Virtually onboarding new staff... uncharted territory? Here are the things you need to think about

How are businesses onboarding talent during an unprecedented crisis?

A number of my clients have continued with virtual interview processes and are now at the stage of making offers.

As a search firm that prides itself on understanding our market, we have begun coaching a growing number of businesses on the steps they need to take. It has become clear that, for many organisations, virtually onboarding a new employee is an entirely new challenge.

It would be easy to view this as a barrier to recruiting. However, unprecedented circumstances require businesses to think differently.

Some of the biggest winners will find ways to manage the risks of not meeting candidates face to face, recognising that the risk of not hiring may be far greater.

Hiring remains important

Organisations still need to build brands and sell products. Where appropriate, that will continue to mean hiring senior talent to lead the way, whether on an interim or permanent basis.

Over the coming months, successful businesses will engage with a growing community of talent who may now be able to speak more freely while working from home.

They will recognise that there may be less competition while fewer roles enter the market. They will also be confident in showing that their long term ambitions remain unchanged and that they are prepared to hire talented people in both good times and difficult periods.

For organisations entering unfamiliar territory, there are several key areas to consider. These approaches have already been adopted by clients operating with more remote and flexible working arrangements.

Communication

The business your candidate is leaving may have introduced a temporary recruitment freeze, meaning it could be working harder to retain its existing employees.

It is also natural for people to feel more cautious about making a significant career move during uncertain times.

Keep talking to your new hire. Involve them in virtual meetings with the team and offer them useful reading or information before their start date.

Communicate at least once a week, although more frequent contact may be appropriate.

Paperwork

This may seem obvious, but it remains important.

Services such as DocuSign and HelloSign provide legitimate and legally binding ways to complete documentation without relying on physical paperwork.

Make sure contracts and other required documents are issued and completed promptly.

Equipment

When everyone works from the same office, it can be relatively easy to assemble the equipment a new employee needs shortly before they start.

Remote onboarding requires more preparation.

Allow enough time for laptops, phones and any other necessary equipment to be delivered and properly configured.

A small welcome or care package can also make a difference. Even when someone is working away from the office, thoughtful touches can help them feel part of the team.

Initial objectives

It may not be possible for a new employee to meet the organisation’s usual expectations immediately, but they should still receive a clear set of objectives for their first few weeks.

Create a structured plan of conversations with relevant colleagues who can provide information, guidance and support.

Make sure the new starter understands what they should focus on and how success will be assessed.

Visibility and support

Even when working remotely, managers need to remain accessible.

Keep the new employee informed and give them a clear way to raise questions when they encounter a problem.

Everyone asks simple or obvious questions during their first few weeks in a new role. Once those questions are answered, the employee can move forward with confidence.

When managers are not visible or available, misunderstandings and poor working habits can develop quickly.

Continuing the hiring process

When you are part way through an interview process but have temporarily paused it, or have stopped recruiting before getting started, support is available.

We pride ourselves on being a creative, people focused search firm and will always work with clients to find a practical solution to a hiring challenge.

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