A Comprehensive Guide On Virtual Onboarding (Plus Benefits And Best Practices)
As more and more companies tap into the global talent pool, remote work is becoming increasingly common. With employees working outside of the office, whether permanently or on a hybrid schedule, the concept of onboarding is also taking on a virtual form. But what is virtual onboarding, and how can you implement it successfully? In this comprehensive guide, you will find everything you need to know about virtual onboarding, including its advantages and disadvantages, strategies for effective implementation, and best practices.
What Is Virtual Onboarding?
Before we get into the details of this guide, let’s define virtual onboarding. Onboarding on its own refers to the process of welcoming new employees into an organization and providing them with all the information they need to start on the right foot. That includes the organization’s values, mission, vision, and main processes, as well as role-specific information that helps new hires better understand and fulfill their new responsibilities. Virtual onboarding means that this lengthy and multistep process takes place entirely online using digital tools, such as onboarding platforms, web conferencing software, Learning Management Systems, virtual tours, and more.
The Importance Of Virtual Onboarding
In a world where more and more employees are working remotely, virtual onboarding is not just important but necessary. Simply because an employee doesn’t work in the physical space of your organization doesn’t mean that they can’t be a part of the corporate culture. Virtual onboarding makes sure that all employees are aligned with the goals and values of their business, regardless of location. Moreover, a successful virtual onboarding process improves engagement and retention, making employees feel valued and connected to a larger community. Finally, building a robust virtual onboarding strategy empowers businesses to tap into a larger talent pool, helping them drive success and innovation.
What’s Included In Virtual Onboarding?
Depending on the industry or position, the specifics of a virtual onboarding process may differ. However, there are some components that are more common than others. Let’s look at a few of them:
- TD1 forms – This is a collection of mandatory tax forms that employees fill out at the beginning of their employment to accurately calculate their tax deductions.
- Social Security Number – Employees must share their Social Security Numbers with their employers, as well as other documents necessary for payroll and record keeping.
- Employee handbook – This guide outlines the company’s policies, procedures, rules, culture, and other important information new employees must know and adhere to.
- Employee contract – This standard agreement outlines employment terms and conditions, including job role, compensation, work hours, etc.
- Training materials – A large part of virtual onboarding is employee training. Therefore, employees must have access to training materials, such as eLearning modules, videos, and presentations.
12 Strategies To Create An Engaging Virtual Onboarding Experience
1. Leverage Automation Tools
Automation can make a great difference in streamlining the onboarding process, ensuring that your team leaders, HR team, and new hires do not waste time on repetitive and lengthy administrative tasks. By investing in the right tools, you can prevent errors and missing information, schedule reminders to eliminate delays, and guarantee a smooth and consistent onboarding experience for all new employees.
2. Personalize The Onboarding Experience
Apart from streamlining processes, automation tools and data analytics can be used to personalize the onboarding experience. Specifically, by analyzing the feedback and specific data you get from the digital tools used during virtual onboarding, you can identify how to adjust the process to better suit the new hire’s role, knowledge gaps, expectations, and learning preferences. This way, you can make virtual onboarding more engaging and impactful.
3. Use Interactive Video Content
Most virtual onboarding processes rely on videos as an engaging alternative to traditional presentations and written material. But these can quickly grow tiring if they are not interactive. Try to mix up visual materials by combining live with pre-recorded videos so that you can provide new employees with a dynamic and engaging virtual onboarding experience that will maintain their interest and effectively convey the necessary information.
4. Implement Gamified Learning
Incorporating gamification into the learning modules of your organization’s virtual onboarding strategy can significantly enhance employee engagement. This is achieved by leveraging elements such as leaderboards, point systems, and badges, which motivate employees to participate in the onboarding process and progress as much and as fast as possible. Not to mention that gamification makes the process much more enjoyable, further enhancing the overall quality of the onboarding experience.
5. Connect People With Digital Mentors
Typically, in-person onboarding involves pairing new employees with more experienced colleagues who can show them the ins and outs of the job. This buddy system can also be applied in virtual onboarding. Only this time, the buddies or mentors are digital. Communication occurs online via web conferencing platforms, collaborative online documents, project management tools, and many more. Digital mentors help reduce anxiety for new hires by providing guidance and answering queries that come with starting a new job.
