{"id":4244,"date":"2019-06-20T12:32:02","date_gmt":"2019-06-20T19:32:02","guid":{"rendered":"https:\/\/knowyourteam.com\/blog\/?p=4244"},"modified":"2024-07-15T08:53:49","modified_gmt":"2024-07-15T15:53:49","slug":"how-to-onboard-new-hire","status":"publish","type":"post","link":"https:\/\/canopy.is\/blog\/2019\/06\/20\/how-to-onboard-new-hire\/","title":{"rendered":"How to onboard a new hire remotely"},"content":{"rendered":"\n<h4 class=\"wp-block-heading\" id=\"h-recently-i-hired-someone-new-here-at-canopy-here-s-exactly-what-i-wrote-on-day-1-and-the-23-questions-i-asked-as-a-part-of-our-employee-onboarding-process-as-a-remote-company\">Recently I hired someone new here at Canopy. Here&#8217;s exactly what I wrote on Day 1 and the 23 questions I asked as a part of our employee onboarding process as a remote company.<\/h4>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" width=\"1024\" height=\"462\" src=\"https:\/\/knowyourteam.com\/blog\/wp-content\/uploads\/2019\/06\/how-to-onboard-1024x462.png\" alt=\"\" class=\"wp-image-4281\"\/><\/figure>\n\n\n\n<p>Something new happened recently: We hired a new employee at <a href=\"https:\/\/canopy.is\/?utm_source=blog&amp;utm_medium=post&amp;utm_campaign=onboard-remotely\">Canopy<\/a>\u200a\u2014\u200aand it caused me to rethink our entire employee onboarding process. As a small, remote, profit-focused team, we don\u2019t hire often. As a result, this time around, I wanted to be intentional about how to onboard a new hire remotely.<\/p>\n\n\n\n<p>After all, the numbers on how likely it is for a new employee to leave within the first 90 days are astounding: 30% employees leave before their first 3 months are up, according to a <a href=\"https:\/\/www.jobvite.com\/wp-content\/uploads\/2018\/04\/2018_Job_Seeker_Nation_Study.pdf\" rel=\"noreferrer noopener\" target=\"_blank\">survey with 1,500 people.<\/a><\/p>\n\n\n\n<p>It got me reflecting deeply\u2026 How to onboard a new hire, and make sure that person feels welcomed, encouraged, and well-equipped to contribute to the team?<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-what-1-000-managers-recommend-for-employee-onboarding\">What 1,000+ managers recommend for employee onboarding<\/h3>\n\n\n\n<p>From the insights of managers in our online leadership community, I noticed clear commonalities for what leaders view as best practices for how to onboard a new hire\u00a0\u2013 especially when remote. Here were the most frequently cited elements of their employee onboarding processes:<\/p>\n\n\n\n<ul>\n<li><strong>Mentorship<\/strong>\u200a\u2014\u200aAt many companies, new hires are usually paired with the lead as a mentor (or a more senior person). One company mentioned how the new hire sits right next to their mentor in the office. In a remote team, though, this can happen by pairing folks to chat via a biweekly Zoom call.<\/li>\n\n\n\n<li><strong>Weekly one-on-ones\u200a<\/strong>\u2014\u200aDuring the first month, the new hire has weekly one-on-ones with the lead\/mentor (and a couple with the CEO as well). After the first month, the one-on-ones slow down to a more moderate pace such as biweekly or once a month. (You can read my piece on <a href=\"https:\/\/canopy.is\/blog\/2019\/06\/20\/what-should-you-ask-in-a-new-employee-one-on-one-meeting\/?utm_source=blog&amp;utm_medium=post&amp;utm_campaign=onboard-remotely\" target=\"_blank\" rel=\"noreferrer noopener\">the best questions to ask during your first one-on-one meeting with a new hire here<\/a>.)