Checklist for onboarding remote employees

Why a checklist is essential for employee onboarding

Please be advised that bringing a remote employee on board differs substantially from onboarding someone in the office — so a checklist is invaluable. It ensures every team member receives a uniform onboarding experience and lowers the risk of omissions.

While each new hire brings individual needs and circumstances, a checklist supplies a general roadmap. Use the template for every hire, adjusting it modestly where necessary.

Drawing on our experience at Remote, the following are the principal items to complete.

Prepare a 90-day roadmap

Draft a 90-day roadmap detailing the primary objectives, milestones and activities to be addressed. Tailor it to the new hire's role and department.

You may structure the roadmap as follows:

Week 1: orientation, an overview of the company and starter trainingWeeks 2 – 4: in-depth role-specific training, virtual "shadowing" and goal setting Weeks 5 – 8: ongoing company-wide training, regular check-ins and performance feedback conversations Weeks 9 – 12: greater autonomy, increased participation in team projects and detailed career-development discussions

You may adjust this timeline as required; shorten or extend it according to the role. Work with the relevant team manager to align the roadmap as closely as possible with the new hire's position.

Provide a welcome kit

The welcome kit should contain practical information and resources for the new team member, for example:

A welcome letter from the CEOA company information booklet giving a concise overview of the company's history, mission, values and organisational structure Instructions for the employee's first day, including timings A staff handbook detailing key processes, policies and contact pointsAccess details including logins and passwords (ensure these are supplied securely)A welcome kit may be delivered physically or electronically, but the hire should receive it prior to their first day. Where feasible, include branded items or gifts to foster a stronger sense of belonging.

Set up accounts and access

Coordinate with your IT team to ensure all necessary accounts and access are established. This includes company email, login credentials for relevant tools and accounts for communication channels (such as Slack).These should be ready before your hire's first day.

Clarify communication protocols

If not already done, set out how communication operates at your organisation. Use documentation, pre-recorded training videos or synchronous guidance.

Specify which channels are used and for what purposes, and provide user guides where needed. Include shared workspaces, department-specific tools and project-management software.

Plan their first day

Give particular attention to the hire's first day. They should have clear instructions on tasks to complete and contacts to approach. Schedule a video call at a time convenient for the employee to check in and confirm they are settling in.

Assign a designated 'buddy' as the point of contact; preferably someone in the same time zone as the new hire.

Arrange a virtual get-together

Once the employee has settled, convene a virtual team meeting for introductions. Invite them to share a personal introduction or run a group ice-breaker.

Keep the session informal while using it to cultivate a supportive remote-work culture from the outset.

Arrange product training

In the early onboarding phase, conduct training sessions—especially where your product or industry is specialised or complex. This is particularly critical for hires in customer-facing roles.

Training could range from an informal overview of core product features to extended, specialist-led sessions; a formal assessment may also be appropriate.

Conduct regular check-ins

While remote work affords autonomy, do not leave the hire entirely to their own devices. Maintain regular check-ins to ensure they remain on track with the roadmap.

Prepare an agenda outlining the flow and content of check-in meetings, keeping discussions focused. Allow the hire time to provide feedback and raise any concerns.

Best practices for onboarding remote employees

Kindly note that regardless of location, the objective is identical: ensure the hire understands key company policies, integrates with their team and is clear about job responsibilities. Given remote-work challenges, consider the following additional best practices.

Avoid technical issues

Where feasible, ensure new hires receive the necessary equipment, software and access before their first day. Early provisioning allows time to resolve issues prior to the employee starting, making onboarding smoother and less frustrating.

Replicate the ‘water cooler’

Create channels for new employees to interact with colleagues and encourage informal one-to-one 'coffee' chats. Sole reliance on email—particularly when face-to-face contact is limited—can cause miscommunications, delayed responses for urgent matters and feelings of isolation.

Sustain such contact as well. Even a 20-minute call about non-work matters can significantly improve a remote employee's experience.

Respect cultural norms

For certain remote hires, consider nuances such as time-zone differences and cultural observances. Plan how to manage these differences and consult a local employment expert if required. Also discuss any potential accommodations with the hire.

Set clear expectations

Set specific, time-bound goals for each employee; doing so can enhance engagement and performance, and positively affect morale and productivity.

Absent clear guidance, employees may feel directionless initially and undervalued over time. Hold regular check-ins during the hire's first 90 days and assist in resolving any obstacles they encounter.

Onboarding with Remote

This checklist is intended to keep you organised and to ensure each employee receives fair, consistent treatment. It serves to foster community and belonging within your remote team from the outset of their work journey.

With Remote, you can onboard talent swiftly and in compliance from anywhere worldwide. Our experienced experts will manage all paperwork, calculations and legal formalities on your behalf — enabling you to concentrate on the steps in this checklist.

To learn more about how we can simplify onboarding — and the full employee lifecycle — speak to one of our friendly experts today.