Congratulations! After sorting through hundreds of applications and conducting dozens of interviews, you’ve finally found the perfect fit for your remote position. Here’s how to set your new employee up for success!

  1. Documentation: First thing’s first, you must send out your new hire documentation. As a best practice, you should send non-confidential documentation (generic information, team organizational charts, email lists, etc.) out when the offer is accepted, so the new hire has time to review it before they start. Anything else can be sent out on the first day. All documentation, confidential or otherwise, should be sent out as a secure PDF.

    Additionally, now is the time to confirm your new hire’s authorization to work in the United States. Luckily, it’s legally acceptable to visually confirm their authorization via video conferencing.

  2. Prepare Your Teams: Make sure all of the right people are notified about the new hire. This includes IT, admin staff, and anyone else who will be working them. Important aspects to cover for IT include whether the new hire is receiving any materials like a laptop or desktop, the new hire’s email address, and the new hire’s level of access to various programs.

    Also, make sure you get your new hire orientations and one-on-ones in the Calendar ASAP! Your other team members will need time to plan and prepare. Another great way to get your new employee oriented is to assign a point person to them for the first week.

  3. Set Expectations: Just like you would for an in-office position, it’s important to have an organization-wide policy for background and dress in video conferences when working remotely. Make sure your new employee knows the professional standards for video appearances, what’s allowed in their background, and whether or not they always need to have their cameras on.

    Be sure to also discuss expectations regarding work hours. Does your organization require employees to be available from 8:30 a.m. to 5 p.m., or do you allow for more flexible hours? It’s important to have this conversation early, and make it clear when and how the new hire should be available. This discussion should also set your expectations regarding when and how your employee should communicate with you, as well as others in the office.

  4. Follow up! Set up consistent one-on-one’s the new hire’s first week or two. These meetings can be orientations, trainings, or even just shadowing/get-to-know-you type meetings. Make sure to follow up with them on their performance after the first month to continue to set expectations and make sure they have what they need to succeed with your company!

Onboarding can be tricky, and a PEO like Diamond PEO can be a great solution if you need to streamline your onboarding process and make sure that your employees have all the tools they need.