<\/li>\n\n\n\n<li><strong>Nailing the basics<\/strong>\u200a\u2014\u200aMany companies have a document that explains processes and details like getting their computer all configured. Other companies set up the new person\u2019s desk with welcome notes, headphones, etc. and\/or have an office seating chart with everybody\u2019s name so they know who is who. (For our new hire, I wrote \u201cWelcome note\u201d that I include in its entirety below.)<\/li>\n\n\n\n<li><strong>A clear first project\u200a<\/strong>\u2014\u200aOne recommendation is to design what the first month of the new hire will look like project-wise. What will they be responsible for, and what\u2019s the ideal outcome? You want to have something to help the person get acquainted with the company, but also have the feeling of accomplishment at the same time. (I also did this for our new hire.)<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-what-i-did-for-our-employee-onboarding-process\">What I did for our employee onboarding process<\/h3>\n\n\n\n<p>Given the consensus around these recommendations on how to onboard a new hire, I incorporated these elements into our own remote employee onboarding process.<\/p>\n\n\n\n<p>However, I also knew from our research over the past decade-plus with 30,000+ people, that as a leader, it would be crucial to provide our new hire with (1) as much <strong>context<\/strong> as possible about the business itself (2) <strong>direction<\/strong> as to what \u201csuccess\u201d looks like (3) <strong>encouragement<\/strong> in carrying out the role, and (4) a sense of <strong>rapport and trust <\/strong>so that we can work well together.<\/p>\n\n\n\n<p>As a result, on our new hire\u2019s very first day, I sent her an <a href=\"https:\/\/canopy.is\/m\/tools\/icebreakers?utm_source=blog&amp;utm_medium=post&amp;utm_campaign=onboard-remotely\" target=\"_blank\" rel=\"noreferrer noopener\">Icebreaker through our software<\/a> (it\u2019s a set of fun questions that help break the ice).<\/p>\n\n\n\n<p>I also wrote up a \u201cDay 1 Welcome Note\u201d and sent it to her. We\u2019re a <a href=\"https:\/\/knowyourteam.com\/m\/lessons\/161-managing-remote-teams\/topics\/1301-intro-managing-remote-teams\">remote<\/a><a href=\"https:\/\/canopy.is\/m\/training_modules\/9-how-to-lead-well-remotely?utm_source=blog&amp;utm_medium=post&amp;utm_campaign=onboard-remotely\"> company<\/a>, so we default to written, asynchronous communication\u200a\u2014\u200abut I also wanted something in writing she could refer back to if needed.<\/p>\n\n\n\n<p><strong>Here\u2019s what the \u201cDay 1 Welcome Note\u201d included\u2026<\/strong><\/p>\n\n\n\n<p><strong>Why we hired you<\/strong>\u200a \u2014\u200a When you tell someone why you hired them, you\u2019re essentially saying to them: \u201cI believe in you.\u201d Few forms of encouragement are better. You show your support for them on Day 1, and simultaneously set your expectations for the things you want them to continue doing. Not to mention, I\u2019ve always found it strange when you join a new company, and you\u2019re not exactly sure why they picked you.<\/p>\n\n\n\n<p><strong>Context write-ups<\/strong>\u200a \u2014\u200a \u201cWhat are all the things someone new has no clue about, but would love to know?\u201d I asked myself that question, and then wrote up a series of documents that attempted to answer it as much as possible. The result was separate documents on our company\u2019s history, our purpose + vision + values, how we work (communication, meetings, etc.), business context (market analysis, product vision, etc.), and the key milestones we\u2019re looking to hit in the upcoming six to eighteen months.