Best Practices for Employee Onboarding in Remote-First Workplaces

The way we work has changed. With more companies embracing remote work, employee onboarding also needs to evolve. In a traditional office, new hires could walk over to a colleague’s desk, ask questions, and feel the company’s vibe just by being present. But in a remote-first workplace, everything from welcome messages to first-day jitters happens online.

So, how do you make new team members feel welcome, informed, and connected when there’s no office to walk into? Let’s explore the best practices for employee onboarding in a remote-first setup.

1. Start Before Day One

Employee onboarding begins long before the first official workday. Once a candidate accepts the offer, send them a warm welcome email. This message can include:

• A digital welcome kit
  
• Access to a shared onboarding folder
  
• A brief schedule for the first week
  
• A friendly introduction to their manager or buddy
  

This early outreach eases anxiety and builds excitement.

2. Set Up Tech and Tools in Advance

Nothing is more frustrating than a new hire spending their first day waiting for logins or wondering how to join a video call. Ensure your IT team sets up all necessary tools before the start date. This includes:

• Email access
  
• Project management tools (like Asana, Trello, or Jira)
  
• Communication platforms (Slack, Teams, Zoom)
  
• Cloud storage access (Google Drive, Dropbox)
  

Ship any required hardware like laptops, monitors, or headsets early, so new hires can hit the ground running.

3. Create a Clear and Friendly Onboarding Plan

Remote onboarding needs structure. Without physical cues, it’s easy for new hires to feel lost. Create a clear day-by-day onboarding plan. This can include:

• A team meet-and-greet schedule
  
• Department overviews
  
• Company culture sessions
  
• Product or service walkthroughs
  
• Q&A sessions with leadership
  

Make sure the schedule is easy to read and not overwhelming. A mix of meetings and independent tasks helps avoid Zoom fatigue.

4. Assign a Buddy or Mentor

In the office, new hires often lean on nearby coworkers for help. In remote settings, assigning a buddy or mentor fills this gap. The buddy should:

• Be someone friendly and experienced
  
• Be available to answer questions
  
• Share how things work at the company
  

This personal connection helps new employees feel less isolated and more supported.

5. Introduce the Company Culture Digitally

Company culture is more than just posters on a wall. In a remote-first workplace, culture lives in Slack channels, virtual events, and the way people communicate. Use onboarding to help new hires understand this culture by:

• Sharing videos or slides on company values
  
• Explaining how decisions are made
  
• Showing how feedback is shared
  
• Highlighting traditions like virtual game nights or casual Friday calls
  

6. Encourage Early Interaction

Help new hires connect with their team and others outside their immediate circle. Some ways to do this:

• Schedule one-on-one virtual coffee chats with team members
  
• Host a welcome call with the department
  
• Create “About Me” introductions in Slack
  

These small gestures go a long way in building early relationships and breaking the ice.

7. Provide Easy Access to Resources

Remote employees can’t walk into HR or ask the person sitting next to them where to find a document. Keep an organized digital library with:

• Company policies
  
• Team handbooks
  
• Training videos
  
• FAQ documents
  

Platforms like Notion, Confluence, or Google Sites are great for hosting such resources.

8. Check In Frequently

Regular check-ins during the first few weeks help identify challenges early. Managers should schedule time for:

• Weekly one-on-ones
  
• 30-, 60-, and 90-day check-ins
  
• Feedback sessions
  

This creates a safe space for the new hire to ask questions and express concerns.

9. Gather Feedback and Improve

After the first month, ask new hires about their onboarding experience:

• What worked well?
  
• What could have been better?
  
• What was confusing?
  

Use this anonymous feedback form to improve the onboarding process for future employees. Every hire is a chance to learn and grow.

10. Make Onboarding a Continuous Journey

Onboarding shouldn’t end after the first week. In fact, a great onboarding experience lasts for at least the first 90 days. Continue to support your employees with:

• Learning and development opportunities
  
• Clear performance expectations
  
• Regular feedback and recognition
  

This ongoing support helps turn new hires into confident, happy, and productive team members.

Final Thoughts

Remote-first doesn’t mean people-first should take a back seat. With the right tools and approach, you can make new hires feel just as welcomed and prepared as they would in a physical office.

By focusing on human connection, clear communication, and thoughtful planning, your remote employee onboarding can be a powerful foundation for long-term success.

A great onboarding experience isn’t just about ticking boxes—it’s about making people feel like they belong.