Checklist for onboarding remote employees

Why an onboarding checklist matters for employees

Bringing a remote employee onboard differs markedly from onboarding in-office staff — which is why a checklist is particularly useful. It helps guarantee a consistent experience for all team members and reduces the chance of missing important steps.

While each new hire will have individual needs, a checklist provides a clear framework. Use the template for every hire, making small adjustments where required.

Drawing on Remote’s own experience, below are the essential items to cover.

Create a 90-day roadmap

Prepare a 90-day roadmap that sets out the main objectives, milestones and activities relevant to the new hire’s role and department.

A typical roadmap could look like this:

Week 1:Orientation, company overview and initial trainingWeeks 2–4:Deep dive into role-specific training, virtual “shadowing” and goal settingWeeks 5–8:Ongoing company-wide training, scheduled check-ins and performance-feedback conversationsWeeks 9–12:Greater autonomy, deeper involvement in team projects and in-depth career-development discussions

You can adapt this timeline as required; shorten or extend it depending on the role. Work with the hiring manager and tailor the roadmap to fit the new hire’s position as closely as possible.

Send a welcome kit

The welcome kit should include practical information and resources for your new team member, such as:

A welcome letter from the CEOA booklet with company informationdetailing the company’s history, mission, values and organisational structure Guidancefor the employee’s first day, including timings A staff handbookoutlining key processes, policies and points of contactAccess details including logins and passwords (ensure these are provided securely)The welcome kit may be delivered physically or digitally, but it should arrive before the new hire’s first day. Where possible, include some branded items or small gifts to help create a sense of belonging.

Set up accounts and accesses

Coordinate with your IT team to make sure all relevant accounts and access are created. This includes company email, login credentials for required tools and accounts for communication channels (such as Slack).These should be ready before your new hire’s first day.

Clarify communication methods

If not already documented, clarify how communication works at your organisation. Use written guides, pre-recorded walkthroughs or live instruction as appropriate.

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

Plan out their first day

Pay close attention to the first day. The new hire should know exactly what to do, what to complete and who to contact. Arrange a video call at a suitable time to check in and ensure they are settling in.

Assign a designated “buddy” as a point of contact. Ideally, choose someone in the same time zone as the hire.

Arrange a virtual get-together

Once the employee is settled, schedule a virtual team meeting to introduce them. Encourage a personal introduction or run a simple group ice-breaker.

Keep this session informal; use it to start building a supportive remote culture from day one.

Set up product training

During early onboarding, provide product education—particularly if your product or sector is specialised or technical. This is essential for hires in customer-facing positions.

This can be a high-level overview of key features or an in-depth programme delivered by a specialist, possibly with a formal assessment.

Conduct regular check-ins

Remote work offers autonomy, but avoid leaving new hires unsupported. Check in regularly to confirm they are on track with the roadmap.

Set a clear agenda for check-ins and keep conversations focused. Allow time for the hire to give feedback and raise any concerns.

Best practices for remote employee onboarding

Remember, regardless of where the hire is based the objective remains: ensure they understand core company policies, integrate with their team and know their responsibilities. Given remote work’s unique challenges, consider the best practices below.

Avoid technical issues

Where possible, equip new hires with necessary hardware, software and access before their first day. If issues occur, you will have time to resolve them before the employee begins work, making onboarding smoother.

Replicate the ‘water cooler’

Create informal channels for new employees to connect with colleagues, and encourage one-to-one “coffee” chats. Relying only on email in a remote setting can cause miscommunications, delayed responses for urgent matters and feelings of isolation.

Maintain this contact as well. Even a 20-minute call about non-work topics can significantly improve a remote employee’s sense of connection.

Respect cultural norms

For some remote hires you may need to accommodate differences such as time zones and cultural practices. Plan how you will manage these and consult a local employment expert if necessary. Discuss any reasonable adjustments with the hire.

Set clear expectations

Set specific, time-bound goals for each employee. This boosts engagement and performance, and benefits morale and productivity.

Without clear direction, employees may feel aimless in the short term and undervalued in the long term. Hold regular check-ins during the first 90 days to identify and address any obstacles.

Onboarding with Remote

This checklist is intended to keep you organised and to make sure every employee receives fair, consistent treatment. It helps build community and belonging within your remote team from the start of their employment.

With Remote, you can quickly and compliantly onboard talent from anywhere in the world. Our experienced experts will handle all the paperwork, calculations, and legal lifting for you — allowing you to concentrate on the items in this checklist.

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