Workplace experience

5 Strategies for Employee Onboarding in a Hybrid Workplace

You just hired a new employee, but they won't be in the office often. Now what? How do you onboard them and ensure a successful transition? Here's how.
Reem Abouemera
Copy Writer / Content writer

You've reviewed all the applications, conducted interviews, and selected the perfect hire. But they're only going to be in the office a couple of days a week - welcome to the hybrid workplace! Now, you really do have to say welcome, but how?

Onboarding new employees can be tricky as it is, but with hybrid workforces, it's even trickier. The cracks of inconsistency and miscommunication are widened due to the physical space between you, your new hire, and the rest of the team.

That's why it's essential to have a thorough onboarding process in place. Here are key steps you can take to ensure your new hire has the best experience:

1. Go the Extra Mile With Preboarding

Since your new hire(s) won't necessarily go to the office on their first day, you don't have to wait until their first day to start connecting. Instead, it's important to provide them with the resources they'll need on day one – before they're officially onboarded.

Supply them with the tools and information they'll need to hit the ground running, including organizational charts, company policies, team introductions, and anything else that would be helpful. Some companies even go as far as providing access to relevant systems, platforms, and tools ahead of time.

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That way, by the time their first day arrives, your new hire(s) will have an understanding of the company culture, values, and expectations. This greatly increases their comfort level and enthusiasm. 

2. Go All-In On Their First Day

When it's time for your new hire to start their first day, make sure you're ready to give them an onboarding experience they won't forget. Remember that 70% of employees who had an exceptional onboarding experience say they have "the best possible job", and such a great onboarding experience can improve employee retention by 82%.

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This doesn't necessarily mean jumping through hoops or spoiling them with gifts, but it does mean giving them your undivided attention. You don't want them to feel that you're too busy or not interested in helping them get up to speed.

To do that, give them everything they'll need to get off on the right foot. This could include:

  • A detailed presentation of your company's values
  • A discussion on their role within the team & the expectations you have
  • A thorough explanation of your company's systems and processes
  • A walk-through of the office or virtual introduction to the team
  • A clear introduction to their workspace and resources (even if that workspace is a ClickUp one!)
  • An overview of performance review methodologies
  • Contact details of colleagues they should reach out to if they have any questions

These are just some ideas to get you started on creating an engaging onboarding experience but feel free to incorporate other elements that you think will contribute positively. 

Onboarding shouldn't be a mundane experience but rather an exciting journey into the world of your business!

3. Create a Role-Specific Onboarding Plan

At the office, it would've been easy to show new hires the ropes of their role by having them shadow someone else, but working from home makes that challenging. 

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That's why it's essential to create a role-specific onboarding plan on top of the general onboarding plan. The process would be the same as a new hire's experience in the office, but virtually.

To bring life to this process, here are some ideas:

  • Prepare a virtual job shadowing program (where the new hire can observe and interact with team members to learn their job – this could be done with video calls or screen sharing)
  • Provide training on specific systems and processes relevant to the role (e.g. if they need to use specialized software to get their job done)
  • Hold accountability sessions (where the manager and new hire can meet regularly to discuss progress)
  • Create a guidebook with role-relevant information (you can seek input from their manager and team members to help build this out)
  • Create a comprehensive list of tasks they can expect to complete in the first 30, 60, and 90 days.

And remember that if an on-site visit is required, plan for that, too! You don't have to specify exact timelines but set expectations about when the new hire should expect to meet with their manager and other team members. Then, they can use tools like Tribeloo to book a meeting with the right person at the right time.

By planning for these details in advance, you'll help your new hire acclimate to their role quickly and easily.

4. Blend the Onboarding Process With Team Building

Onboarding isn't just about joining a new company - it's also an opportunity to create meaningful relationships. The difference between a smooth onboarding process and one that falls flat often comes down to how much effort you put into forming relationships between your new hire and the team.

You can start this process with activities like virtual icebreakers or brainstorming sessions, which provide an informal way for everyone to get to know each other. In addition, invite your new hire to join in any team activities/social events that may be happening. This will help foster a sense of belonging and allow them to better understand the company culture.

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By creating these moments for your new hire to engage with their colleagues, you’ll help them feel more connected while providing an opportunity for the team to bond. This will bring everyone closer together and make it easier for your new hire to fit in.

5. Solicit Feedback

With so many aspects to consider when onboarding a new hire, it can be difficult to get everything right the first time around. To ensure you're meeting everyone's needs and delivering an effective onboarding experience, remember to ask your new hire for feedback throughout the process. 

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You could use surveys or simply check in with them informally once they've settled into their new role. Doing so won’t only help you identify areas of improvement for the future, but it'll also show your new hire that you truly value their opinion and are invested in their success.

Onboarding Is an Ongoing Process!

As we wrap up, it's important to remember that onboarding doesn't end when the paperwork is completed. It's a process that should continue throughout the first few months of employment — and beyond. 

Stay in touch with your new hire, provide feedback, and keep an open line of communication so they can feel supported on their path to success at your organization. Doing so will help your new hire integrate into the team more quickly and effortlessly.

Also, remember that the first time your new hire visits the office will require additional attention to provide a warm welcome, give them a tour of the office, and make sure they have everything they need (even if they've already been given all the necessary onboarding virtually). Don't forget to celebrate their arrival! You can even go the extra mile by having some snacks ready — after all, it's the little things that count!


Reem Abouemera

As a content writer who has tried it all when it comes to working models– from the traditional 9-5 in an office to fully working remotely and everything in between. Reem now puts her experience with the various working style into words at Tribeloo, ultimately helping others make more informed decisions about their own work lives.

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