6. Encourage Social Connections
It’s important to remember that a successful online onboarding process should also include communication beyond work-related topics. Colleagues need to engage on a more personal level to enhance teamwork and camaraderie. Since informal communication is not that easy for remote employees, it’s up to the company to initiate these social interactions. For example, you can kick things off by organizing virtual meet-and-greets and team-building activities that prompt employees to get to know each other.
7. Enhance Communication With Digital Tools
Effective communication is essential for remote employees, even if there are hundreds of miles separating them. For this to happen, organizations must invest in comprehensive communication platforms that allow employees to interact in real time with their colleagues. Additionally, you need to provide employees with different communication channels, such as emails, direct messages, voice notes, etc., to accommodate the preferences of each worker and the needs of the situation.
8. Create An Online Resource Hub
Remote employees must be able to easily access resources related to their onboarding whenever they need them. That means that organizations need to develop a centralized online platform that contains all documents, handbooks, how-to guides, learning materials, and other key resources employees may need. Don’t forget to organize these in a way that facilitates navigation for all users, especially new ones.
9. Schedule Virtual Check-Ins
It’s essential for leaders and managers to stay in regular contact with employees currently undergoing onboarding. You can schedule weekly or biweekly meetings to check on their progress and address any questions or concerns they may have. Moreover, make sure to provide them with alternative communication channels so that they can reach out to you outside of these planned meetings. This way, they will feel supported throughout the onboarding process.
10. Create Virtual Reality Workspace
New employees will certainly benefit from a Virtual Reality (VR) tour of the physical workspace, even if they have been hired on a strictly remote work model. Perhaps they will visit the office later on, or there are discussions about a potential transition to hybrid work. In any case, familiarizing themselves with the space will help them feel closer to their colleagues and adapt to their new work environment more smoothly.
11. Asynchronous Learning Opportunities
Although virtual onboarding doesn’t differ all that much from in-person onboarding, it offers a unique advantage that you should leverage: flexibility. The digital tools and online learning modules new hires gain access to are ideal for a self-led professional development journey. Asynchronous learning opportunities don’t limit employees to office work hours, allowing them to enrich their knowledge at their own pace and schedule.
12. Customized Welcome Videos
No matter how standardized it is, onboarding needs to have a personal touch to help new team members feel genuinely welcomed. A great way to accomplish this during virtual onboarding is through personalized welcome videos that new hires will receive on their first day of work. The videos can feature their managers and/or team members expressing their warm welcome, making them feel appreciated from day one.
Virtual Onboarding Best Practices
What are some ways to ensure that your new employees will enjoy an engaging and effective virtual onboarding process? Read on to find out.
1. Send A Digital Preboarding Kit
A virtual onboarding best practice to remember is that you need to be present for your new employees, even if they work remotely. Make their first day at work special by sending them a preboarding digital packet containing all the necessary documents and resources, such as a welcome email or video, the employee handbook, any paperwork they need to fill in, and a checklist outlining the steps of the onboarding process. These will engage the employee early on and prepare them for their new responsibilities.
2. Ship Necessary Equipment In Advance
Office equipment is relatively easy when onboarding employees in the office. However, virtual onboarding requires some advance planning. What type of equipment do your employees need? Whether it is a laptop, smartphone, camera, or anything else, you need to make sure it is shipped in time to arrive before the first day of work. This also includes setting up company accounts and sending new hires the necessary credentials so that they are ready to start working sooner rather than later.
3. Share Company Swag
In the context of achieving employee engagement early on in the virtual onboarding process, you must help them identify with your brand. Therefore, apart from the necessary work equipment, you can include some company swag in your welcome package. Branded items, such as a mug, pen, notebook, or T-shirt, can ignite the new hire’s enthusiasm about joining the company and foster a sense of belonging to the company culture.
4. Clarify Communication Channels
The worst thing that can happen during the early stages of onboarding is encountering an issue and not knowing how to communicate it to your new employer. It is essential that new hires know which communication channels are available for connecting with their colleagues and supervisors. They must also have their accounts set up on the first day, if not earlier. This will not only make them feel supported but also give them the chance to familiarize themselves with tools used for intraorganizational communication.
