Remote Onboarding Best Practices

How To Pick The Best Software For Your Company

A FREE WorkBright eBook – Read it here!

Onboarding Virtually Requires The Right Tools

Remote onboarding is becoming more relevant as companies grapple with various health and safety concerns, the need to recruit more diverse/global employees, and improving employee experience as a whole. As a result, many companies are turning to technology to help maintain best practices and navigate the transition from the traditional employee onboarding process to a more efficient and cost effective solution of onboarding virtually.

Searching for a remote onboarding system that fits your needs best can be an overwhelming and daunting process with all of the options available. It can seem like a Goliath task to make onboarding more efficient for your employees, especially if you already have a process that gets the job done. Understanding the “Best Practice” requirements that should be met when planning to onboard employees virtually is a good first step in helping to narrow down your choices.

We have created this eBook to guide you through the process of selecting the right platform for your digital onboarding needs with insightful advice from experts in the industry regarding virtual onboarding best practices and requirements to maintain compliance.

Read The eBook Here

Click “View Fullscreen” to view in your browser or use the arrows in the right corner to download a copy to your computer and view as a PDF:

What’s Inside: Remote Onboarding Best Practices Checklist

  • Think mobile first when picking a virtual onboarding software solution.
  • Pick a platform that can accommodate all your hires (including full-time, part-time, and boomerang employees.)
  • Keep onboarding simple for your employees with things like smart forms and optical character recognition (OCR.)
  • Ensure that employee data is safeguarded.

More tips covered in this eBook…

Remote Employee Onboarding System For HR Professionals

As an HR professional, you’re probably trying to understand how you can create an efficient onboarding process. You need a system that all of your employees can access and use. If you’re like most HR professionals, you already have a million things on your plate, and you don’t want to add setting up a remote onboarding solution to that list.

This eBook discusses what to look for in a remote onboarding system and considerations of how your employees will use that system. Remote onboarding needs to be made with mobile in mind to be successful.

Many employees, especially millennials and Gen Z, are comfortable using phones for things like uploading documents and filling out forms. According to CNBC, millennials and Gen Z make up 38% of the workforce currently. These numbers will only get larger as more members of Gen Z enter the workforce. Is your employee onboarding platform ready to handle these types of users?

It isn’t easy to move from traditional onboarding to virtual onboarding. If you know you’ll struggle with this, look for an onboarding solution with excellent customer service and easy implementation. Time and technical knowledge shouldn’t be a barrier to get you and your business where you need to go.

At WorkBright, we get several questions about how remote onboarding works, especially with Form I-9. The I-9 has historically been a barrier for many companies wanting to go remote. How do you get Section 2 of the I-9 signed on time? There are many useful resources for this. Covered in the book for example, you could use a remote authorized representative to sign Section 2 for you. As long as you pair a remote authorized representative with an excellent audit trail, your business should be able to withstand any audit thrown your way.

Remote Onboarding Software That Helps You Manage Audits And Security Regulations

Speaking of audits, you need to consider how your software will hold up to audits and security regulations. This topic is discussed in detail in our eBook.

Form I-9 audits can be costly to businesses of all sizes. Depending on the size of your business and the callousness of your violations, you could be paying up to $16,000 per I-9 violation. These are scary stats, but it doesn’t have to be that way. A key remote onboarding best practice is to invest in a platform that can help you collect I-9s promptly and get them filed away digitally. I-9 auditors are very comfortable using digital tools to audit companies, and you’ll probably prefer digital tools over keeping loads of filing cabinets in a physical space.

If you switch to virtual onboarding, you should also have access to security features to keep your employee’s data locked down. Employees entrust HR professionals with an immense amount of personal information. When you onboard new employees, you are likely asking for things like:

  • Social Security numbers
  • Birthdates
  • Banking account numbers
  • Driver’s licenses/State IDs
  • Passports
  • …and much more!

Employees trust employers with this information because they expect that this information will be safe. But, this isn’t always the case.

Using email solutions to onboard new employees should be avoided because hackers often use email to gather data from companies. Email accounts are often weak links for companies because they are typically easy for hackers to access. There are too many unknowns when exchanging personal information through email. You might delete a file, but will that file be deleted on your employee’s end? Did you delete the file entirely, or just move it to the trash can?

Using an onboarding software designed for remote implementation ensures that things are encrypted and protected from unauthorized access. Many software companies also keep extensive data logs so you can determine if someone accessed something they weren’t supposed to.

For more security information, check out our eBook “Security In HR.”

A Remote Onboarding Process That Empowers Your Employees

Overall, remote onboarding creates a better experience for your employees. What was your onboarding process like? Chances are, you were stuck filling out paperwork in a fluorescent-lit room, going through dozens of pages of information, without much of a break. Was your first day of work filled with joy and learning or behind a desk filling out paperwork?

Your employees should feel empowered by the onboarding process. Instead of filling out paperwork on Day 1, filling out paperwork should be considered a pre-work activity. If you do this, you’ll probably want to give your employees some extra money to compensate them for their time filling out paperwork. Estimate the time it takes to fill out all your paperwork, and provide a reasonable amount to compensate them on their first paycheck.

When it comes to making the onboarding process empowering for employees, here are some ideas:

  • Keep the onboarding tasks simple by creating a process they can tackle at their own pace.
  • Use things like auto form fills, smart forms with field validation, and optical character recognition (OCR) to make filling out forms easier.
  • Create an error-resolution workflow to ensure you can communicate with employees and get the right data on file if your employees make a mistake.
  • Set employee reminders to ensure that employees know when work is due (and that you get it back on time.)

Virtual Employee Onboarding Best Practices: Use Web-Based Software To Improve Your Workflow

Onboarding new employees isn’t easy. There are so many factors to consider, and new hire paperwork is just a small portion of the process. The paperwork is essential, though, because it ensures you have all the necessary information on file for new employees.

Taking the time to select the best remote onboarding software will help you and your employees for years to come.