How to onboard remote employees

TL;DR: The onboarding journey is a crucial step in the employee lifecycle that directly affects employee retention. Remote onboarding poses its own challenges and will look different based on each company’s size and stage. Still, the process can become a fun, engaging experience by following the steps outlined in this playbook.

What is the purpose of onboarding? How can onboarding be done remotely? How to create an exceptional remote onboarding experience?


Onboarding has always been a critical part of the employee lifecycle and engagement. The value and importance of onboarding are often overlooked. Still, the remote work reality sped up by the COVID-19 pandemic has made many companies pay more attention to these processes — in many cases, for the first time. Without the option of walking to a colleague’s desk or using watercooler conversations to better understand internal operations, new joiners rely more than ever on structured remote onboarding to thrive — and stay — at the organization.

To develop a strategic, effective, and pleasant onboarding experience, it’s worth revisiting the very notion of onboarding. The process is also known as organizational socialization, and it’s easy to understand the reason: besides helping employees gain technical knowledge for their role, onboarding has organizational and social dimensions. It should enable new workers to learn what’s expected of them and function more efficiently in a new space. This includes internal operations, specific knowledge and skills, subtler aspects of company culture, and expectations related to performance and behavior.

Gallup research uncovered that “only 12% of employees strongly agree their organization has a great onboarding process for new employees.” Also, only 29% of new hires feel fully supported and prepared to excel in their new role. This data alone shows that something must change. Besides, those lucky employees who had an outstanding onboarding experience are 2.6 times more likely to be extremely satisfied with the organization (1).

If these weren’t enough reasons for companies to step up their onboarding game — especially in remote settings that are new to many of us —, a negative or subpar onboarding experience is likely to make the new colleague question their decision to join your organization.

Finding, hiring, and onboarding a replacement for a position can cost from one half to two times an employee’s annual salary (2). On top of that, work-life balance tends to get progressively worse during someone’s first year after inadequate onboarding, and you’ve got a recipe for employee burnout and turnover.

Onboarding is your first and perhaps most powerful chance to show collaborators that your company lives by its employee value proposition. Besides pay and benefits, do you also highlight development opportunities and flexibility on your career page? Great! So use onboarding to show your people that you mean it.

Organizational designers understand onboarding as a year-long part of the employee lifecycle, and that’s why you should think of your remote employee onboarding programs as journeys, not tasks. 

But it’s not all doom and gloom. With this play, you’ll know how to onboard remote employees by following best practices and developing onboarding experiences that suit the needs of your company and the roles you’re hiring for.

(1) Gallup’s Perspective on Creating an Exceptional Onboarding Journey for New Employees. Gallup, 2019.

(2) This Fixable Problem Costs U.S. Businesses $1 Trillion. Gallup, 2019.


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Wann Sie dieses Playbook verwenden sollten

When to use this playbook

We recommend this playbook to any People Ops leader looking to implement and optimize remote onboarding processes in their organizations.

CEOs and managers can also benefit from the information shared in this playbook. Although we mostly think of onboarding as an HR/People Ops function, a successful experience highly depends on management’s involvement and commitment.

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Was Sie für dieses Playbook benötigen

What you’ll need for this playbook

A clear understanding of your company culture

A pillar of onboarding, culture (see FAQs) is more than a flexible or family-friendly environment. 

Teamwork: People Ops + managers

HR and managers must work together to build a remote onboarding journey worth remembering.

An understanding of the role

HR/People Ops can’t know everything about every role. Just keep in mind that the goal of onboarding is to help people fit into their new roles. If their activities aren’t clear to you, have a chat with the hiring manager. This way, you can understand the resources the new joiners may need.

Hints & tips

Hinweise & Tipps
  • Train managers to actively engage in employee onboarding.
  • Show your appreciation for new hires by sending a goodie pack along with the hardware. Include branded swag and a welcome note.
  • Double down on transparency and communication. The pandemic has heightened everyone’s anxieties, and companies should be supportive by openly discussing the current situation and what it means for the company.
  • Organize fun virtual experiences for the team. There are many options nowadays, from escape rooms to painting classes. Do it consistently (e.g., monthly or every two months) so that all employees take part shortly after their onboarding.
  • Include the intro sessions (steps 6 and 7) in the onboarding plan. It doesn’t have to be an overly elaborate plan. The idea here is to set expectations.
  • Include “extras” in your onboarding process that speak to particular aspects of your culture. For example, if diversity, equity, and culture are part of your organizational values, include learning material on the topic in your onboarding paths.
  • Think of onboarding as a longer journey and invest in ongoing pulse surveys. After a few months, an employee’s initial excitement may have sunk, and survey insights can help you prevent voluntary turnover.
  • Encourage managers to deepen their relationships with reports by setting up weekly 1:1 meetings where all issues — from task-specific topics to concerns the employee may have about the job — can be addressed.
  • Set up offboarding surveys — those, too, can inform you how to improve your onboarding and improve retention.
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Frequently asked questions

What is company culture?

Company culture, or organizational culture, is about the way things are done in your organization, but many people don’t take the time to reflect upon it; diving into your company’s story and vision is a great exercise to understand, develop, and align culture and processes, externally communicating a more cohesive idea of your brand.

Your culture is a holistic concept and includes how you motivate employees, compensation, career development, office model (e.g., remote-only? remote-first? hybrid?), team structure, decision-making processes, and more. And it should guide your remote onboarding journey. For example, are you a “people-first” company? Way to go! But how will you communicate this throughout your processes?

What are the main challenges of remote onboarding?

The fundamental challenges of remote onboarding — which this People Ops Playbook will help you avoid — are:

  • Lack of communication and workers not knowing what to expect (or having unmet expectations);
  • Lack of support;
  • Feelings of isolation and a lack of connection with colleagues;
  • A lack of engagement with the company;
  • Misalignment with the company culture.

Most of these challenges can also happen in office settings, but tackling them in a remote context requires a different approach.

How to onboard remote employees during COVID-19?

Undeniably, the pandemic has brought an extra set of challenges and insecurities. Besides following the instructions on how to onboard remote employees explained in this People Ops Playbook, evaluate your emergency readiness and how to support your team even more: We’ve gathered plenty of insights for you. Additionally, consider running an employee survey focused on remote work. We’ve created free templates with extended and short versions, as well as German translations. This way, you’ll have all resources and best practices you need on how to onboard remote employees during a pandemic.

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