5 Ways to Fail a Remote Employee Onboarding

TABLE OF CONTENTS

— Neglecting a Structured Onboarding Process

— Failing to Introduce Company Culture

— Not Providing Adequate Technical Support

— Overloading Employees with Information Too Quickly

— Not Enough Check-ins 

— Remote employee onboarding checklist

— FAQs

At first glance, there's nothing complicated about onboarding: a few docs, some introductions, and a couple of days of HR work, but in reality, it's a challenge that is much easier to fail than it seems. When it comes to remote employee onboarding, the stakes are even higher. You can't just stop by someone's desk to help them out or quickly show them the way around. In this article, we'll cover the common mistakes that can easily derail remote onboarding and provide practical solutions to help companies scaling abroad get it right. 

Neglecting a Structured Onboarding Process

Dealing with chaotic and disorganized processes can be a nightmare for HR managers. Onboarding overseas teams seems even more challenging. From pre-employment to post-employment, it's crucial to have a clear roadmap for success. Research by the Brandon Hall Group shows that organizations with a strong onboarding process improve new hire retention by 82% and productivity by over 70%. These numbers highlight the importance of having the proper structure in place. But..

What happens when there is no onboarding plan:

• Unclear expectations. If the people partner does not convey the needed information, the new employee will most likely have a hundred questions and anticipations or no anticipations at all. Without a clear outline of roles and responsibilities, a remote employee may struggle to understand their place within the team.

• Delayed access to corporate tools (Corporate email account, access to HRM system, and internal software). When a new hire doesn't have access to all the necessary tools and accounts from the first day of work, it can lead to a slowed start and a lack of clarity on how to proceed. This can be challenging for both parties: the newcomer and the team they joined.

• No central point of contact. Who do employees turn to when they encounter a problem? Is there a designated person to support them, and what exactly is the role of this person? What about the role of the manager? These are common questions that arise, but merely having or not having a designated person doesn't guarantee that a new employee knows where to seek help when issues arise; only a structured online onboarding process can address this.

• No growth due to lack of feedback processes. The lack of feedback, especially at the beginning of cooperation, can be a critical mistake and may lead to disconnection from the team, ultimately resulting in termination of employment. A study published in the Journal of Applied Psychology revealed that effective onboarding, which involves regular feedback and support, significantly reduces new employees' intentions to quit. At SD Solutions, we have a well-defined plan for each new employee, including regular check-ins during the probationary period and beyond. Read more about how we craft employee journeys here.

• Trouble navigating internal processes. The knowledge base is not just another task to check off - it's a crucial resource not only for newcomers but for the already working employees. In fact, not only People Partner is responsible for the knowledge base. Everyone involved in guiding new team members can contribute to this database. For instance, the legal department can provide insights on employment, finance — taxes and salaries, and HRs — code of conduct and vacation days. Without such a resource, newcomers might spend unnecessary time seeking answers and get lost in company values. A well-curated knowledge base not only benefits employees but also saves time for the core team, who can focus on addressing specific questions rather than repeating basic information.

Failing to Introduce Company Culture

Underestimating the importance of company culture in the onboarding of remote employees is a common pitfall. Imagine a new company employee has no regular communication with the core team and little information about the work environment, from the very beginning. The newcomer is likely confused, isolated, and unsure about the role. This is a critical concern because, without proper cultural integration, remote employee onboarding will fail, and may decide to leave.

When companies overlook introducing their culture, several issues can arise:

• Unclear Company Values and Priorities. If new employees don't know what the company stands for and against and what its top priorities are, they may make decisions that don't align with the team's goals. For example, if innovation is highly valued but not communicated, a newcomer might stick to traditional methods instead of proposing new ideas.

• Lack of a Welcome Book with Core Values. Forgetting to send — or not having at all — a welcome book that outlines the company's core values leaves new hires in the dark. This simple resource helps them understand the mission, values, and what makes the company unique. Without it, employees might feel disconnected and insecure in company. 

Not Providing Adequate Technical Support

One question every company needs to ask is: Do you have an IT manager who’s ready to jump in and help an employee remotely if something goes wrong? If not, then there are countless problems.

• Late or missing equipment. Timely delivery of all the essentials is critical for a smooth onboarding experience. When equipment shows up late, new employees end up wasting time waiting instead of getting started. In this case, it is very important to have a clear collaboration between the HR and IT departments. 

• No IT Manager for remote assistance. Sending equipment isn’t enough—you need someone on standby to help if problems arise. Whether troubleshooting a software issue or setting up access to internal tools, employees should know who to contact for immediate help. If they have no idea who to call, they’re left trying to figure things out alone.

• Weak security guidance. Security is a critical concern while working remotely. New hires who don’t know how to secure their devices or recognize phishing emails could accidentally put company data at risk.

At SD Solutions, we cover every step to ensure our new hires feel supported. We have IT managers in the countries where we hire, coordinating everything from timely equipment delivery to providing remote assistance when needed.

Overloading Employees with Information Too Quickly

When everything—emails, links, documents, and introductions—comes at them all at once, it’s easy for important details to get lost in the shuffle. As a result, newcomers may feel confused, disoriented, and unsure of where to start.

Overwhelming new hires with information can create a stressful start to their role. Without a phased approach to learning new tools, new employees may struggle to figure out which systems to use for what tasks. Trying to absorb it all at once can lead to confusion about where to find key resources or how to perform basic functions.

We avoid this by using a well-thought-out approach that delivers information gradually. Our HR managers follow a scheme that doses information in manageable stages to prevent overwhelming new hires.

Before the official start date, our People Partners send all necessary documents for signature, such as contracts and NDAs, and introduce new hires to important company policies. This gives them time to review and complete essential paperwork without the pressure of starting work at the same time. Next, the newcomer receives guides on using various tools and platforms, all the essential links and account login information, and all other onboarding stages are implemented afterward. 

This step-by-step process helps new employees feel more confident and prepared rather than overwhelmed by a barrage of information. 

Not Enough Check-ins 

When there aren’t enough check-ins during onboarding, it’s hard for managers and HR to know how a new hire is really doing. Without regular catch-ups, they can’t tell if the person is fitting in, following the processes, or facing any challenges.

New hires might have many questions but may not feel comfortable contacting their People Partner. They might not want to bother anyone or aren’t sure who to ask. This can leave issues unresolved and make it harder for them to settle in smoothly.

What our HR team recommends:

1. Schedule Check-Ins in advance. Set them up for the first week, after one month, two months (if needed), three months, and at the end of the probation period.

2. Make the call a safe space. Ask about anything they’re unsure of, whether about their tasks, the team, or the company.

3. Adjust every check-in based on the results of the previous one. Noticed a weak area? Collect the data and come back with findings, suggest ways to solve the problem. 

Remote employee onboarding checklist

What happens when there is no remote employee onboarding checklist? Well, everything can go wrong. First of all, it’s easy to forget key tasks, like setting up accounts or sending equipment. The more you dig into the unpreparedness, the more problems surface, like inconsistent onboarding experience, uncertainty for both parties, company and employee, and overlooked cultural fit.

Here is the checklist our team of experts have prepared:

FAQs