experience working in your company, it is best to consult about their learnings and truffles. To help you have better access through their week and successfully continue the onboarding process, here is a list of tasks to do:

  • Introduce them to the remaining important employees.
  • Ask for any issues and resolve them immediately.
  • Organise another virtual conversation and check in on them
  • Connect their learnings and thoughts to the company’s objectives.
  • Entertain any questions they might come up with after the initial training.

Onboarding Process: First Month Checklist

Now that the new employee has more experience, giving them a more profound view about the company, the setting changes. This process will not be centred on feeding them with information, methods, and practices. The focus will be on their insights and feedback while still giving them proper support. Here is the list of what you can do after a month of onboarding:

  • Allow them to share their overview of the training process.
  • Ask for initial feedback on co-team members and the rest of the organisation if possible.
  • Introduce them to other departments.
  • Make an in-depth explanation of desired actions, characteristics, personalities, and anything relevant for their and the company’s benefit.

Onboarding Process: First-Year Checklist

After a year of being in the company, your employees will know almost everything they should know and have probably mastered the workflow and policy of the company. Of course, it is something to celebrate! That is the best time to give them a platform that allows them to voice out their thoughts, resolve issues they might have faced, and create a two-way evaluation. Keeping your employees engaged and connected to the company might be challenging, but it is a worthy process. It might seem like onboarding a new hire takes a lot of time for a year, but the process only ends when they become an active and loyal employee. Here is an overview of what you can do after a year of onboarding:

  • It is their anniversary! Celebrate by giving them gifts, such as personalised cards, gift cards, etc.
  • Showcase their milestone and the success of the onboarding process on platforms by creating an article or a post.
  • Schedule a meeting or chat with higher-ups and managers.
  • Acquire feedback on the entire onboarding process and send them your view of their performance during their first year.
  • Plan seminars and training.
  • Provide them with long-term objectives and expectations.

Ready to build your remote team?

Use the DigiWorks platform to hire, manage, and pay remote talent from all over the world.

Conclusion

The onboarding checklist differed for every company based on their culture and shared values. However, we are sure that making the extra effort of making new hires feel welcomed, accepted, and encouraged brings significant contributions. It doesn’t just allow the employees to grow with the company but also stay with it for a long time. Companies must exercise commitment and transparency to convert new employees into loyal and engaging team members. Moreover, a harmonious and collaborative work environment starts as soon as one steps foot in the company.

DigiWorks has been helping many companies find the best employees around the world and make connections with them. We don’t just aim to give employment and fill in positions but to create an inclusive work environment in any industry. Every employee should be given fair treatment and a sense of belongingness while attributing to the company’s goals. If you want to work in a harmonious work environment or hire top-notch talents around the world, try DigiWorks!

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About DigiWorks

DigiWorks is an easy-to-use platform that helps small businesses and start ups hire amazing remote talent from around the world. DigiWorks offers a way for you to hire, manage and pay people from all countries. If you find an amazing virtual assistant from Philippines, a content writer from Nigeria, or operations manager from South Africa – manage and pay your entire team from one platform with no hassle.

If you’re looking for a more affordable and sustainable option you might consider making use of a hiring platform like DigiWorks. Virtual assistant companies or platforms like DigiWorks are amazing as they not only match you with pre-vetted and assessed remote workers that can take care of all your business needs but they will also handle all onboarding and payroll needs as well.