Virtual onboarding of remote employees: how to do it right

2 April 2020

“The only constant in life is change.”


​This famous quote from Heraclitus has perhaps never felt so relevant, given the situation we currently find ourselves in. And as with any change, those who come out the other side on top are the ones who adapt quickest. With the global COVID-19 pandemic, most companies have been forced to move their entire activity online, a big change for many of us.


​Your employees are your best brand ambassadors, so it is vital to make their initial encounters with your business positive. Brand ambassadors can add credibility and a valuable facet to communication work, which positively expresses your company image. One way to do so is by creating a beneficial and trustworthy relationship between the new starter and the team.


​Given the current climate, onboarding a new member of staff can seem pretty challenging, taking into consideration that most businesses have moved to remote working and human interaction is not recommended. But with so much technology at our fingertips, it’s not as difficult as it may seem.


​Onboarding is often seen as both costly and time consuming. Therefore, it is important to find the right balance, and through digital onboarding that balance can be achieved.

​​

How do you make virtual onboarding a success?

Firstly, whilst most governments recommend social distancing and there is no way to ask your new starter to come into the office, you will need to get IT to set up their laptop and all other devices remotely. Then the best method would be to courier all the necessary equipment to the employee’s home address where they can set-up.


​Most companies do already practice digital onboarding, from a paperwork point of view, as all necessary documents are sent prior to the employee’s start date, to be filled and signed. This allows employees to get started with job training sooner, rather than later.


​Traditional onboarding procedures require employees to participate in training sessions for hours, possibly days, and this also impacts the time of the participating managers. These sessions can instead be set up online, condensed and spread throughout several days, so that the new starter can also get started on work.


​Digital onboarding helps when it comes to ensuring the materials that are presented to the new employee are consistent, since they can be stored and easily located on the central server.


​Another benefit to digital onboarding is that employees can complete the entire onboarding process at their own pace, in a reasonable timeframe. This applies if you have pre-recorded training videos – if not, this might be something to consider working on in the future. Also, this ensures nothing is missed, as online checklists can be built into the process, easier for all involved to track.


​Occasionally, not all employees benefit from the same onboarding experience, when this is done traditionally. With digital onboarding set in place, companies can personalise each employee’s experience depending on their role, trying to adapt it to their personal experience. Why not arrange a virtual lunch, where you can send a free Uber Eats lunch to your new employee and you can video chat as you get to know each other? This is a nice personal touch, in a time where social distancing is key.


​Digital onboarding is not only about providing tools for employees to seek information and complete documentation, but it is also about the ability to integrate the digital onboarding activity with learning management and other systems to ensure maximum productivity and connectivity.


​A key part of this is building relationships with the team. One great way to do this virtually is to set up daily 15-minute virtual coffee meetings with the whole team where they will get to know each other better on both a professional and personal level. Another idea is to engage everyone in fun competitions, such as funniest baby photos of the team, or ‘guess whose home office’. Finding creative and fun ways to keep your team communicating regularly (and where you can discuss topics beyond work!) will really help your new starter settle in well and feel a part of your company.



Several studieshave found that a structured and effective employee onboarding process is likely to boost employee performance by 11%, increase effort by more than 30% and that around 58% of the employees are likely to still be with the company three years later. Therefore, it’s essential to make sure your virtual onboarding process runs smoothly.

