Remote social onboarding: here’s how to do it!

Remote social onboarding: here’s how to do it!

Right at the top of the list of ‘what you miss most during lockdown’ is social contact. Of course, it’s tough that shopping trips are off the table for now, or that you’ve been walking around with a DIY haircut for weeks. But missing all those familiar faces in your life hits many people hard. And we’re not just talking about your family and friends.

Daily interaction with colleagues is also high on our wish list now.

Fortunately, we know there is light at the end of the tunnel. That we’ll soon be able to look those familiar faces in the eye again. But what if you don’t even know who you’re missing or what you’re longing for yet?

What if you changed employers in the middle of the pandemic and haven’t met anyone yet? That can feel incredibly lonely. How tempting is it then to turn back and return to your familiar work environment?

Prevent your new employee from drifting away in the fog. Offer a warm safety net, make them part of the team, and immerse them in the company culture as quickly as possible.

That makes the new colleague happy, and you as the new employer happy too!

Perhaps these tips for social onboarding will help.

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This document contains several crucial points that are part of a new colleague's onboarding period. This way, you won't forget anything and can get started right away!

1. Roll out the red carpet remotely, and do it before the first day

There is always a grey area between the job offer and the fresh start.

The employee still has to finish their studies or their old job, and all sorts of emotions come with that. Closing a chapter is a big step, after all.

It’s nice to know there’s a new group waiting to welcome you with open arms. A team that is eager to make you part of their warm environment.

Make it tangible and roll out that red carpet remotely. Don’t just send the new colleague the formal paperwork, phone, and other necessities.

A bottle of champagne, a bouquet of flowers, or a shirt with the company logo on the doorstep works wonders. It gives them that feeling: “Hey, I belong somewhere!”

2. Give every new colleague their own buddy

This tip is essential right now, but we actually want it to stick for the time after the pandemic as well.

Let’s be honest: that round of handshakes on your first day was actually a nightmare. You were bombarded with dozens of new faces and names in no time, and by the end of the workday, you couldn't remember a single one.

Despite everyone's good intentions, you still felt like a fish out of water.

It is much nicer and more supportive to assign a personal buddy to every new employee. Someone with plenty of experience in the organization who sets aside time a few times a week to show the new colleague the ropes. This buddy can handle the practical matters and ensure a solid onboarding program.

But they are also there for informal "small talk." Don't forget that, because those chats are essential for setting the tone and are very important for settling into a new environment.

An added benefit of such an individual setting is that it is still possible to meet in person in a COVID-safe way.

Take advantage of that as much as possible. Not only is it good to wander around the workplace in real life, but face-to-face contact also creates much more of a connection than any video call or phone conversation ever could.

3. Use your inside knowledge

Did the new colleague complete an assessment before signing the employment contract?Use that information, especially during those crucial first few weeks.

Every person is wired differently and has their own preferred way of working and communicating. Now that we are largely working remotely, it is much harder to figure out how a new colleague prefers to work and how they like to be approached.

The assessment has handed you important information on a silver platter; don't let it go to waste.

Don't just sit in a back room poring over a psychological report. It is actually very beneficial to talk to someone about their talents and motivations. You will then know exactly what makes them tick and what you should keep in mind.

Make someone's personal "user manual" a normal topic of conversation within a team. It builds connection and recognition among colleagues. It doesn't always have to be about heavy topics: even just knowing whether someone is a morning person or a night owl can be very enlightening.

How useful is it to know whether you can expect your new colleague to be bright-eyed and bushy-tailed at the start of the day, or if they need to dry out over a cup of coffee first?

4. Have fun

Of course, it is important to discuss functional matters and keep having meetings. Work is work, and that is what we are paid for. All true. But also schedule time to "hang out" informally, even if it is currently limited to a screen.

Chatting about this and that, having a laugh, or recommending a Netflix series is the glue that holds any organization together. Plus, it gives the newcomer the opportunity to integrate into the company culture.

So, schedule time for fun. A "digital tea" where everyone joins from home when it fits their schedule, an ongoing online coffee corner, or a virtual Friday afternoon drink—with the added benefit that you are already home and can easily grab a glass of wine: great!

As a manager (or buddy), keep an eye on the new colleague to ensure they don't get snowed under. Ask a question or make a comment in their direction every now and then, so that the established team members also consciously pay attention to their new colleague.

Is there any interest in an online event? Even with all the restrictions, there is more possible than you probably think. A fun pub quiz, a virtual museum tour, a photo contest, or a company walk where everyone competes for first place—it adds a little extra flair to a team and boosts the "we" feeling.

5. Communicate

To wrap up, here is a point that may seem obvious but is often forgotten: there is no such thing as too much communication. It is better to have more than enough information than to be left in the dark, not even knowing what you are missing.

When you work from your own bubble at home, you miss out on the communication that usually happens unnoticed. In the office or on-site, you pick up many signals in the hallways or during a chance encounter at the coffee machine.

Now, especially as a newcomer, you are dependent on scheduled online meetings, or on incoming phone calls or emails.

Therefore, schedule plenty of extra communication moments in the onboarding program, preferably from various angles and departments. Use a variety of channels to do so. Switch between phone, email, intranet, and live contact. This not only keeps things varied, but also increases the chance that the new employee will pick up information in the way that best suits their personal preference.

Online solutions

‍In this day and age, much of the onboarding process has to happen remotely. Fortunately, there are more and more ways to virtually train a new colleague effectively. Pluvo is an expert in sharing information online, so we have plenty of ideas on this. Feel free to contact us; we would be happy to brainstorm with you!