Tech Tools for Onboarding Remote Employees During COVID-19

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Welcoming new team members remotely requires specific platforms

According to a recent Gallup survey, nearly two-thirds of Americans are working from home during the COVID-19 pandemic. And this situation is projected to persist for some time. But how do companies who fill vital positions onboard talent during this “new normal” of employment?

Successful remote onboarding requires specific procedures and the right software and hardware. Here are some actionable tech tips:

Remote onboarding technology resources:

  • Document-signing software: Employment forms that require signatures can be completed using a range of platforms, and many provide methods of digital notarization. DocuSign is the most commonly used software, but eFileCabinet and HelloSign are additional choices among a variety of other viable options.

  • Digital onboarding software: For a more comprehensive solution, these platforms offer workflows and features that are specifically tailored to filling out new employee paperwork and delivering essential policy documents. Many platforms have built-in document-signing features, preloaded tax, payroll, and employment eligibility forms, and handy features such as auto-population of repetitive personal information in documents. ExactHire, WorkBright, and BambooHR are some well-reviewed choices suited for mid-sized to larger enterprises.

  • Hardware: Remotely onboarded employees must be provided all company-issued equipment—laptops, phones, etc.—at least a week in advance of their official start date, along with detailed set-up instructions. If your company has a BYOD policy that allows them to use their own devices, provide clear security policies on updates, patches, and network access, as well as additional software. Essential BYOD programs include anti-malware and virtual private network (VPN) platforms. Avast and Norton are standard options, while Sophos provides a higher level of security and visibility for larger enterprises.

  • Virtual hardware: Another way to provide new employees with a work computer without actually providing one is by setting up a virtual desktop, aka a virtual machine (VM). A VM gives users all of the functionality of company-issued hardware on their own devices, with the benefit of automatic security and software updates and revocable access. It’s also a more efficient and scalable way to onboard numerous remote employees. Amazon Workspaces offers industry-leading VM solutions.

  • Communication and collaboration software: Offsite teams need robust project management, communication, and file-sharing tools. Slack has become the king of professional instant messaging, with group or one-on-one channels, file-sharing capability, and the ability to integrate with a variety of other platforms. Microsoft Teams provides an all-in-one solution for collaboration that’s well-suited for companies using Microsoft Office. Podio, ClickUp, and Google Docs all also offer document-sharing and remote project and workflow management features.

  • Provide immediate IT support: Crucially, the onboarding process must include clear communication and robust support for getting all of these tools up and running. Set up a video conference on the new hire’s first official day with IT personnel who will walk the employee through set-up steps for all programs. Also, provide written instructions that include security procedures and a summary of all vital platforms that can be referenced as needed.

Onboarding offsite employees successfully is only possible with the right equipment and the proper procedures. Stay tuned for our next blog detailing essential human resources steps for offsite onboarding, including remote I-9 verification, setting up initial meetings, and establishing company culture.

Carrington Legal Search is celebrating 20 years in business: we were in the trenches with our clients during 9/11 and 2008. We partner with our clients to identify leaders and mission-critical talent to shore up and grow companies even during the most challenging times. We are here for you! To make our nationwide network work for you, get in touch at 512-627-7467 or email carrie@carringtonlegal.com.