Checklist: bringing remote employees on board

Why you should use an employee onboarding checklist

Bringing a remote hire on board differs markedly from onboarding someone in the office — which is why a checklist is so useful. It ensures every team member has a consistent induction and reduces the likelihood of anything being missed.

While each new recruit will have particular needs, a checklist provides a general route to follow. Use the template for every starter, making small adjustments where necessary.

Drawing on Remote’s experience, below are the essential items to cover.

Draft a 90-day roadmap

Map out a 90-day plan that sets out the main objectives, milestones and activities relevant to the new starter’s role and team.

You might structure the plan along these lines:

Week 1: Orientation, company overview and initial trainingWeeks 2–4: Focus on role-specific training, virtual shadowing and setting performance goals Weeks 5–8: Continue company-wide training, hold regular check-ins and discuss performance feedback Weeks 9–12: Grant greater autonomy, involve them more in team projects and conduct detailed career development conversations

Adjust the timing as required; you may shorten or lengthen the schedule depending on the role. Collaborate with the hiring manager to tailor the roadmap closely to the new starter’s position.

Send a welcome pack

The welcome pack should include helpful information and resources for the new team member, for example:

A welcome letter from the CEOA company information booklet summarising the organisation’s history, mission, values and structure Instructions for the new starter’s first day, including timings A staff handbook detailing key processes, policies and points of contactAccess details including logins and passwords (ensure these are supplied securely)The welcome pack may be issued physically or digitally, but should arrive before the starter’s first day. If feasible, include some branded items or gifts to foster a stronger sense of belonging.

Set up accounts and access

Coordinate with your IT team to make sure all necessary accounts and access are prepared. This includes company email, logins for required tools and account setups for communication channels (such as Slack).Ensure these are functioning before the new starter’s first day.

Clarify communication methods

If not already documented, set out how communication operates within your organisation. Use written guidance, pre-recorded tutorials or live instruction.

Specify which channels are used for which purposes and supply user guides where needed. Include shared workspaces, team-specific tools and project management software.

Plan their first day

Give careful thought to the new starter’s first day. They should be clear about tasks, deliverables and who to contact. Arrange a video call at a convenient time to check in and confirm they are getting settled.

Assign a designated “buddy” as a point of contact; ideally someone in the same time zone as the new starter.

Arrange a virtual get-together

Once the starter is settled, hold a virtual team meeting to introduce them. Ask them to share something personal or run a group icebreaker activity.

Keep the session informal, using it to help establish a supportive remote culture from the outset.

Set up product training

Early in onboarding, run training sessions—particularly if your product or sector is specialised or complex. This is especially important for hires in customer-facing roles.

Training might range from an informal overview of the product’s main features to in-depth tuition by a specialist over a longer period. There may also be a formal assessment.

Conduct regular check-ins

Although remote working offers autonomy, avoid leaving the starter entirely to their own devices. Check in regularly and confirm they are following the roadmap.

Prepare an agenda for each check-in to structure the meeting and keep it focused. Allow time for the new starter to give feedback and raise any concerns they may have.

Best practices for onboarding remote employees

Wherever the new starter is located, the objective remains the same: to make sure they understand core company policies, integrate with their team and know their responsibilities. Given the particular challenges of remote work, consider the following best practices.

Avoid technical issues

Where feasible, provide new starters with the necessary hardware, software and access before their first day. If problems occur, there will be time to resolve them before they start, making the onboarding smoother and less frustrating.

Replicate the ‘water cooler’

Create channels where new starters can interact with colleagues, and encourage informal one-to-one “coffee” conversations. Relying solely on email — in a setting where face-to-face contact is limited — can cause miscommunication, delayed responses on time-sensitive matters and feelings of isolation.

Maintain that informal contact as well. Even a 20-minute call about non-work matters can make a considerable difference to how a remote employee feels.

Respect cultural norms

For some remote starters, you will need to allow for nuances such as time zone differences and cultural observances. Plan how to manage these differences and consult a local employment expert where appropriate. Discuss any reasonable adjustments with the new starter.

Set clear expectations

Set clear, time-bound goals for each starter; this can improve engagement and performance and have a positive effect on morale and productivity.

Without clear direction, new starters may feel adrift in the short term and undervalued over time. Carry out regular check-ins during the first 90 days and help them overcome any obstacles.

Onboarding with Remote

This checklist is intended to keep you on track and ensure every starter is treated fairly and consistently. It supports building a sense of community and belonging within your remote team from the outset of their employment.

With Remote, you can quickly and compliantly onboard talent from anywhere in the world. Our experienced experts will handle all the paperwork, calculations, and legal lifting for you — allowing you to focus on the steps in this checklist.

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