Congratulations! You’ve welcomed your first new team member to your distributed team. How do you plan on onboarding them and welcoming them to your business, when you can’t start with a handshake? The onboarding process for your remote team members sets the tone for their entire experience with your business. That’s why you need a welcome kit, that helps your new team member feel valued, connected, and ready to contribute from the moment they log on.
Remote onboarding
Traditionally, you would’ve welcomed a new team member to the office, given them a tour, and shown them where they’d be working. In a distributed team, however, that’s not how it works. Instead, you need to build a thoughtfully curated welcome kit. Your welcome kit is a tangible bridge between your business and your new remote team member. Of course, you need to tell them about the tools they’ll need to get their job done, but a good welcome kit goes far beyond that. A great welcome kit creates a connection and communicates your company culture, no matter where your new team member may be.
Your welcome kit
Your welcome kit serves three key purposes that help your new team member settle in while building a key connection with them from your business to their location, no matter where they are in the world. Your welcome kit sets the tone for your relationship as their employer. It’s your first official gesture, signalling that you value your new team member and are prepared to fully support them. Your welcome kit communicates the where and how of getting the work done, but it must also reflect your company’s values and culture, helping your new team member feel part of the team from the start. Your welcome kit helps them get set up and prepared for the role they’re filling, so think carefully about how you’ll create it. Whether physical or digital, your welcome kit should include essential items to help your new team member hit the ground running.
Build an effective welcome kit
Now that you know what purposes it needs to fulfil, let’s consider what to include in your remote welcome kit. We recommend a mix of practical tools and personal touches in your welcome kit. Here’s what we suggest including:
- Branded items: If you’re sending a physical welcome kit, throw in some company-branded items to help your new team member feel part of your business. Branded notebooks, hoodies, pens, coffee mugs, or hats are a great way to cement your relationship with your new team member.
- A welcome letter: A handwritten note from the CEO, or their direct line manager, sets the right tone for your new team member. Make it as personal as possible, by mentioning specific details about their role and how you’re excited by the skills and expertise they’re bringing to your business.
- The important information: Next up, make sure you include a company handbook, team directory, and full details on how they can sign up and use your communication platforms, project management tools, and collaborative software.
- A little inspiration: As a business owner, perhaps you read a book that inspired you to start your business. Or, you got your great big business idea from a podcast. No matter what it is that inspired you to launch your business, include information about it in your welcome kit. Pack a copy of the book that inspired you, or include a voucher for your new team member to buy it.
The first day
Your new team member starts today! How exciting! Set them up for success by scheduling a virtual welcome meeting. Make this an informal team meeting, where you can introduce them to the rest of your team, and they can share a little bit about themselves. This is where you start to build a personal connection, so yes, pets are welcome on-screen, and encourage everyone to share a fun fact or funny story about themselves. The second important meeting to schedule is a one-on-one with their direct manager and team. This meeting will help your new team member understand your team dynamics and expectations. During this meeting, assign your new team member a buddy or a mentor. This gives them the ability to comfortably ask questions from someone who knows your business well, and get answers to questions that may not be easily addressed by their manager.
The small gestures
Building a distributed team so you can scale your business means you need to ensure you build personal connections in relevant ways. The small gestures matter more than you might think. As you put thought and effort into your welcome kit and your new team member’s first-day experience, you’re building a relationship with them that will empower them to be productive, engaged, and ready to get to work in their new role.
Let us help you onboard your next distributed team member. With Prominence Global’s expertise in remote team management and our Remote Team Connect service, we can help you create the perfect welcome experience for your global talent.
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