Virtual onboarding is a structured process lasting several months, in which new employees are introduced to the company using digital technologies, training courses and online resources. This form of virtual onboarding therefore includes the communication of company information and values, as well as specific processes in the respective area of work. In short, employees learn everything they need for their new job.
Ideally, virtual onboarding begins before the actual start of the job. This leverages the high level of motivation to learn everything about the new job. The first introductions and e-learning modules are made available, for example, after the contract has been signed and can be internalised at any time from then on. When the job starts, onboarding is then continued and accompanies the new employees through the first weeks and months of their work. Virtual onboarding enables efficient, uniform and resource-saving integration of new employees and helps to sustainably increase their individual productivity.
For this reason, we at SWISSTEACH have compiled everything you need to know about virtual onboarding and show you how to efficiently implement it into your corporate culture.
PREPARATION OF VIRTUAL ONBOARDING
If you are considering implementing virtual onboarding in order to efficiently train new employees and INCREASE THEIR LEARNING SUCCESS, you should observe various preparatory steps:
Selection of suitable tools and technologies: The selection of suitable tools and technologies depends on the requirements and resources of your company. These include, for example, learning management systems (LMS), e-learning platforms, communication tools or digital collaboration platforms.
Creation of a structured onboarding plan: A good onboarding plan should be clear, structured and comprehensive. It should cover the most important topics and learning objectives of virtual onboarding and define a schedule and responsibilities.
Setting up the necessary access data and resources: New employees should receive all the necessary access data and resources easily and reliably in order to participate in virtual onboarding. This includes access to e-learning modules, access rights to relevant files and databases, and access data for communication and collaboration tools.
THE ADVANTAGES OF VIRTUAL ONBOARDING
The use of virtual onboarding is associated with a number of advantages that pay off sustainably for the company:
Optimal use of the motivation phase: The initial period in a new job is often characterised by high motivation and willingness to learn. During this time, new employees are particularly receptive and accordingly keen to learn new knowledge in order to integrate into the company’s processes. If you start with virtual onboarding as early as possible, this phase will be optimally utilised. Through access to structured and uniform information, new employees can design their learning process individually and determine their own pace. This maximises their learning performance and EMPLOYEE ENGAGEMENT and helps to maintain initial enthusiasm in the long term.
Resource-saving: Virtual onboarding saves resources, as the existing team members have to be assigned to train new employees to a lesser extent. In traditional onboarding processes, experienced employees often have to spend their time explaining the individual procedures and processes to the “newcomers”. With the help of virtual onboarding, these valuable resources can be conserved by independently and efficiently imparting this knowledge via e-learning modules and DIGITAL EMPLOYEE TRAINING. Conclusion: New employees are productive more quickly and the team can efficiently pursue their own tasks. This means that nothing is “left undone” and the company benefits optimally from its workforce.
Uniform communication of important information: Virtual onboarding ensures uniform and precise communication of important company content. In traditional onboarding processes, the quality and consistency of the information conveyed can vary depending on who is responsible for the onboarding. In contrast, virtual onboarding ensures that all new employees receive consistent information. This helps to avoid misunderstandings and ensures that all employees have a common knowledge base. Additional fact: The information can also be easily made available in different languages – so the same information can be communicated consistently internationally.
WHICH TOPICS ARE SUITABLE FOR VIRTUAL ONBOARDING?
Are you convinced of the effectiveness of digital onboarding? Then the next step is to find the right topics. We have compiled the topics for you that are particularly suitable for virtual onboarding, as they primarily focus on the communication of information:
Presentation of the company and its culture: Virtual onboarding offers a wonderful platform to introduce the company. Videos, presentations and interactive modules can be used to give new employees an insight into the company’s history, mission and vision and to highlight the specific features of the corporate culture. If you want to make it particularly personal, you can also include a video with a welcome message from the CEO, for example. It’s quick to do and every new employee feels directly addressed.
Provision of information on workflows: A thorough introduction to workflows is essential. Virtual onboarding makes it possible to present this information in a structured and comprehensible manner. This can be done through workflow diagrams, checklists, videos or interactive simulations. There are almost no limits to the methods here.
Training in company systems and tools: Depending on the industry and area of activity, various systems and tools can be used. Virtual onboarding should include appropriate training to ensure that new employees can use these tools efficiently and safely. Simple simulations or videos are particularly helpful here.
Introduction to company guidelines and procedures: Every company has its own internal guidelines and procedures. It is essential that these are clearly communicated from the outset. Virtual onboarding enables systematic and consistent communication of these guidelines, if necessary even in an international context.
Legally important topics such as compliance, data protection, occupational safety, etc.: Legal aspects are essential in every organisation. Virtual onboarding offers an effective way to communicate these topics and ensure that employees know and understand the legal requirements and obligations. In addition, virtual onboarding can also be used to prove to external auditors that every single employee – no matter how long they have worked for the company – has completed the necessary training.
SUPPORT AND COMMUNICATION DURING VIRTUAL ONBOARDING
Even if virtual onboarding is largely self-directed, contact persons should be available to answer questions and provide support, or to cover the topics that build on the digitally conveyed information. This shows new employees that they are not alone and strengthens the sense of belonging. In addition, the use of online communication tools is crucial for promoting exchange and collaboration. These tools enable regular check-ins, virtual meetings and informal chats to promote the engagement of new employees and address potential problems at an early stage.
Feedback is an important aspect of virtual onboarding. Regular feedback meetings and an evaluation of progress should take place to ensure that new employees achieve their goals and integrate well into the company. Ideally, this progress is tracked directly by the LMS. As a result, only the person responsible has to evaluate and report back on the information provided. Furthermore, the feedback also serves the company to make adjustments to the virtual onboarding if necessary.
BEST PRACTICES AND TIPS FOR SUCCESSFUL VIRTUAL ONBOARDING
Finally, we would like to give you three tips that should help make your virtual onboarding a complete success:
Clear communication and transparency: Communication should be clear and transparent. This includes the expectations placed on new employees, as well as the goals and schedule of the onboarding process. Clarity and transparency help to avoid misunderstandings and build trust.
Clear, concise and appealing design of the e-learning modules: The design of the e-learning modules should be inviting, to the point and easy to understand. Long texts and complex information should be avoided. Instead, visual aids, interactive elements (such as gamification) and practical examples can be used to make the learning experience appealing and effective.
Implementation of a suitable e-learning infrastructure: In order for virtual onboarding to be used in a targeted manner to effectively introduce new employees to the company, a suitable LMS is required that has all the necessary tools. GLOBAL TEACH® fully meets these needs and, what’s more, can be adapted very specifically to the given requirements.
If you have any further questions about virtual onboarding, please do not hesitate to CONTACT us at any time. We will be happy to help you individually and without obligation and look forward to your enquiry!