5. Announce Their Arrival To The Company
The hiring of a new person should not go under the radar; on the contrary, it must be celebrated. Make sure to announce the arrival of a new employee on internal communication channels or even on company social media. This will encourage your staff to interact with their new colleague, introducing themselves and sharing their welcome wishes. Such positive interactions will pave the way for meaningful relationships and fruitful collaboration in the future.
6. Support Role Integration And Relationship-Building
This is perhaps the most important and extensive stage of the virtual onboarding process, warranting special attention. There are many ways to help employees better understand the needs of their new role, the dynamics of their team, and how they collaborate with other departments. A few examples of activities you can organize include online meetings with team members as well as employees from other departments, role-specific training sessions, team-building activities, assigning a mentor to new hires, and introducing them to their first project.
7. Optimize Performance Management
In most cases, performance management is limited to annual performance reviews and development plans. However, this won’t suffice for a successful virtual onboarding experience. During this time, you must work closely with your new hire to set goals, identify strengths and weaknesses, define a long-term and short-term learning plan, and provide guidance as needed. To make the most of this process, consider leveraging digital tools and systems that facilitate feedback exchange and help you make data-based decisions for the future.
8. Encourage Professional Growth
A virtual onboarding best practice that guarantees great results and long-term employee engagement is a commitment to professional development. New employees need to see that their organization is investing in their future and providing them with the tools and resources they need to grow. Therefore, make sure to maintain an updated and comprehensive resource library, establish a mentorship program, and continuously support efforts for learning and development beyond the end of onboarding, whether that means financial stipends or workload modification.
What Are The Benefits Of Virtual Onboarding?
Investing in virtual employee onboarding has become a trend in the business world with good grounds. Let’s explore some of the benefits that are encouraging more and more businesses to adopt this onboarding strategy.
Boosts Employee Retention
The more you invest in welcoming new employees and setting them up for success, the more committed they become to their new role and your company overall. Employees who are offered ample learning opportunities that ensure their future professional development are more likely to stick with an employer for longer.
Improves Engagement
A well-structured and comprehensive virtual onboarding experience is vital for fostering employee engagement within your organization. As you create interactive and impactful experiences during the onboarding phase, employees feel motivated to explore the resources available and connect to the team as well as the company’s mission, vision, and values.
Enhances Productivity
Productivity doesn’t happen that fast for new employees who first need to explore the ins and outs of their roles. Yet, effective virtual onboarding not only reduces the time employees need to become productive but also ensures that they perform well. This is achieved through unhindered access to valuable resources that give them the information they need when they need it.
Ensures Flexibility
It is easy to understand that employees working remotely appreciate the flexibility that this work model offers. Virtual onboarding maintains that flexibility by allowing employees to complete its various steps and phases at their own pace and according to their preferences. For example, they can select learning materials in their preferred formats and complete them on various devices.
Lowers Organizational Costs
There are numerous costs associated with in-person onboarding. To mention only a few, organizations need to cover expenses such as accommodation for instructors, venue fees, costs for printed materials, and much more. In contrast, virtual onboarding eliminates most of these expenses since most activities take place online. As a result, it is a more cost-effective solution for businesses.
Speeds Up Learning
Well-designed onboarding can significantly impact the speed with which new employees absorb and apply new knowledge. Part of that relies on the use of digital tools that improve learning results and offer learning opportunities in a stress-free environment, such as quizzes and simulations. Additionally, employees who are onboarded online seem to learn at a faster pace due to being in the comfort of their own homes instead of an unfamiliar office.
Utilizes Advanced Technology
The final benefit of virtual onboarding to keep in mind is its ability to leverage advanced video technology and digital tools. Robust video conferencing platforms, advanced collaboration tools, and versatile communication systems create an onboarding experience that is not only interactive and effective but also interesting and enjoyable. Remote employees can achieve significant levels of success at great speeds as virtual onboarding incorporates all the strengths of modern online learning.
Cons Of Virtual Onboarding
Despite its many advantages, there are some challenges you need to have in mind when implementing virtual onboarding. Let’s see what those are.
