Remote Onboarding Best Practices: How to Make New Hires Feel Welcome from Day One
Remote onboarding is one of the most important (and often overlooked) parts of the employee experience. When done well, it helps new hires feel confident, connected, and excited about their new role. When done poorly, it can leave employees isolated, frustrated, or even doubting their decision to join.
The challenge for remote teams? You can’t rely on in-office tours, casual coffee chats, or desk-side mentoring to make people feel welcome. Everything needs to be intentional.
Here are the best practices that will help you design a smooth, engaging, and supportive onboarding process for your remote employees. For a detailed walk through of what to do during the first month of a new hire, check out our remote onboarding checklist.
1. Start with a Structured Onboarding Plan
Onboarding isn’t something that happens in a single orientation meeting. It’s a process that unfolds over weeks or even months. Create a clear roadmap that outlines what the new hire’s first 30, 60, and 90 days will look like. Include training sessions, team introductions, project milestones, and check-ins.
Why it’s great: A structured plan removes uncertainty and helps new employees see how they’ll grow into their role.
2. Set the Stage Before Day One
The onboarding experience doesn’t actually start on day one. It starts with how prepared the company is to welcome the new hire. Instead of sending employees tasks ahead of time, focus on creating a smooth, welcoming launch.
Best Practices
Ship the essentials early: Send equipment (laptop, headset) and login credentials so everything is ready for their first day.
Share a welcome kit: Include a mix of practical resources (handbook, org chart) and fun touches (company swag, a handwritten note, snacks).
Provide a “what to expect” guide: Outline their first week’s schedule and key introductions so there are no surprises.
Why it’s great: When employees feel set up and supported before they even log in, their first day is about connection and excitement—not chasing passwords or waiting for IT.
3. Provide a Dedicated Onboarding Buddy or Mentor
Assign each new hire a go-to person they can lean on. This mentor or buddy should be someone who knows the ropes and is excited to help. They’ll answer questions, give cultural context, and be a friendly face when everything feels new.
Why it’s great: Having a dedicated contact prevents new hires from feeling like they’re bothering their manager with “small” questions. It also builds an early, trusted relationship.
4. Make Technical Setup Frictionless
No one wants to spend their first week troubleshooting logins. Make sure new employees have secure access to all the tools they’ll use (from Slack to project management systems) before they start. Offer IT support during the first week so they don’t get stuck in tech limbo.
Why it’s great: Fast access to the right tools makes new hires feel productive and capable right away.
5. Emphasize Culture and Values Early
Beyond policies and processes, make time to talk about what your company values and how work gets done. Share real stories that demonstrate your culture in action and invite new hires to reflect on how their own values align.
Why it’s great: When employees understand not just what to do but why it matters, they feel more invested in the company’s mission.
6. Create Space for Social Connection
Remote work can feel isolating, especially for someone brand new. Build intentional opportunities for social interaction: informal coffee chats, group virtual onboarding games, or informal “ask me anything” sessions with leaders.
Why it’s great: Friendships at work are one of the strongest predictors of employee engagement and retention.
7. Schedule Regular Check-Ins
Don’t assume that silence means everything is fine. Plan structured check-ins at the end of the first week, month, and quarter. Ask about their workload, challenges, and what could make their experience better.
Why it’s great: Ongoing feedback shows you’re invested in their success and well-being, not just their output.
8. Use Virtual Onboarding Activities to Make It Fun
Orienting new hires doesn’t have to be dry. Incorporate engaging activities to keep the process lively and help build connection. For example:
Escape From The Meeting: a comedy-driven virtual escape room that bonds new hires through humor while sending the message that your company values culture and effective meetings.
Trivia Throwdown: themed trivia (about the company’s history, values, or founders) that doubles as a crash course in culture.
Coffee Roulette: randomly pair new hires for virtual coffee chats to help them connect outside their immediate team.
Why it’s great: Fun activities reduce stress, spark creativity, and give employees shared stories they’ll reference for weeks.
Final Thoughts
Remote onboarding takes intention, structure, and creativity. By preparing thoughtfully, supporting new hires with mentors and resources, and weaving in culture and fun, you can transform onboarding from a stressful experience into a powerful welcome. When employees feel seen, supported, and connected from day one, they don’t just join your company – they become part of it.