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Onboarding is the activity that effectively transfers your new hires from recruitment into your workplace. When done well, onboarding not only creates better engagement but also sets your employees up for improved retention, thereby enabling you to build your talent branding effectively. Moreover, a core requirement is the need to re-evaluate and build skill sets in the recruitment team in order to keep pace with the impact of technology and new ways of working. However, when you have employees working remotely and no physical office to welcome and connect new hires, it becomes essential to consider what needs to change in the onboarding process to match the needs of all stakeholders involved. In addition, this adaptation is crucial for fostering a sense of belonging and ensuring that new employees feel integrated into the company culture.
Here are some tips for virtual onboarding and welcoming new hires to ensure they feel like part of the team and are set up for success.
You will need to modify your existing onboarding content for virtual delivery.
The simplest way to revise your welcome pack documents is to collate them and save them as a PDF document, which can then be sent out digitally to all new hires. For instance, the document can include links to relevant websites or presentations; alternatively, the PDF can be made interactive, with embedded videos and animations, for example. Furthermore, ensure that you send this information ahead of the scheduled onboarding day so that new hires can familiarize themselves with the necessary details about the organization and the planned onboarding process. By doing this, you not only enhance their understanding but also help them feel more prepared and welcomed on their first day.
Video recordings can effectively replace live presentations by HR or company management that are normally done during onboarding. In addition, being mindful of the technology options available to new hires, it is still relatively simple to record and share 360-degree videos of the workplace to replace a physical tour. Moreover, you could also consider using augmented reality to add some level of exploration, which enhances the overall experience. For example, adding maps or floor plans, or in the simplest form, sharing photos of key workplace locations can provide new hires with a clearer understanding of their new environment. Consequently, this approach not only streamlines the onboarding process but also fosters a sense of connection to the workplace, even before they arrive.
If you usually have to introduce tools or systems, you could effectively replace this with short online courses, interactive videos, or system simulations. Additionally, another option is to schedule a virtual online conference session where a team member can walk through the content online and cover any questions that may arise. By doing this, not only do you provide clarity, but you also encourage engagement among new hires. Furthermore, these methods can accommodate different learning styles, ensuring that all new employees can grasp the necessary information at their own pace. Overall, this approach enhances the onboarding experience while fostering a sense of support and collaboration.
As the onboarding process revolves around social interaction, it is crucial that your virtual onboarding content doesn’t consist solely of documents and videos. Therefore, try to incorporate as much human interaction as possible by utilizing video conferencing or mobile communication tools. Additionally, to keep new hires engaged, make use of the chat function or features such as polls or the raised hand to acknowledge questions. The more you can create a two-way communication environment, the more effectively you can start building positive working relationships.
Moreover, successful onboarding requires new hires to get to know the company and one another. To facilitate this, a simple option to encourage new hires to communicate with each other is to use any available communication tool to create cohort groups that they can continue to use to stay connected during their employment journey with the organization. Furthermore, during the online onboarding session, take full advantage of any video conferencing feature for breakout rooms so that small groups or pairs can get together to discuss points and start to form relationships. Ultimately, these strategies enhance the onboarding experience and foster a collaborative workplace culture from the outset.
Deciding whether virtual onboarding will be a one-day event or spread out over time is an important consideration. This choice may reflect your existing live sessions or be influenced by factors such as content delivery time and location. Additionally, virtual onboarding elements are often created in 20-minute segments, which help participants maintain focus and engagement.
Moreover, a key consideration is the time zones of your new hires. If you are hiring from different global locations, scheduling can become complicated. Furthermore, the rise in remote work has led to onboarding larger numbers of new hires across various areas. To maximize the onboarding experience, therefore, schedule it at a reasonable time that accommodates all participants. As a result, time zone differences may prompt you to spread the onboarding across several sessions over a range of dates, ultimately ensuring a more effective and inclusive process for everyone.
You must be prepared ahead of time to enable virtual onboarding and ensure your new hires have a positive experience. One of your key considerations will be whether they have the right equipment, tools, and resources available not only to onboard successfully but also to start working effectively on their first day. Therefore, if appropriate, you should order a laptop and any other necessary resources ahead of their start date and have these delivered to their home.
In addition to providing equipment, new hires will need to be given login details, email addresses, passwords, and any other essential information they require to connect to their new company network. By taking these proactive steps, you will help create a smooth transition for new hires, allowing them to feel welcomed and prepared as they embark on their journey with the organization.
As well as physical resources, new hires will need to have a clear communication that includes the following details:
♦ a plan for their orientation with dates and times
♦ links for any virtual sessions
♦ information on any preparation to be done ahead of the session, such as pre-reading, checking online links, or setting up their software and network access, for example.
On the day of the orientation session, it is incredibly useful to have planned for technical support to manage the conferencing software. This way, the presenter can focus on fully engaging the new hires without having to worry about any technical issues that may arise. Additionally, having a dedicated technical support team available allows for a smoother experience, enabling the presenter to deliver the content effectively. Consequently, this preparation not only enhances the overall orientation experience but also ensures that new hires feel welcomed and supported from the very beginning.
During the session, it’s essential to be aware of body language and the use of nonverbal communication. For instance, try to ensure you look at the camera to establish eye contact, use names frequently to personalize the interaction, and encourage open and free communication among the new hires. Additionally, demonstrating active listening is crucial when communicating online; this practice not only shows that you value their contributions but also creates a feeling of being welcomed and appreciated. By fostering an inviting atmosphere, you can enhance engagement and help new hires feel more comfortable sharing their thoughts and questions throughout the session.
Make time for regular check-ins during the first weeks to ensure new hires don’t feel isolated. This proactive approach not only reassures them of your support but also fosters a sense of belonging within the team. Additionally, a quick post-onboarding survey can effectively assess whether their experience was positive and met expectations. Gathering this feedback is invaluable for improving the onboarding process and addressing any areas that may require enhancement. You might also consider organizing focus groups through virtual conferencing, where new hires can share their thoughts and experiences openly. These sessions should focus on responding to feedback, thereby maintaining trust and building strong relationships within the organization.
In summary, the way you welcome a new hire significantly impacts their engagement and speed in reaching their full potential. By prioritizing effective communication and support, you can create an environment where new employees feel valued and empowered. Moreover, the shift to remote work shouldn’t hinder their success; instead, it should inspire innovative approaches to onboarding. Therefore, investing time and effort in creating a positive and inspiring virtual onboarding experience is essential. This commitment not only enhances new hires’ overall satisfaction but also contributes to their long-term success within the organization.
Contact us at HRBluSky today to explore how we can support you in engaging your new hires.
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