Risk Of Misunderstandings And Uncertainty
Communication can be challenging in exclusively online work environments. Technical difficulties or hesitance on the new employee’s part to reach out to their manager can lead to unsolved problems, poor comprehension of instructions, and other misunderstandings. This can significantly affect the new employee’s subsequent professional development, as well as their morale and engagement.
Challenges With Different Time Zones
It is often for companies that hire remote employees to have at least a few team members living in different countries and time zones. This can get particularly challenging when trying to set up meetings and team-building activities, as it might be difficult to coordinate everyone’s availability. As a result, the onboarding process can be slightly delayed and may lack some of its connectedness and interactivity.
Potentially Limited Accessibility
Virtual onboarding can pose some accessibility challenges, such as making it more complicated to get answers to your questions. With in-person onboarding, you can simply turn to a colleague or manager for assistance, while in a virtual setting, you might have to wait longer for an answer to your email or waste time searching through the provided resources. Additionally, technical issues and slow internet speed may hamper communication and impact the overall process.
Measuring The Success Of Virtual Onboarding
We have discussed all the benefits you can expect when implementing virtual onboarding in your business, but how can you see them for yourself? It’s important to gather data that will prove the effectiveness of this transition and show you how you can improve the process in the future. Let’s explore 5 ways to accurately measure the effectiveness of virtual onboarding.
1. User Engagement Metrics
The number one thing that must interest you is how engaging onboarding is for new hires. At this starting point of their employment journey, receiving an effective onboarding experience will significantly impact their commitment to the organization down the road as well as their development. This can be measured by tracking various user engagement metrics, such as participation rates in onboarding activities, completion of training modules, and interactions with the tools and software provided.
2. Feedback
Numbers can provide valuable insights, but you need qualitative data as well. To gather this information, you can ask new employees how they feel about the virtual onboarding experience. One way to do that is through direct conversations and feedback sessions, which we suggest you do regularly. However, there are other ways, too, such as surveys, quizzes during online learning sessions, and feedback forms. The important thing is to maintain ongoing communication with your new hires so that you can identify how to optimize the virtual onboarding process.
3. Time To Productivity
One of the benefits virtual onboarding promises is a quicker ramping time for new employees. But how can you measure that? You can keep track of key milestones, such as contributing to team objectives or completing their first project without assistance. Examine how proficient they are in the tools they use from their role, the amount of time they need to complete a given task, or how many mistakes they make that are due to inexperience. The faster new employees bring measurable results to the table, the more successful your onboarding strategy is.
4. Retention Rates
As mentioned earlier, employee engagement is essential when measuring the effectiveness of virtual onboarding. Enhanced engagement leads to a long-term commitment to the company, which takes us to the next metric: retention rates. If you notice that more employees are staying with the company beyond their first year of employment compared to when you were only using traditional onboarding methods, then it is a clear sign that the shift to virtual onboarding was indeed a good decision.
5. Cultural Integration
The final thing to look out for is how well new employees are understanding and becoming part of the corporate culture. Are they forming relationships with their colleagues? Are they participating in team-building events and incorporating in their behavior the values that are considered important in your company? If their cultural integration is smooth and successful, despite the distance between them and their colleagues, then you can rest assured that you are doing virtual onboarding right.
Nail The Virtual Onboarding Process
Virtual onboarding may often sound intimidating to leaders, given all the new technology and tools that need to be implemented. However, it is a highly beneficial strategy that can only transform your business for the better. It can boost retention, improve productivity, and reduce costs. Take the time to understand what is involved in the process of virtual onboarding and how you can implement it in your organization, and start witnessing your workforce thrive.
Virtual Onboarding FAQs
What is the difference between virtual onboarding and in-person onboarding?
Onboarding, in all its forms, is designed to welcome new employees into an organization and prepare them for their roles. The main difference between virtual and in-person onboarding is that all traditionally face-to-face interactions occur using digital tools and platforms.
How do I prepare for virtual onboarding?
Preparing for virtual onboarding is made up of two stages. The first involves creating a comprehensive checklist outlining all the steps of the process. The second is ensuring you have adequate digital tools and platforms, such as a robust Learning Management System, project management software, video conferencing tool, etc. It is also important to provide mentors, instructors, and managers comprehensive training so that they can provide new hires with the support they will need.