Top tips to remotely onboard new employees

Despite the change to the employment market and job losses across the Architecture sector globally there are still many essential and new roles that need to be recruited for through this period of remote working. As we have seen our sector react to the impact of COVID19, businesses across the Architecture and Design sector have adapted quickly.  Just as they had to adapt to working from home in large numbers they are also now adapting so they can continue to hire for essential roles. 

Onboarding remains a key frontline interaction with a new employee and it is important to get this right and set the scene for a successful working relationship. 

Here are some top tips for remote onboarding and ensuring your new starter feels like part of a team:

Introduction to the company:

• Tell them as much as possible about the corporate culture eg: values, vision, benefits, employee handbook
• What the work environment is like remotely and in the office
• HR representative to help them sign essential docs and contracts 
• Send an official introductory email to the whole team, ideally with photo/some interesting facts about their previous experience and skills they will bring to the team and their role
• In some cases it may be possible to invite the new starter to work within the studio with a small number of others if both parties are comfortable that a safe work environment can be provided. This may be just a few days or an ongoing part time arrangement
• Arrange a welcome morning tea on Zoom
• Invite the new starter to any other online social events your studio may be holding such as a trivia or drinks event

Communication:

• Explain the best methods of communication within the team
• Let them know of any weekly meetings, daily meetings or team meetings that will happen (send invites and links)
• Explain the video conferencing / communication software you use eg: Microsoft Teams/ Zoom
• Make sure you cover off remote meeting etiquette and Video Conferencing policies
• Help set up any external communication required for their role/ suppliers/ clients and any appropriate networking platforms like LinkedIn & Instagram

Getting them set up with equipment:

• Familiarise them with the IT Department, and the process to request help, set up all email, password and logins for programs used
  
• Make sure they have all the necessary equipment they need for the role eg: laptop / phone / software/ drawing tools/sketch pad. If remote, courier these items to the new starter ready to use with instructions or a welcome note
• Let them know of any drives/documents they will specifically need access to

When they first start:

• Ensure they are mentored through the first week or so – introduced virtually to the entire team and their direct team and touch base regularly whilst they settle in
• Assign a ‘buddy’ who can be their first point of contact for any questions
• Make clear what their goals are within their role – both short and long term
• Arrange any training that needs to happen
• Schedule in regular catch-ups daily with their manager with set diarised meetings for the first 2 -4 weeks 
• Plan a virtual social and get digitally connected whether it is a whole office quiz or a virtual drink