Remote employee onboarding checklist

Why you need an employee onboarding checklist

Onboarding a remote employee is drastically different to onboarding an in-office one — which is why it’s so helpful to have a checklist. It helps ensure that all of your team members have a consistent onboarding experience, and reduces the chances of you forgetting something.

Although each new hire will have their own needs and circumstances, a checklist provides a broad pathway. All you need to do is follow the template each time, making minor tweaks as required.

Based on our own experience here at Remote, here are the key boxes to tick.

Create a 90-day roadmap

Plan out a 90-day roadmap that outlines the key objectives, milestones, and activities you’ll need to cover. It should be relevant to the new hire’s role and department.

Your roadmap might be structured in the following way: 

☐ Week 1: orientation, company overview, and initial training
☐ Weeks 2–4: deep dive into job-specific training, virtual “shadowing,” and goal setting 
☐ Weeks 5–8: ongoing company-wide training, regular check-ins, and performance feedback discussions 
☐ Weeks 9–12: increased autonomy, more involvement in team projects, and in-depth career development discussions

You can be flexible with this, of course; you may want to reduce the timeline, or even extend it, depending on the role. Work with the relevant team manager and aim to tailor the roadmap to your new hire’s position as closely as possible.

 Send a welcome kit

Your welcome kit should provide useful information and resources for your new team member, such as:

☐ A welcome letter from the CEO
☐ A company information booklet providing a key overview of the company’s history, mission, values, and organizational structure 
☐ Instructions for the employee’s first day, including timings 
☐ An employee handbook containing key processes, policies, and points of contact
☐ Access details including logins and passwords (ensure that this is provided securely)

A welcome kit can be distributed physically or digitally, although your hire should receive it before their first day. If possible, you can also include some branded swag or gifts to create a stronger sense of belonging.

Set up accounts and accesses

Work with your IT team to ensure that all relevant accounts and access have been set up. This includes company emails, login details for relevant tools, and account setups for communication channels (such as Slack).
These should be good to go before your hire’s first day.

Clarify communication methods

If you haven’t already, clarify how communication works at your company. This can be done through documentation, pre-recorded training videos, or synchronous guidance.

Explain which channels you use and for what purpose, and provide user guides if necessary. This should also include any shared workspaces, department-specific tools, and project management software.

Plan out their first day

Pay particular attention to your hire’s first day. They should know what exactly they’re supposed to do, what to complete, and who to speak to. It’s advisable to set up a video call (at a time that is convenient for your employee), to check in and ensure they have their bearings.

It’s also a good idea to assign a designated “buddy” as a point of contact. Ideally this person should be in the same time zone as your hire.

Arrange a virtual get-together 

Once your employee is settled, set up a virtual team meeting to introduce them. You can ask them to do a personal share, or set up a group ice-breaker activity.

This get-together should be informal, but you can use it to build a strong and supportive remote work culture from the start.

Set up product training

During the early stages of onboarding, it’s a good idea to conduct education sessions, especially if your product or industry is niche or complex. This is particularly important if your hire will be in a customer-facing role.

This might be an informal overview of the key features of the product, or in-depth training conducted over an extended period by a specialist. There may even be a formal assessment.

Conduct regular check-ins 

One of the main benefits of remote work is autonomy, but don’t just completely leave your hire to their own devices. Continuously check in with them and ensure they’re staying on schedule with your roadmap. 

Set an agenda for the flow and content of your check-in meetings, and keep these discussions focused. Give your hire time to offer their feedback, too, and express any concerns they may have.

Best practices for remote employee onboarding 

Remember, wherever your hire is based, the goal is the same: to ensure they understand key company policies, become integrated into their team, and know their job responsibilities. Given the unique challenges of remote work, it’s worth considering some of the following best practices too.

Avoid technical issues

Where possible, ensure that your new hires are equipped with all the necessary equipment, software, and access in advance of their first day. If something goes wrong, this means that there’s time to sort it before your employee is on the clock, making the onboarding process smoother and less frustrating.

Replicate the ‘water cooler’

Establish communication channels for new employees to interact with their colleagues, and encourage them to set up informal one-to-one “coffee” chats. Relying solely on email — in an environment where face-to-face contact is already limited — can lead to miscommunications, delayed responses for time-sensitive issues, and even feelings of isolation.

Make sure you maintain this contact, too. Even a 20-minute call to talk about non-work related topics can make a big difference to how a remote employee is feeling.

Respect cultural norms 

With some remote hires, you may need to account for additional nuances such as time zone differences and cultural observations. Consider how you’re going to manage such differences, and consult with a local employment expert if necessary. You can also discuss any potential accommodations with your hire.

Set clear expectations

Establishing specific and time-bound goals for each employee. This can improve engagement and performance, and positively impact morale and productivity. 

Without guidance, your employees may feel directionless in the short-term, and undervalued in the long-term. Conduct regular check-ins during your hire’s first 90 days, and work to overcome any obstacles they are facing.