Implementing a comprehensive employee onboarding  is essential, particularly for remote and IT professionals. An effective new hire checklist ensures that remote employees seamlessly integrate into company culture, clearly understand their roles, and quickly become productive team members. The right new employee orientation process creates a foundation for long-term success. This guide provides actionable strategies and insights to help organizations develop a successful onboarding program specifically tailored for remote and IT staff.

Why Onboarding Matters

A well-structured new employee onboarding, including an employee onboarding checklist, is essential for several reasons:

• Employee Retention: An effective onboarding process can lead to 58% of new employees staying with a company for at least three years. Research indicates that replacing an employee can cost between 90% to 200% of their annual salary, emphasizing the financial impact of turnover and the importance of comprehensive employee training.
• Early Turnover: A study of remote workers across 60 companies found that over half of remote employee turnover occurs within the first 100 to 120 days of employment, highlighting the critical nature of the initial onboarding period and proper employee engagement strategies.
• Productivity: A solid employee onboarding process can help new hires achieve up to 70% productivity in their new roles, especially when guided by a detailed new employee onboarding checklist.
• Engagement: Proper onboarding fosters a sense of belonging and commitment, leading to higher employee engagement and job satisfaction.

Challenges in Remote and IT Onboarding

Remote and IT employees face unique challenges during onboarding that require attention to administrative tasks and enhanced employee experience:

• Social Integration: Remote hires often struggle with building social connections, which can impact their sense of belonging and overall job satisfaction. Creating detailed employee profiles can help team members connect more meaningfully.
• Extended Work Hours: Remote employees may experience longer workdays, averaging 13% more than their in-office counterparts, potentially leading to burnout if not managed properly. Implementing regular check-ins helps monitor workload balance.
• Skill Gaps: In the IT sector, new graduates may possess strong technical skills but often lack essential soft skills, such as communication and teamwork, which are crucial for effective collaboration. Customizing the employee experience with targeted training can address these gaps.

Pre-Onboarding Checklist for HR Professionals

Before the new hire's start date, complete these essential administrative tasks:

1. Complete Documentation: Ensure all new hire paperwork, including contracts and tax forms, are signed and filed properly for onboarding employees efficiently.
2. Prepare IT Equipment: Order and configure necessary hardware such as laptops, monitors, and accesories. Ensure all required software is installed to facilitate immediate productivity.
3. Set Up Accounts: Create email addresses and grant access to essential tools and platforms, establishing the foundation for regular check-ins and communication.
4. Welcome Package: Send a welcome email detailing the first day's schedule, team introductions, and any company swag to make the new hire feel valued and prepare them for a smooth integration.

Day One: Establishing a Structured Onboarding Process

On the first day, the hiring manager should complete these essential onboarding tasks:

1. Virtual Orientation: Conduct a video call to introduce the new hire to the team and provide an overview of the company's mission, values, and culture as part of your comprehensive onboarding checklist template.
2. Role Clarification: Discuss the job description, responsibilities, and performance expectations in detail to ensure clarity about their position within the structured onboarding process.
3. Tool Familiarization: Provide a walkthrough of the tools and software the team uses daily, ensuring the new hire can navigate them effectively and complete necessary onboarding tasks.
4. Assign an Onboarding Buddy: Pair the new hire with an experienced team member who can offer guidance, answer questions, and provide support during the initial transition, creating a more personalized onboarding experience.

First Week: Building Connections and Enhancing Employee Experience

During the initial week, follow this onboarding template:

1. Daily Check-Ins: Schedule brief meetings to address any questions, gather employee feedback, and ensure the new hire feels supported throughout the structured onboarding process.
2. Team Integration: Arrange virtual meet-and-greet sessions with key team members and stakeholders to foster relationships and enhance the overall employee experience.
3. Training Sessions: Provide access to comprehensive onboarding materials relevant to the new hire's role, including company policies, procedures, and technical tools as part of your standardized onboarding template.
4. Set Clear Goals: Establish short-term objectives to give the new hire a sense of direction and purpose, with opportunities for regular employee feedback to refine expectations.

First Month: Encouraging Growth and Feedback

Throughout the first month:

1. Regular One-on-One Meetings: Continue with weekly meetings to discuss progress, provide constructive feedback, and address any concerns.
2. Professional Development: Encourage participation in webinars, courses, or certifications that align with the employee's role and career aspirations.
3. Solicit Feedback: Ask the new hire for feedback on the onboarding process to identify areas of improvement.
4. Social Engagement: Include the new hire in virtual team-building activities to strengthen their connection to the team.

Best Practices for Remote and IT Onboarding

To address these challenges, organizations can implement the following strategies:

1. Personalized Onboarding Plans: Tailor onboarding experiences to individual roles and backgrounds, focusing on both technical training and soft skill development.
2. Structured Socialization: Facilitate virtual meet-and-greets, mentorship programs, and team-building activities to promote social integration and reduce feelings of isolation.
3. Clear Communication of Expectations: Provide detailed information about job responsibilities, performance metrics, and organizational culture to align new hires with company goals.
4. Utilization of Technology: Leverage collaborative tools and platforms to create an interactive and engaging onboarding experience, ensuring new hires are comfortable with the technologies they will use daily.
5. Continuous Feedback Mechanisms: Establish regular check-ins and feedback sessions to address concerns, assess progress, and adapt the onboarding process as needed.

By following this structured approach, organizations can ensure that remote and IT employees are effectively integrated into the team, leading to increased satisfaction, productivity, and retention. At BetterWay Devs, we go beyond just connecting you with exceptional talent—we handle pre-onboarding, manage the entire documentation process, arrange for contract signatures, and coordinate the delivery of IT equipment to your new hires. Our IT Staffing service takes the administrative burden off your shoulders, ensuring a smooth onboarding experience that sets both you and your new team members up for success from day one. Contact us to learn more.

‍

Paula Tellez

BetterWay Devs Inbound Marketing Manager‍

https://www.linkedin.com/in/paula-tellez/

‍

Suggested Readings

Bouchrika, I. (2025). How to establish a virtual onboarding strategy: 2025 guide. Research.com. https://research.com/tutorials/how-to-establish-a-virtual-onboarding-strategy

EAB. (n.d.). Manager’s guide to remote onboarding: Tools to orient, educate, and network remote employees.  EAB Global, Inc. Retrieved from

https://hr.berkeley.edu/sites/default/files/pdf-baf-remote-onboarding.pdf?

Roberts, M. (2014). Addressing skill gaps by onboarding IT graduates into the workplace (Master's capstone report).  University of Oregon, Applied Information Management Program. https://scholarsbank.uoregon.edu/bitstreams/4e5f916a-94ce-4a00-9b61-a8ca530de3bd/download

Walker-Schmidt, Wendi & Kaul, Corina & Papadakis, Lacy. (2022). Onboarding Effects on Engagement and Retention in the IT Sector. Impacting Education: Journal on Transforming Professional Practice. 7. 8-15. 10.5195/ie.2022.220.  Retrieved from:https://www.researchgate.net/publication/365479103_Onboarding_Effects_on_Engagement_and_Retention_in_the_IT_Sector?

‍