<\/p>\n\n\n\n<p><strong>Work preferences survey\u200a<\/strong> \u2014\u200a Annoyances, pet peeves, proclivities, and communication tendencies\u2026 I wanted our new hire to have an opportunity to share all those things about how she prefers to work. And I wanted her to know what everyone else on the team\u2019s work preferences are, too. And so I wrote up a survey with 23 questions:<\/p>\n\n\n\n<ul>\n<li>Where on the spectrum of an extrovert to introvert would you place yourself?<\/li>\n\n\n\n<li>What\u2019s your preferred way to receive feedback, in terms of format?<\/li>\n\n\n\n<li>What\u2019s your preferred way to receive feedback, in terms of speed?<\/li>\n\n\n\n<li>What\u2019s your orientation toward conflict?<\/li>\n\n\n\n<li>What time of day are you most productive?<\/li>\n\n\n\n<li>How would you describe your communication style?<\/li>\n\n\n\n<li>What motivates you the most?<\/li>\n\n\n\n<li>Who is your hero? Why?<\/li>\n\n\n\n<li>What do you value, more than anything else?<\/li>\n\n\n\n<li>What do you consider your \u201csuperpower\u201d?<\/li>\n\n\n\n<li>Who\u2019s been the best coworker\/team you\u2019ve worked with? Why?<\/li>\n\n\n\n<li>Who\u2019s been the best boss\/mentor you\u2019ve ever had? Why?<\/li>\n\n\n\n<li>When have you worked with someone and noticed it not going well?<\/li>\n\n\n\n<li>How do you tend to organize your workday?<\/li>\n\n\n\n<li>How do you tend to organize your week?<\/li>\n\n\n\n<li>What do you think you\u2019re more sensitive about, compared to others?<\/li>\n\n\n\n<li>What do you tend to have a longer learning curve around, compared to others?<\/li>\n\n\n\n<li>What do you tend to pick up very quickly, compared to others?<\/li>\n\n\n\n<li>What\u2019s your biggest work-related pet peeves (i.e., that thing other people do that totally annoys you when you work with them)?<\/li>\n\n\n\n<li>What does \u201cwork-life balance\u201d mean to you?<\/li>\n\n\n\n<li>What would others who\u2019ve worked with you say are your greatest strengths?<\/li>\n\n\n\n<li>What would others who\u2019ve worked with you say are your greatest weaknesses?<\/li>\n\n\n\n<li>Anything you\u2019d like to share about what makes for your ideal work environment?<\/li>\n<\/ul>\n\n\n\n<p>After she filled out the survey, I then shared with her everyone else\u2019s responses\u200a\u2014\u200aand I made sure when I filled it out that I didn\u2019t look at her responses either, as a means to not be swayed in any way \ud83d\ude42<\/p>\n\n\n\n<p><strong>Definition of success and potential projects\u200a<\/strong>\u2014\u200aAs suggested by one of our members on how to onboard a new hire, I outlined what a solid first project would be, along with potential projects for the next 6 months. I also took a first stab at defining what I saw was \u201csuccess\u201d for her role, with the intention of discussing and riffing on it with her during our first one-on-one meeting later that day.<\/p>\n\n\n\n<p><strong>My personal to-dos for onboarding you successfully\u200a<\/strong>\u2014\u200aI wanted our new hire to know what I still had yet to do to make sure she was onboarded fully (e.g., making sure she had access to all our software tools, walking her through our back-end administrative system). That way, she\u2019d be looped in the process, and not in the dark about when we\u2019d get to a certain topic.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-the-exact-day-1-welcome-note-i-sent-our-new-hire\">The exact \u201cDay 1 Welcome Note\u201d I sent our new&nbsp;hire<\/h3>\n\n\n\n<p>What\u2019d this end up looking like, altogether? Here\u2019s the exact welcome note I sent our most recent new hire, Mandy, our Operations Manager:<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><strong><em>\u2600\ufe0f Welcome to Canopy, Mandy!