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We're back! We're thrilled to announce the return of our interview series, Women in Law, where we shine a spotlight on the extraordinary women making waves in the legal world. Join us as we delve into their journeys, explore their challenges and triumphs and celebrate their remarkable achievements. Anna is a partner in the Herbert Smith Freehills LLP corporate practice in Dubai specializing in mergers & acquisitions, joint ventures and investments with particular focus on the Middle East. Anna is regularly involved in award winning and other high-profile transactions in the region that span a number of sectors. In addition to executing transactions in the energy and infrastructure sectors, Anna advises on digital infrastructure and TMT transactions. Anna studied law and obtained her master's in law from the University of Warsaw in 2005 and subsequently moved to the UK to pursue her career in law in London. She re-qualified as a solicitor in England and Wales in 2013. She spent over 13 years working for two US law firms in the City of London before moving to Dubai and joining Herbert Smith Freehills in 2018 as a senior associate. Anna was first promoted to of Counsel in 2023 and elevated to partner in May 2024. Anna is frequently commanded by her clients for her exceptionally pragmatic approach to transactions, enabling them to navigate complex legal challenges with ease. Why did you decide to pursue a career in law? I didn’t always know I wanted to be a lawyer. In fact, I considered other paths. At one point at a very young age, I even thought about joining the army – I admired the discipline and resilience it required, and honestly, some of those skills would be helpful in law, too! While I had considered pursuing an MBA immediately after completing my master's degree, I ultimately chose to move countries and requalify in the UK, believing that this path would provide me with the most meaningful opportunities to advance my career. Looking back on your career, what are some key moments that have helped or hindered you in getting to where you are? There have been many key moments, both positive and challenging, that have shaped where I am today. Early on, studying law in two different languages and legal systems and requalifying in a very competitive market in London was a significant hurdle and achievement, that taught me the value of determination, hard work and persistence. Ultimately, moving firms to prove myself further and eventually relocating to Dubai to accelerate my career were key decisions that allowed me to challenge myself in new ways and grow. On the flip side, there were times when I faced doubts about whether I belonged in certain rooms, especially being a woman in a traditionally male-dominated industry. But each obstacle has made me more determined and shaped my leadership style. Each of these steps has been part of my evolution, and over the years I have learned that resilience and adaptability are key to navigating any obstacle. My promotion to of Counsel and then Partner earlier this year were major milestones, and currently, I am the only female partner in the office, which is something I am incredibly proud of. Having said all that, I know I wouldn't have been able to achieve all this without the support of amazing colleagues and mentors along the way. Do you believe there’s a glass ceiling for women in the workplace, and has it changed? I do believe the glass ceiling still exists in many industries, including law, though progress is being made. I have experienced certain challenges in my career, but I have not faced prejudice based on my gender; I’ve always thought of myself simply as a lawyer, focusing on being the best I can be. Today, we’re seeing more women in leadership roles, and I am proud to be among them. Yet, women still encounter less visible challenges, whether in the form of bias, societal expectations, or balancing family life with a demanding career. While strides have been made, there’s more to be done. Through evolving recruitment practices, mentorship, diversity initiatives, and challenging outdated norms, we can create further change. I’m encouraged by the support women offer each other, and that keeps me hopeful that the glass ceiling will continue to crack. What do you think the legal industry can do to improve diversity & inclusion? The legal industry has made progress, but there’s still room for improvement. First and foremost, we need more than just diversity in numbers—we need inclusion at every level, where everyone’s voice is heard and valued. This can be achieved through better representation in leadership positions and by ensuring that recruitment practices are truly inclusive. Broaden recruitment criteria to include candidates with diverse life and career experiences will create a more inclusive environment and enrich teams with new perspectives. Mentorship and sponsorship programs for underrepresented groups can make a huge difference in retaining diverse talent. The industry also needs to focus on creating a supportive environment where people can bring their authentic selves to work without fear of judgment. As part of my new role, I make it a priority to champion diversity and inclusion, and I encourage others to do the same. What advice do you have for young women looking to make a career in your industry now? My advice to those starting their legal careers is that hard work is essential, but in today’s world, it’s also crucial to be resilient, proactive and open-minded. The legal world is evolving, so it’s crucial to stay alert to change and seek out opportunities, even if they’re outside your comfort zone. Your career may not be a straight line, it may have twists and turns, but each step, whether a success or a setback, adds to your growth. The most successful lawyers are often the ones who are authentic and have taken unique paths to get where they are. Success is as much about resilience and adaptability as it is about effort. Focus on building core skills and surround yourself with a network that supports and challenges you. And, most importantly, stay true to your values and who you are.
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