Too often, remote employees are forgotten in the onboarding experience — killing their engagement before they’ve begun. But with the right welcome, new hires can thrive no matter where they’re located.
Your first day at a new job is a lot like your first day of school. You’re excited, nervous, and hoping you’ll click with a new friend. But when half your team is working from their kitchen table and the other half is in conference rooms across three time zones, a warm welcome gets a lot trickier.
That’s where smart hybrid onboarding comes in. It’s not just about shipping laptops and scheduling video calls, it’s about intentionally designing experiences that make every new hire feel connected and genuinely excited about their role.
When employees feel like they belong, they’re more likely to stay long-term and enjoy coming to work — and that sense of belonging begins on day one.
The importance of effective hybrid onboarding
The employee journey begins from their first interview — in fact, the process of hiring and welcoming employees in a way that makes them feel valued is one ofnine key leadership behaviors Great Place To Work® has identified for creating a high-trust work environment.
For remote or hybrid employees, this process is especially important, since physical distance can impact their ability to feel like part of the team. If your onboarding tradition is to take new employees out for lunch or to throw an in-office coffee social, that automatically excludes those working off-site.
When you tailor your onboarding to welcome all employees, regardless of location, you not only make remote workers feel more welcome, but you remind everyone that your organization valuesworkplace flexibility.
This isn’t just about welcoming remote employees — it’s about creating a high-trust workplace where everyone feels appreciated and like they’re part of a community.
Best practices for hybrid onboarding success
1. Create a consistent onboarding experience
It’s important to provide the same level of support and information to all new hires, wherever they may be.
Cybersecurity companyCrowdStrike says its approach to onboarding is a “white glove” experience for every new hire. On their first day, new employees learn about the company, mission, and core values, and meet key team members. After this, CrowdStrike hosts three virtual workshops at 30, 60, and 90 days, so employees can feel continuously supported.
To ensure consistency in your organization, you could set up standardized onboarding checklists, run synchronized sessions for in-house and remote staff, and set scheduled check-in points so no one is forgotten.
2. Blend virtual and in-person elements
Just because employees are hybrid doesn’t mean everything must happen through a screen. The most effective approach combines convenient digital learning with meaningful human connections.
Consider which activities naturally suit each format. Virtual sessions are good for knowledge sharing and brief check-ins, while in-person time is ideal for relationship-building activities like team lunches, office tours, mentorship pairings, and workshops.
Even for fully remote teams, arranging occasional gatherings where new hires meet key team members can create a sense of connection and camaraderie.
3. Prioritize cultural integration
As great workplaces know,company culture isn’t location-specific — having an on-site ping pong table is less valuable than having a culture where everyone feels seen and teams are excited to work together.
This is good news for hybrid employers who aren’t tied to in-office perks, but it also means being more intentional about how culture is created and shared.
WhenCapital One found that new hires weren’t easily connecting with the culture or their peers (which was discovered through surveys and empathy interviews), the company changed course.
Now, before an employee even starts, they’re invited to join a virtual session on their first day and are put into location-based cohorts to encourage conversation and collaboration. In addition to covering Capital One’s mission, benefits, leadership, and system, there is also a segment focused on new hires’ personal identities and potential contributions to the organization.
4. Use technology for seamless onboarding
Tech is what’s enabled so many companies to go remote or hybrid, so use those to your advantage from day one:
- Video conferencing toolsfor virtual office tours, team meet-and-greets, and “coffee chats” with department heads
- Digital document platformsfor paperless completion of tax forms, benefit selections, and policy agreements
- Communication hubslike Slack for dedicated “new hire” channels, where questions can be asked and answered in real-time by peers and mentors
- Project management softwareto create onboarding roadmaps with clear milestones
5. Assign onboarding buddies
Starting a new job can feel overwhelming — especially when you’re far away from everyone.
You can minimize new employees’ anxiety by pairing them with a “buddy” to help them navigate company systems, answer questions, and be a friendly human face through the screen.
Choose buddies who excel at digital communication, not just job expertise, and who are excited to show a new hire how things work. Give them guidelines, such as a 30-minute video call each week plus quick daily check-ins for the first month.
And don’t forget to thank your buddies for the extra time they’re putting in — a little recognition goes a long way in keeping them engaged and willing to help future new hires.
6. Schedule regular check-ins
In addition to their buddy, new hires should also regularly check in with their managers and team members. Regular communication will ensure they feel like part of the team and show them that their voice matters, even when they’re not physically there.
If possible, consider a mix of virtual and in-person check-ins — not only right after they’re hired, but ongoing. Maybe remote employees have a once-per-week virtual session with their team, and a once-per-month in-office session for brainstorming big projects or the quarter’s priorities.
7. Personalize the onboarding experience
When onboarding is customized to what someone will actually be doing (rather than following a generic checklist), with a clear path from day one foremployee development opportunities, you’re setting them up to succeed.
This is also the time to show employees you recognize them as unique individuals — not just another number on the employee list. Even simple gestures can help new hires feel recognized as their whole self.
For example, CrowdStrike offers personalized swag to new hires, shipped directly to them. Employees can choose items that resonate with their interests — there are even options for their families or pets, or employees can opt for a company donation to a nonprofit.
8. Gather and act on feedback
The best judge of your onboarding process is the employees themselves, as they’re going through it.
Check in with new hires and ask them what the experience has been like. Have they felt supported? Do they have suggestions for improvement?
This can be through an anonymousemployee survey or one-on-one discussions for a more in-depth, personalized conversation.
How to overcome common hybrid onboarding challenges
Communication is challenging enough when everyone is in the same room, let alone when a segment of your staff is remote. Not only that, but when equipment needs to be shipped and training is virtual, it’s easy for things to slip through the cracks.
Tech companyECI Software Solutions realized their new hires often weren’t receiving their laptops or given access to systems right away, and lacked communication from their managers. By adjusting course and setting up one-on-ones and virtual lunches, the company was able to turn thoseonboarding challenges around and boost retention and productivity.
Most importantly, beware the “out of sight, out of mind” effect. When new employees feel genuinely included — not just added to the email list — they develop a sense of belonging that keeps them engaged.
Measuring the success of your hybrid onboarding program
Use these metrics to assess the success of your onboarding process and identify areas of improvement:
- Time to productivity:How quickly new hires start contributing meaningful work
- Early turnover rates:The percentage of new employees who leave within their first 6-12 months
- Onboarding completion rates: How many new hires finish all required training modules and paperwork on time
- New hire satisfaction scores:Tools like Great Place To Work’sTrust Index™ Survey can provide valuable insights into new hire experiences
- Buddy program feedback:Insights from both buddies and new hires about the quality and helpfulness of these relationships
Continuously use new employees’ feedback to address issues and adjust your process, so that each new hire’s experience is as positive as possible.
Create a thriving hybrid work culture through effective onboarding
Successful onboarding — whether it’s done in person or remotely — is all about connection. Typically, new hires are excited and anxious; you want to fuel that excitement while addressing any issues that might contribute to their anxiety.
By being consistent, focused on connection and culture, and personalizing the experience to each new hire, you can ensure you’re setting them up for long-term success.
Do you need to level up your onboarding game? Great Place To Work’s tools and resources can support your organization as you develop and improve your onboarding strategies.
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