<\/em><\/strong><\/p>\n\n\n\n<p><em>Happy first day, Mandy.<\/em><\/p>\n\n\n\n<p><em>We are over the moon to have you join us. Today marks the first day of a great adventure together. I\u2019m so honored to get to work with you.<\/em><\/p>\n\n\n\n<p><em>First things first, I wanted to share why we hired you\u2026 \ud83d\ude0a<\/em><\/p>\n\n\n\n<p><em>In the most simple terms: I was impressed while working with you. Ever since we began working together on the podcast, it became obvious to me that you produce excellent work. We highly value the ability to just execute, and I noticed your ability to do that immediately. You have a keen eye for detail (so important in your role!), adjusting things based on feedback\u200a\u2014\u200aand you very quickly grasped our brand. Those are not easy things to do, so that really stood out to me.<\/em><\/p>\n\n\n\n<p><em>You also receive feedback wonderfully: Openly, objectively, and non-defensively. In fact, you communicate in a very level, clear way, which Daniel and I also highly value.<\/em><\/p>\n\n\n\n<p><em>And, in all our conversations, you exhibit incredible perseverance and rigor. I see a builder in you: You\u2019ve built something awesome with DevReps\u200a\u2014\u200aand I know the potential for you to build even more is 100% there. And so, I jumped at the chance to bring you on full-time!<\/em><\/p>\n\n\n\n<p><em>And now, we\u2019re here\u200a\u2014\u200aand I feel lucky. Working with someone of your caliber is what makes building Canopy a meaningful journey for me, personally.<\/em><\/p>\n\n\n\n<p><em>Alrighty, let\u2019s get to the good stuff\u200a\u2014\u200agetting you all situated at Canopy!<\/em><\/p>\n\n\n\n<p><em>To give you full business context, I\u2019ve added you to all our Basecamp Projects. I recommend going through each one\u200a\u2014\u200areading some of the messages, poking around in the documents to get a sense of everything.<\/em><\/p>\n\n\n\n<p><em>In particular, here are some documents to give you the most context of the business:<\/em><\/p>\n\n\n\n<p><em>\ud83d\udcdc Canopy History [LINK]<\/em><\/p>\n\n\n\n<p><em>\ud83d\udcab Canopy Purpose, Vision, Values [LINK]<\/em><\/p>\n\n\n\n<p><em>\u2699\ufe0f How We Work [LINK] \ud83e\udded Canopy Business Context [LINK]<\/em><\/p>\n\n\n\n<p><em>\ud83d\udccd Key Milestones [LINK]<\/em><\/p>\n\n\n\n<p><em>I definitely don\u2019t expect you to absorb it all in a day\u200a\u2014\u200alet alone in a single week (or even a month!). It takes a while to feel really comfortable with our brand, business problem, audience, etc.<\/em><\/p>\n\n\n\n<p><em>I\u2019d also love to get a sense of your work style + preferences. When you get a moment, could you fill out this little questionnaire here? \ud83d\udc49 [LINK]<\/em><\/p>\n\n\n\n<p><em>Once you respond, I\u2019ll share mine and Daniel\u2019s answers too.<\/em><\/p>\n\n\n\n<p><em>I also took the liberty of a first stab at potential objectives + projects for our first 6 months of working together (see below). This is 100% a draft that needs your input, heavily, so let\u2019s discuss during our call later today. \ud83d\udc49 [LINK]<\/em><\/p>\n\n\n\n<p><em>For reference, here\u2019s a little to-do list for me of some of the more tactical stuff we need to cover + knock out during your onboarding. \ud83d\udc49 [LINK]<\/em><\/p>\n\n\n\n<p><em>Last thing I want to mention: We want your fresh eyes. If there\u2019s something you notice that\u2019s weird, or you wonder why we do it that way\u200a\u2014\u200aplease tell us. It\u2019s just been the two of us for the past two years, and so there\u2019s likely many things that seem strange or things that can be a ton better. Your observations on those things will be so helpful.