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Telework is here to stay and is one of the defining characteristics of the emerging business landscape. And the question of how to onboard remote staff the right way is of vital concern to organizations. Remote onboarding is more than just getting new employees up to speed on an organization’s culture and practices. It begins even before Day One with providing devices and access. “Some of what that kind of preparation entails is that staff are ready, engaged from day one, cutting down on idle time, frustration and first-day nerves.”
The move to working from home has being catapulted forward. 76% of surveyed firms have a remote or mixed working plan for 2023. Here, the technology infrastructure that enables it all is the foundation for a flawless remote onboarding experience.” You want to be prepared with the right equipment, safe equipment so new employees don’t have any technology hiccups or moments that can put a damper on their first encounter.
Efficiency frequently implies that many organizations will outsource this part to experienced service providers. For example, firms that enact the use of TVIT technology may employ professionals to oversee the hardware and software to ensure that devices are appropriately configured and safely provided to workers in advance. Most of these companies provide turn key solutions involving device imaging, software installation, security hardening, logistics and they manage the whole thing to be there before the employee’s first day.
The onboarding experience can be improved further with seamless add-ins for security procedures and access provisioning from expert providers such as ChaceTech. The deal allows the organization to concentrate on the core business activities and to provide new staff with the appropriate setup equipment and credentials in a timely manner.
Remote device provisioning has several distinct issues not found in a standard office provisioning situation. In an office the IT people can provide the equipment to the users and be on hand to support and fix any problems Remote personnel need to plan in advance to avoid delays or security threats. For new hires, it will require devices with the right software, VPNs and security in place. If you miss one step, you could lose a huge amount of productivity, or be exposed to cyber risk.
And very important to give access as well. From day one, new people need accounts, permissions and access credentials to essential systems. It takes a lot of cooperation between HR, IT and the new hire to do it remotely. But if this process isn’t more efficient new workers will be frustrated, and take longer to get up to speed.
Add to that the numerous ways home networks might be configured, and the varying technical prowess of new hires, and the setup instructions have to be spot on, and help has to be available. If this isn’t thought through well, new hires may not be able to connect to VPNs or use cloud services, slowing them down and adding to the stress.
Many companies resort to onboarding consultants to help address these questions. The good news is, the pros know how to do all parts of remote onboarding, from device setup to access configuration, so new workers can hit the ground running on day one. This helps the internal IT team to better focus their efforts and improves the overall employee experience.
Remote onboarding works, if you prepare carefully and execute perfectly. Companies should consider these recommended practices while preparing for day one devices and access:
1. Standardization of Equipment and Software Standardized equipment and software packages are convenient to install and debug. The IT workers train on this, so the photos and settings are possibly preconfigured and there are no inconsistencies. Standardization also makes it easier to apply security patches and updates.
2. Automatically Configure and Roll Out Tools to automate the installation of essential programs, security settings and VPN setups can help accelerate the process and decrease human mistake. Automated deployment methods enable remote upgrades to be delivered to guarantee devices are following to organizational requirements.
3. sending and Tracking Security: Create strong standards for sending devices to employees’ homes, including tracking and contingency plans for missing or delayed items. We work with reputable shipping firms which give signature confirmation and more so you can rest assured your equipment will arrive on-time and to the proper person.
4. Communicate Before You Install Contact new people in advance to set expectations for how their equipment will be transported, and provide step-by-step instructions for receiving and installing their equipment. This can be through welcome emails, video training and scheduled support calls.
5. Remote IT support: Offer remote IT support via chat, phone or video calls to help new hires with any setup problems. Recover faster, less down time, less discomfort.
6. Test Devices Before Shipping: Once you have set up the devices, conduct a comprehensive test to ensure that all required software and access rights are working properly. That is to avoid any surprises at the last minute.
By adopting these best practices you will enhance the onboarding process and the efficiency and security of your firm. “A well-trained new hire will be more confident, respected and productive from day one,”
The big worry you have to worry about when you allow remote access is security. With more and more people working remotely, the chances for cyber attacks are also increasing. We can no longer afford to ignore sound safety procedures.
One of the best ways to keep accounts safe is through multi-factor authentication (MFA). MFA is the replacement of a password to make sure you are you. That makes it less likely someone else is going to get in. Role based control strategies limit access to only the permissions necessary to fulfill job functions, hence reducing exposure to sensitive data.
Technologies that can help secure the flow of data between remote devices and company assets include virtual private networks (VPNs) or zero-trust network access (ZTNA). These technologies encrypt communications and authenticate users before providing access.
Companies should also teach new people extensively on best practices for cyber security. This advice lowers the risk of falling prey to phishing, weak passwords or insecure networks – common pitfalls pertaining to working remotely.
Statistics demonstrate that working remotely has a higher risk of cyber attacks. “64% of companies reported an increase in cyberattacks after the move to remote employment, highlighting the necessity of proper security measures during onboarding. Another survey revealed that 58% of data breaches were caused by compromised credentials, once again emphasizing the importance of protected access.
To remote onboard successfully, it’s important to coordinate IT and HR. IT does the tech, HR does the people - ensuring sure the new people feel welcome, informed and supported.
Open communication and accountability across these teams is key to improving onboarding. So for example HR may pass on data about new starters (job roles, start dates and any unique requirements) to IT so they can prepare and have the right equipment and access ready to go. It can also notify HR of technology issues that new hires are having so that HR can give immediate support or set up additional training.
Departments can work together to build onboarding checklists, timelines and feedback systems that include technical and cultural onboarding. A comprehensive strategy means that all new hires get the same message and support, which results in higher engagement and retention.
- Firms should measure key performance indicators (KPIs) such as to continually improve their remote onboarding processes: Time to Productivity Time for new employees to learn the ropes and make a meaningful contribution. Employee Satisfaction: Collect feedback (surveys, interviews) on the onboarding experience. Incidents & Support Requests The number and type of technical challenges new hires face throughout their onboarding.
A recent report indicates that firms with good onboarding processes boast 82% higher new hire retention and more than 70% increased productivity. The analysis emphasizes the value of investing in a solid remote onboarding process.
Cybersecurity threat monitoring during onboarding can identify gaps in access provisioning and device configuration, which can help improve security controls.
In today’s distributed work contexts, remote onboarding is not an option, it is a must. One of the biggest factors that effects new hire onboarding and productivity is having devices and access set up before Day 1. Organizations can provide an easy onboarding experience for employees and the business by following best practices in device management, security and inter-departmental communication.
These technologies can assist firms in overcoming the pain points of remote onboarding to prosper in an increasingly digital and remote-first culture. Remote onboarding, if carefully planned, transparently communicated and effectively secured, may be a competitive gain and not just a logistical issue. It will increase employee engagement and corporate performance.
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