How to perform Employee Onboarding in a Remote Office with MyLenio
Author: Martin Capeletto
First impressions are crucial, and nothing says more about your Company for your new hires than the whole experience they had from Recruitment to the first days in the Company. It's all about creating trust with your potential hire and show them you're running a tight ship.
Remember that, except Google, Amazon, or other big companies, people won't know much about your Company before joining. Anything they see that might trigger them alerts can result in them losing trust in you and decide not to join your company.
After you finally found that candidate you dream about, it's super important for them to join a place where everything looks organized since on the first days, they will probably be really lost with all their new experience. This becomes even more important nowadays with most companies going Remote. By taking out the office from the first days' things can quickly become out of control.
There are no shortcuts when dealing with all these things. It does require a lot of work to be properly organized and provide the best experience possible to everyone joining your company.
MyLenio helps you organize your Company and allows you to achieve beautiful onboardings to your Company. We will go over what we think is the proper way of organizing this and how this can get done with a tool like MyLenio.
Send Offers and First Impressions
MyLenio provides a module for Recruitment that will help you achieve everything we recommend here. Of course, it could be done without using tools, but the process will require a lot more time from you and won't look super professional when people join a place that doesn't look properly organized. With MyLenio, you'll be able to keep track of all your Open Position and Candidates. Send them Offers, and provide the onboarding flows for them.
This blog post is not about how to do Recruitment. There are better resources on how to do that properly, but on how to connect the dots between recruitment, hiring, onboarding, and first days.
Let say we want to hire "Peter Luftanza," one of our candidates that passed all of our interviews. It's time to send him an offer. You might probably be sending an email with the potential contract or intention letter, which is a normal way of achieving this. We believe that this is better done with a proper tool. From MyLenio, you can send Peter an offer. He will still get an email (that you can configure), and that email will have a link to one page uniquely created for him where he can review everything.
Example of the email that you can send to your Hires
Below you can see what Peter will see when clicking on that link, he will be shown the message you wrote for him, and he will be able to download and sign (using DocuSign if you want) his intention Letter. He can accept the offer, or he can request some changes. All this flow happens directly in MyLenio, and you keep all the history of what happened, and Peter has the best first impression possible.
After he accepts your offer, there will be a time between him accepting this offer and joining your company.
MyLenio allows you to configure 2 different emails for them.
First Day Email: you can configure when this mail is sent, and it will include basic information about where to go, who is going to be the first contact, and what time he needs to go for the first day.
Invitation to MyLenio: you can also configure when you allow them to join MyLenio, they will get an invitation to their email, and they will be able to activate their account.
The invitation link would look like that, with your Company logo, and they will be able to confirm their personal information, emergency contact, and birthday. They will also be able to upload a photo. This looks like it's not super important, but on time of virtual and remote office, putting a face to everyone is key. This will be the second point of contact that your new hire will see. So far, he accepted the offer using the platform, and now he got an email to activate his account.
MyLenio also allows you to create the user's account directly in gSuite or Office 365, but we have more information on that in other posts on our blog. Remember that this is when that person will be most worried about his future and where he's going to work, so the more time you spend having a simple and nice-looking onboarding, the better he will feel with his choice.
You can decide when to give them access to MyLenio because many things can happen in MyLenio to automate your processes. We recommend giving access to the 1 week before joining the company, so they can start doing the Training, Tasks, and Documents if they want, and they can get familiar with what they will be doing on onboarding. But of course, this is your choice.
Assign Documents, Training, Tasks, and Permissions
In MyLenio, you can assign Documents, Training, and Tasks per team. Each time someone joins one of these teams, they will automatically be assigned those assets and potentially permissions to your SaaS resources.
When you're converting your candidate to a regular user, you can configure what teams he will join once he accepts that invitation. After you give that user access, he will have everything ready for him to execute.
He will also be greeted to that team with a page showing him who will be his teammates, what documents he has to sign, etc.
Example of assets assignation in MyLenio:
The idea is simple, when this person joins your company, you can assign all the Training they can do, for example, you can create a training on how your Remote company works, or how you use Slack, or how you use any tool you want, you can also have training on your code of conducts, etc.
Examples of documents that can be available since onboarding are IP & NDA, his final contract, etc.
An example of Tasks can be asking the user to perform a Background Check. In that case, you can create a task explaining how to do it in the country they are and assign it to one of the teams he will join when he activates his account.
If you're using automatic SaaS permissions, you can go further and automatically assign him permissions to everything he needs from day 1 to perform his job. That can be the slack channels he needs, the google folders that he needs, repositories, etc.
Another cool thing you could do is to configure an Onboarding Flow for every new hire. As an example, you can see part of the one we use in Leniolabs.
MyLenio allows you to create this with an onboarding flow that you can assign to any team, so when they join that team, they will be assigned those steps.
This will be shown in a special section in their sidebar so you can be sure they are not going to be missed.
They will see all those steps and mark them as completed as they go through them.
The idea here, again, is to make him feel as comfortable as they can. We all have experiences of joining a new job and having no idea what to do on the first day. This gets even harder when companies are going remote. It's really easy to get lost in technology and have them totally lost on one of the most important days of their life.
We had reviewed a lot of options you can do and how MyLenio can help you automate those, one of the most important for the first day is the Onboarding Flow explained above, where they can have a list of things they have to do on the first day.
We also recommended having dedicated channels in case you use Slack or Teams for onboarding. That would be where they will be asking all the questions they have and making it as personal as possible.
We also always recommend having one person in charge of him for the whole onboarding process.
So, your new hire is already in your Company. He will be completing most of their Training and Documents during the first days. It's key that you check in with him daily during this period to make sure he's going in the right direction.
Of course, this can also be the moment to include him in some Teams for an actual Project with a Client, or you might want to give them a few days until everything settles for him. Still, we recommended as soon as possible to do the onboarding to one of the teams he's going to be working on to start getting familiar with all this.
That's all. We went over how to provide a better experience. We hope you find this information useful and start providing more value to your employees!