How to create a virtual onboarding plan

It seems that the organisations with whom we talk have now successfully adjusted to interviewing and meeting prospective new employees via the plethora of video conference tools available. But the area which seems to be providing the next level of concern is how to onboard someone without having met someone in person and without having them come to the office on their first day? For the smart & innovative organisations who are still recruiting during the Covid-19 pandemic, this also means being smart & innovative in developing a virtual or remote onboarding plan.

The team at Resourceful Pro wanted to share some of the insights we have gleaned not only recently since Covid-19 struck but over time in how to put together a successful virtual onboarding employee strategy.

Evaluate your current onboarding strategy

Use your existing systems as the blueprint for the new virtual strategy.  Identify and quantify the value of each sequence you currently have and really identify what is critical for the new employee to succeed in their new role. Focus on what is essential and consolidate & cut where you can. A virtual onboarding plan will be leaner than in person ones, but it doesn’t need to be less effective.

Make the strategy virtual

Look at the various tools available (and do a thorough road test) to deliver your onboarding checklist, and select the appropriate video conferencing tools, learning management platforms, and employee engagement tools. View the onboarding plan as if it is simply being delivered by a different medium than that you are used to.

Secure the hardware

Whilst the panic buying and goods shortages within the supermarkets had made the news, there’s also unprecedented demand for ‘Work From Home’ hardware. Make sure you have the necessary kit available and if not, make sure you order it in plenty of time so your new employee has all of the right hardware available.

Communicate the onboarding strategy

Talk through the plan with your new employee. Provide peace of mind and extra attention even if the digital platforms that you use automatically trigger events.

Establish frequent check ins & assessments

It is much harder to pick up many of the anecdotal or visual cues you will get from new hires in an office environment, so you need to focus on measuring skills development as much as output. Once again, make use of the different platforms available in these areas. During these times, onboarding means learning which in turns means focussing on developing skills and not measuring output.

Share your organisational culture

Don’t forget what made the employee choose you over other employers and other offers. You’ll not have the option of infusing them into an embracing office environment so it’s vital that you live your values through your work practices, policies and processes. Develop the human connections that happen naturally in an office and replicate through your remote communication.

Appoint a ‘buddy’

Designate someone to act as a buddy for the new employee to talk through any of the more intangible aspects of starting a new role with the organisation. This can range from simple things that a new employee might feel silly to ask to more complex issues.

Empower the managers

Ensure that the hiring managers are fully aligned with the program, they understand the technologies being used (and become proficient in them themselves) and that their skills enable them to deliver the program well. Remember – 72% of employees say individual time with their manager is the most important part of onboarding.

Provide coaching

Moving jobs can be a stressful event at any time, but the current climate is very unsettling, and even more so if new hires are joining your team in the midst of a huge transition period. Go out of your way to create a positive experience and provide them with executive or personal coaching.  Most, if not all coaches, are just as comfortable delivering sessions via video technology. Coaches act as a sounding board, providing a balance of support and challenge so your new employee can more effectively learn, develop and adapt to the new situation. Coaching supports a new employee through an intense period of their career life with a focus on momentum enabling them to smoothly move from consuming value to creating value.

Collect feedback from new hires

No one expects organisations to be perfect with new systems and new ways of working. But as remote onboarding is a new process and for many an alien concept, seek feedback from your new hire and use their insight to improve the remote onboarding program as you go.

 

Transitioning to a remote onboarding process, whilst certainly a challenge, does not need to hold an organisation back from recruiting and developing new employees. Finding innovative ways to foster connections between team members, emphasising your culture and supporting your people will all have benefits much deeper than just during the onboarding period.

 

For more information on Resourceful Pro’s Advisory services, please get in touch with Matthew Woodall on matthew@resourcefulpro.com.au

To request a copy of our Onboarding Coaching program, please email info@resourcefulpro.com.au