Digital Hiring & Virtual Onboarding / Getting it right from start to finish

A report in 2018 by Owl Labs on the Global State of Remote Work* showed that 16% of companies were fully remote, and 40% were considered hybrid, with both remote working and in- office options.

With the sudden need for large sections of the workforce to work from home, it is now even more important that companies have the ability to hire digitally and onboard new employees virtually, and that the process is as seamless as possible, whilst giving an excellent employee experience.

Luckily, modern technology has made this a lot easier, and so whether you’re hiring for people to start on their return to the office, or if you want them to start from home straight away, we’ve put together some tips and insights we hope can help you.

*Owl Labs (2018) Global State of Remote Work 2018 https://www.owllabs.com/state-of-remote- work/2018#keyfindings Accessed: 8 April 2020

Digital Hiring / Refining your digital hiring process

In the current climate, the traditional in-person interview is now often not an option. So how can you overcome these challenges, and still hire the right people you need for your business?

With the advancement of technology, it is now easier than ever to move your hiring process to become more digital, but you will just need to consider the following things before you start:

Type of candidate

You will need to be specific about exactly what you want from a candidate, especially if you are to start them working remotely right away. It is likely that they will need strong communication and organisational skills, together with the ability to work on their own and to manage their time efficiently. They may also have to be more IT proficient, especially if they will not have the usual access to on-site IT support. Office Angels, for example, can provide pre-screening personality tests or other skills- based testing, to make sure that you’re hiring exactly the candidate that you need.

Review the job description

It may also be necessary to review the job description, to make sure that it is in line with the way your business is working now. You will want to be honest and realistic about what you can offer the candidate, and what the role will entail.

The interview process

Your interview process may have traditionally looked like this:

• Agency screening
• Phone interview
• Face to face interview

With digital hiring, it is suggested to have something that looks more like this:

• Agency screening
• Phone interview
• Group video interview
• Solo video interview

Digital Hiring / Refining your digital hiring process

How you interview, whether digitally or otherwise, should always be personal to your business, and is something that can be developed and refined as you become more familiar with what works, and doesn’t work, for you and your company. Learning to tailor your interview process is important, and don’t be afraid to ask for feedback when you start hiring digitally, as it shows that you want to improve and develop as a company to potential candidates.

Office Angels has its own Digital Video Meeting & Interview Software that can help you with your digital hiring process, from pre-screening candidates’ CVs, reviewing pre-recorded candidate interviews with questions of your choosing, to arranging and hosting video interviews between candidates and yourself.

Top Tips for Video Interviews

As with face to face interviews, the same generic rules exist for video interviews, whether you’re in a meeting room or living room.

• Make sure you’re in a well-lit environment, and that the light is not blocking your face
• Minimise any distractions (mobiles off, pets and children elsewhere)
• Check your tech is working beforehand, and always turn your camera on for a more personal touch
• Body language is still key, so remember to sit up, retain eye contact, and don’t overdo hand gestures
• Make sure to let your candidate know what is expected regarding dress code

Virtual Onboarding / Welcome new starters remotely

You’ve found the perfect candidate, and they can start immediately, but everyone is working remotely. How can you provide a great onboarding experience?

Making newcomers feel welcome and comfortable, as well as motivated to join, is a very good reason to enhance your onboarding. Don’t wait until their first day; take the opportunity to make them feel welcome and valued from the moment you offer to them.

On acceptance of an offer

Some elements of paperwork are unavoidable, but that doesn’t mean you have to think in terms of actual “paper”. Consider using a certified electronic signature tool, which is legally binding, and something that Office Angels has invested in ourselves.

Arranging IT equipment in advance

A lot of companies have recently been shipping out laptops, phones, and any other IT equipment needed, to new starters at their homes, so that they are ready for their very first day. They have also been storing their IT “How To” documents digitally and sending these ahead of new starters’ first days so that they have all of the information to hand.

Pre-boarding

There are many advantages to refining your pre-boarding process. We recommend a welcome email which includes some (or all) of the below:

• An itinerary - even if that’s only for the first few days. It’s key to helping your employee settle into their role and familiarise themselves with their day-to-day tasks.
• Contact details - key people, line managers and HR.
• Your business handbook or early access to your employee intranet (potentially just key areas) enabling your new starter to access your culture, vision and values.
• Provide FAQs – answer some of the core questions – expectations, both for working remotely and when back in the office, common benefits, working hours, dress code etc.

Virtual Onboarding / Welcome new starters remotely

Use of videos for onboarding

Some companies have started hosting online onboarding sessions for new starters, for watching on their first day or within their first week of joining. Whether you can do this in person virtually, or utilise pre-recorded videos, will depend on your resources available, but it can be a nice personal touch to make your new employee feel welcome when they first join. Many laptops now come with built-in webcams, and as long as you have access to some form of video conferencing software, you can pre- record a video, and even share slides, as you are talking.

Ideas for both live virtual and pre-recorded videos can include a message from a member of your Senior Management Team, an introduction or “Get To Know” video of the team that they’re joining, a meeting with a member of your IT Team in case they have any questions or, where possible, a virtual tour of the office, so they know what to expect when they return to the office.

First day email

Some recommendations of what this can include:

• Welcome video(s) for new hires (see above)
• Introduction of company values
• Review of the team and/or an organisational chart
• Schedule of daily stand-ups with team lead/manager (usually for first two weeks only)
• Agree on some casual check-ins to make sure new hires feel supported
• A dedicated sponsor or mentor. This makes it much easier for your new starter to reach out with any questions

Training Platforms

Some larger companies already have online learning platforms that take new staff through mandatory training programmes, such as GDPR or Health & Safety. If you currently don’t have this, think about who you can utilise from your teams to cover these topics, whether it’s through a virtual meeting or a pre-recorded video as discussed above.

Conclusion

Whatever you decide to do with your digital hiring or virtual onboard processes, just make sure you’re providing support and connection. Here are the key pointers for taking it to the next level:

• Don’t wait for contracts to be signed to start thinking about onboarding - the best onboarding starts when you write the role description
• Prioritise the employee experience
• Keep it simple and make sure it is clearly communicated
• Personalise the experience as much as possible
• Ask your new starters what they thought and continue to improve

Checklist for remote employees

• Order necessary equipment or tools required- laptop, mobile phone, printer
• Set up necessary accounts for key IT systems, such as – email, CRM, cloud storage access
• IP Assignment (if applicable) HR or payroll systems
• Determine WiFi needs. Will your employee have sufficient connection, or will they require VPN access?
• Communication channels (e.g. Skype, MS Teams, Slack)

Things to consider

• Do you already use services that will allow your internal teams to remotely access essential tools and applications etc? This can also really enhance the process.
• Can you synchronise passwords to avoid the burden of remembering multiple logins and passwords?
• Don’t assume that your employee will know how to use all of your products. Book software inductions and offer training.

Employee policies

Make sure you provide the following:

• Employee contract
• Key HR Policies
• Benefits