Checklist for onboarding remote employees

Why you should use an employee onboarding checklist

Bringing a remote employee on board differs markedly from integrating someone who works in the office — which is why a checklist is invaluable. It helps guarantee a consistent onboarding experience for all team members and reduces the chance of important steps being missed.

While every new hire will have different needs and circumstances, a checklist creates a clear, general pathway. Use the template each time and make small adjustments where necessary.

Drawn from our experience at Remote, the following are the essential items to address.

Develop a 90-day roadmap

Map out a 90-day plan that sets out the main objectives, milestones, and activities you need to cover. Make sure it aligns with the new hire’s role and department.

Your roadmap could be organised along these lines:

Week 1: Orientation, company overview, and initial trainingWeeks 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 adjust this timeline as needed; you might shorten or extend it depending on the role. Work with the relevant team manager and aim to tailor the roadmap closely to the new hire’s position.

Provide a welcome kit

Your welcome kit should include helpful information and resources for the new team member, such as:

A welcome letter From the CEOA company information booklet Providing a key overview of the company’s history, mission, values, and organisational structure Instructions For the employee’s first day, including timings A staff handbook Containing key processes, policies, and points of contactAccess details Including logins and passwords (ensure that this is provided securely)A welcome kit may be sent physically or digitally, but the hire should receive it before their first day. Where possible, include some branded swag or small gifts to help foster a sense of belonging.

Set up accounts and accesses

Coordinate with your IT team to confirm that all relevant accounts and access have been created. This includes company email accounts, login credentials for required tools, and accounts for communication channels (such as Slack).Ensure these are ready before the hire’s first day.

Clarify communication methods

If this hasn’t already been done, set out how communication works in your organisation. This can be achieved using documentation, pre-recorded training videos, or live guidance.

Describe which channels you use and for what purpose, and provide user guides where necessary. Include any shared workspaces, department-specific tools, and project management software.

Plan their first day

Give particular attention to the hire’s first day. They should know exactly what to do, which tasks to complete, and who to contact. Arrange a video call at a time that suits the employee to check in and confirm they’re finding their feet.

Assign a designated “buddy” as a main point of contact. Ideally, this person will be in the same time zone as the hire.

Arrange a virtual get-together

After the employee is settled, set up a virtual team meeting to introduce them. Invite them to share something personal or run a group ice-breaker activity.

Keep this get-together informal, while using it to build a supportive remote work culture from the outset.

Provide product training

In the early stages of onboarding, run training sessions — especially if your product or industry is niche or complex. This is particularly important for hires in customer-facing roles.

Training might be a brief overview of the product’s main features or a more detailed programme delivered over time by a specialist. There may also be a formal assessment.

Conduct regular check-ins

While remote work provides autonomy, don’t leave your hire entirely to their own devices. Check in regularly and make sure they are following the roadmap.

Prepare an agenda for the structure and content of your check-in meetings, and keep the discussions focused. Allow your hire time to give feedback and raise any concerns.

Best practices for remote employee onboarding

Bear in mind that wherever the hire is located, the aim is the same: to ensure they understand key company policies, integrate into their team, and know their responsibilities. Given the specific challenges of remote work, consider the best practices below.

Avoid technical issues

Where possible, make sure new hires receive the necessary hardware, software and access before their first day. If problems arise, there will be time to resolve them before the employee starts work, making onboarding smoother and less frustrating.

Replicate the ‘water cooler’

Set up channels for new employees to interact with colleagues, and encourage informal one-to-one “coffee” chats. Relying only on email — in a setting where face-to-face contact is limited — can cause miscommunications, slow responses for urgent matters, and feelings of isolation.

Maintain that social contact as well. Even a 20-minute call to talk about non-work topics can make a big difference to a remote employee’s wellbeing.

Respect cultural norms

For some remote hires, you may need to allow for additional differences such as time zones and cultural observances. Consider how you will manage these, consult a local employment expert if necessary, and discuss any reasonable accommodations with the hire.

Set clear expectations

Set specific, time-bound goals for each employee. This can raise engagement and performance and have a positive effect on morale and productivity.

Without guidance, employees may feel directionless in the short term and undervalued over the long term. Hold regular check-ins during the hire’s first 90 days and work to resolve any obstacles they face.

Onboarding with Remote

This checklist is created to help you stay on track and to ensure every employee receives fair, consistent treatment. It supports building a sense of community and belonging within your remote team from the very start of their working journey.

With Remote, you can rapidly and compliantly onboard talent from anywhere in the world. Our experienced experts will manage all the paperwork, calculations, and legal tasks for you — so you can concentrate on the steps in this checklist.

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