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The Business Magazine July 2024
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The 9 best practices for online employee onboarding in 2022

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The number of employees starting to work online from the very first day is growing rapidly both because of the pandemic and an overall change in the corporate world. This brings new challenges to businesses, one of which is how to conduct online onboarding. Fortunately, the last few years have given many useful solutions for this need.

Check out the 9 best approaches:

  1. Make the most of preboarding

Onboarding typically involves mostly administrative and formal activities, such as:

  • An introduction to the organization
  • Learning company policies and procedures
  • Learning the organizational chart and common company protocols
  • Getting an overview of specific industry and company compliance requirements
  • Introduction to the specific job/role/position

You can start preparing new employees before they start working. In other words, you can organize preboarding. Create online courses on your organization’s history and mission, an overview of the industry, profession, etc., and share these materials with your candidates via your learning management system. The tool will guarantee data security, while you’ll get rid of all unnecessary activities for new hires on their first working day and will thereby be able to focus on welcoming them to the company and engaging them in the training process.

  1. Set onboarding goals

People undergo great stress and anxiety when starting in a new career and organization, which is even tougher for remote employees as they are in a different place physically and might even live in a different time zone. The best way to help new hires is to provide them with a plan that shows clear goals that an employee is expected to achieve within specific time periods. For example:  Such a checklist will give a new hire a better idea of what they will do and what to focus on - and this will make them more confident and productive.


  1. Make virtual introductions

Working remotely can often lead to a sense of isolation. It may further affect new employees’ sense of belonging and, as a result, productivity. Traditional ways of introducing new hires like welcome drinks or team lunch breaks don’t work in this case. So, to make sure an employee feels that they are a part of a team, consider scheduling brief video calls with the entire team and individually with closest colleagues. Such video introductions will help you give a sense of belonging and increase employees’ enthusiasm.

  1. Introduce new hires via email or message

Different projects might require employees from different teams and departments to work together. So, you need to introduce employees not only to the team they’ll be working with directly but also to the entire company. Fortunately, this is quite easy - just send a company-wide email or message that contains basic info about a new hire, job position, previous experience, and, if you wish, their hobbies and interests.


  1. Provide resources with basic info

New employees might get overwhelmed with multiple names, titles, protocols, etc. during their first days. It will be helpful if they can always access resources to refresh their memory with basic information.

For example, you could create a folder in your LMS that contains all materials on organizational structure. An employee will be able to access it at any time on any device.

  1. Set up remote communication channels

One of the key factors that engender a company’s high productivity is proper communication. This tends to be a challenge even for those working in the same location, not to mention remote teams. So, to make sure new employees won’t face any communication issues, explain what communication channels your company has, and how and when to use them. If some hires aren’t familiar with the tools you’re using and have issues utilizing them, you might want to offer them manuals with screenshots, or even better, screencasts that will explain how the tools function in detail.

  1. Ensure secure access to business-critical tools

Working remotely has its limitations, such as not being able to use a secure network connection provided by the company. This is a major issue because employees need to access the company’s remote work software, accounts, and services for doing business, while the company must ensure its data security. There are solutions for such cases, and your task during onboarding is to explain all the processes to new employees. Consider creating a short guide on your company’s tools and how to get started with them. Also, you might want to explain how login credentials will be established, what tools will be used, and how to utilize them.

  1. Onboard in groups

If you work in a large company, onboarding in groups will give many benefits both to the organization and its employees.

For an organization: 

  • Less time and effort
  • Reduced routine work
  • Higher effectiveness

For employees: 

  • Sense of community
  • Easier to meet new colleagues
  • Less stressful

Consider assigning a team host to each group whose task will be to create and maintain a friendly environment for effective communication and collaboration. You might also want to allocate a tech specialist to help employees solve technical issues if they arise.

  1. Use eLearning in your onboarding

A large part of onboarding is training. If you currently train new hires face to face and provide them with brochures and other training materials, keep in mind that you won’t be able to train remote employees this way. Besides, such an approach has multiple limitations, including not being able to track trainee progress and forcing employees to stay late after work for training. eLearning offers better options.

You can create online courses on all the abovementioned aspects and upload them to your learning management system (LMS). An LMS will automate all training management processes, such as notification of due dates, a new course assignment, and the generation of completion certificates. Basically, you’ll need to create training content and set LMS parameters only once, and then it will do everything for you automatically. You’ll also be able to see trainee progress, whether they’ve started a course, passed a course, what issues they are encountering, and so on.

Consider using iSpring Suite and iSpring Learn LMS to launch eLearning in your company. These are powerful yet easy-to-use solutions that allow you to create interactive online courses, quizzes, video lessons, e-books, and more, and then deliver training content to your new hires getting real-time detailed reports on employee progress.

Summing Up...

Online onboarding might seem challenging, but if you use the practices mentioned above, things might be much easier. Moreover, you might find lots of new opportunities and benefits with this approach. Just make sure to consider various factors and aspects, and use the right tools for creating, storing, and delivering training materials for online onboarding.

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