<\/em><\/p>\n\n\n\n<p><em>Whew! Okay, I think that\u2019s it for now. Please let me know what questions you have. Take your time going through it all\u200a\u2014\u200aso looking forward to chatting later today.<\/em><\/p>\n\n\n\n<p><em>And, again, welcome \u2764\ufe0f<\/em><\/p>\n<\/blockquote>\n\n\n\n<p>I\u2019m sure as we hire more folks, this process will change\u200a\u2014\u200aand I look forward to getting feedback from Mandy herself, our newest hire, on what she thought could\u2019ve been better.<\/p>\n\n\n\n<p>In the meantime, I hope pulling back the curtain how I\u2019ve thought about how to onboard a new hire remotely is helpful for you in thinking about <em>your<\/em> employee onboarding process.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<p>\ud83d\udc4b <em>Oh hello!  <strong>You&#8217;re wondering if you can automate any of this stuff for your own team, eh?<\/strong>  Well, you&#8217;re in luck \ud83d\ude09 Learn more in our <a href=\"https:\/\/canopy.is\/m\/training_modules\/9-how-to-lead-well-remotely?utm_source=blog&amp;utm_medium=post&amp;utm_campaign=onboard-remotely\">How to Lead Well Remotely<\/a> module, and use our <a href=\"https:\/\/canopy.is\/m\/tools\/icebreakers?utm_source=blog&amp;utm_medium=post&amp;utm_campaign=onboard-remotely\">Icebreakers Tool in Canopy<\/a> helps you onboard new hires by asking 5 fun, non-cheesy icebreaker questions. It&#8217;s a simple way to make sure you never forget to welcome a new hire.<\/em><\/p>\n\n\n\n<p><em>Additionally, we are giving away our\u00a0<\/em><strong><em><a href=\"https:\/\/canopy.is\/m\/guides\/161-managing-remote-teams?utm_source=blog&amp;utm_medium=post&amp;utm_campaign=onboard-remotely\">Guide to Managing Remote Teams \u2013 60+ pages completely for free<\/a><\/em><\/strong><em>. Based on data we collected from 297 remote managers and employees, our CEO, Claire Lew, wrote 11 chapters of best practices on how to manage a remote team.\u00a0<\/em><\/p>\n\n\n\n<div class=\"newsletter-post-form-container\">\n  <h3>Never miss a post \u2013&nbsp;get our latest leadership insights, as they&#8217;re released&#8230;<\/h3>\n\n<iframe src=\"https:\/\/newsletter.canopy.is\/embed\" width=\"850\" height=\"150\" style=\"border:1px solid #EEE; background:white;\" frameborder=\"0\" scrolling=\"no\"><\/iframe>\n<\/div>\n<br\/>\n\n\n\n<p><\/p>\n\n\n<h3 class=\"crp-list-title\">You might also enjoy reading&#8230;<\/h3><ul class=\"crp-list\"><li class=\"crp-list-item crp-list-item-image-above crp-list-item-has-image\"><div class=\"crp-list-item-image\"><a href=\"https:\/\/canopy.is\/blog\/2017\/12\/01\/8-things-leaders-of-remote-companies-do-differently\/\"><img decoding=\"async\" data-pin-nopin=\"true\" style=\"max-width: 50px; height: auto;\" width=\"50\" height=\"50\" src=\"https:\/\/canopy.is\/blog\/wp-content\/uploads\/2018\/12\/f0ce0-1jv_b3e0wm_delvmpga9bdq-150x150.jpeg\" class=\"attachment-50x50 size-50x50 wp-post-image\" alt=\"\" \/><\/a><\/div><div class=\"crp-list-item-title\"><a href=\"https:\/\/canopy.is\/blog\/2017\/12\/01\/8-things-leaders-of-remote-companies-do-differently\/\">8 things leaders of remote companies do differently<\/a><\/div><\/li><li class=\"crp-list-item crp-list-item-image-above crp-list-item-has-image\"><div class=\"crp-list-item-image\"><a href=\"https:\/\/canopy.is\/blog\/2018\/03\/27\/breaking-the-remote-ice-5-tips-for-icebreakers-in-distributed-teams\/\"><img decoding=\"async\" data-pin-nopin=\"true\" style=\"max-width: 50px; height: auto;\" width=\"50\" height=\"50\" src=\"https:\/\/canopy.is\/blog\/wp-content\/uploads\/2018\/12\/f232b-1jdwewm9scsmn_giyfg8ata-150x150.jpeg\" class=\"attachment-50x50 size-50x50 wp-post-image\" alt=\"\" \/><\/a><\/div><div class=\"crp-list-item-title\"><a href=\"https:\/\/canopy.is\/blog\/2018\/03\/27\/breaking-the-remote-ice-5-tips-for-icebreakers-in-distributed-teams\/\">Breaking the (remote) ice: 5 tips for icebreakers in distributed teams<\/a><\/div><\/li><li class=\"crp-list-item crp-list-item-image-above crp-list-item-has-image\"><div class=\"crp-list-item-image\"><a href=\"https:\/\/canopy.is\/blog\/2018\/09\/18\/hiring-someone-new-29-questions-to-ask-during-a-reference-call\/\"><img decoding=\"async\" data-pin-nopin=\"true\" style=\"max-width: 50px; height: auto;\" width=\"50\" height=\"50\" src=\"https:\/\/canopy.is\/blog\/wp-content\/uploads\/2018\/12\/93c11-1w7mexwbarfioaavha3z5ya-150x150.jpeg\" class=\"attachment-50x50 size-50x50 wp-post-image\" alt=\"\" \/><\/a><\/div><div class=\"crp-list-item-title\"><a href=\"https:\/\/canopy.is\/blog\/2018\/09\/18\/hiring-someone-new-29-questions-to-ask-during-a-reference-call\/\">Hiring someone new? 29 questions to ask during a reference call<\/a><\/div><\/li><li class=\"crp-list-item crp-list-item-image-above crp-list-item-has-image\"><div class=\"crp-list-item-image\"><a href=\"https:\/\/canopy.is\/blog\/2018\/10\/18\/the-3-best-uses-of-an-effective-leaders-time\/\"><img decoding=\"async\" data-pin-nopin=\"true\" style=\"max-width: 50px; height: auto;\" width=\"50\" height=\"50\" src=\"https:\/\/canopy.is\/blog\/wp-content\/uploads\/2018\/12\/cf036-1at-wi7frsoxttxq2np30ag-150x150.jpeg\" class=\"attachment-50x50 size-50x50 wp-post-image\" alt=\"\" \/><\/a><\/div><div class=\"crp-list-item-title\"><a href=\"https:\/\/canopy.is\/blog\/2018\/10\/18\/the-3-best-uses-of-an-effective-leaders-time\/\">The 3 best uses of an effective leader\u2019s time<\/a><\/div><\/li><\/ul>","protected":false},"excerpt":{"rendered":"<p>Recently I hired someone new here at Canopy. Here&#8217;s exactly what I wrote on Day 1 and the 23 questions I asked as a part of our employee onboarding process as a remote company. Something new happened recently: We hired a new employee at Canopy\u200a\u2014\u200aand it caused me to rethink our entire employee onboarding process.&hellip; <\/p>\n<p><a class=\"moretag\" href=\"https:\/\/canopy.is\/blog\/2019\/06\/20\/how-to-onboard-new-hire\/\">Read the full article<\/a><\/p>\n","protected":false},"author":2,"featured_media":4281,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"episode_type":"","audio_file":"","cover_image":"","cover_image_id":"","duration":"","filesize":"","date_recorded":"","explicit":"","block":"","itunes_episode_number":"","itunes_title":"","itunes_season_number":"","itunes_episode_type":"","filesize_raw":"","footnotes":""},"categories":[112,1],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v20.1 (Yoast SEO v22.4) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to onboard a new hire remotely - Canopy | Blog<\/title>\n<meta name=\"description\" content=\"Recently I reexamined how to onboard a new hire. Here&#039;s exactly what I wrote on Day 1 and 23 questions I asked during the employee onboarding process.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/canopy.is\/blog\/2019\/06\/20\/how-to-onboard-new-hire\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to onboard a new hire remotely\" \/>\n<meta property=\"og:description\" content=\"Recently I hired someone new here at Canopy. 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