August Benefits News and Posts

Onboarding remote employees: how to get it right

FROM OUR FRIENDS AT INSPERITY

by Jennise Chaffold | Performance Consultant

If your company is embracing work-from-home options for your team, you may find yourself needing some sensible strategies for new staff onboarding – namely, a process for onboarding remote employees.

While it takes a bit of extra effort and creativity, onboarding remote employees doesn’t have to be as difficult as it may sound. After all, plenty of all-remote companies have been making employees feel welcome and included from a distance for several years.

And the more organized you are when onboarding remote employees, the better the likely outcome for you and your staff.

Below are a few strategies that will help new remote workers:

Feel clear about their respective roles
Be engaged with their work
Make productive contributions to your team

Onboarding remote employees: same goals, different format

The main goal of employee onboarding is to give your new hires a thorough understanding of their role and empower them with confidence and clarity. This can enable them to put their full energy into their work and truly excel.

Remote employee onboarding should have the same goals.

While you can’t take away the natural anxiety that comes when someone steps into a new role, you can help alleviate worries new hires may feel about learning the basics of their job.

Yes, even in a virtual context, you can scaffold new employee success by providing structure and support, communicating well and helping them engage socially with your team.

Your remote onboarding team

Having a great system for onboarding remote employees means having a great team to support the process and the new hires.

Ideally, each new hire would receive remote onboarding support from three people:

A designated HR representative (possibly their recruiter) provides continued support related to early HR issues, like selecting benefits options.
A designated IT representative assists with new employee’s remote office setup.
The manager or direct supervisor serves as the primary onboarding guide, helping employees adapt quickly to the organization and connecting their work to your company’s vision.

For IT and HR onboarding support, it’s best to give new remote employees specific names and contact information, not just a number to call or a link to click. Personalizing these forms of support can help remote employees feel more connected.

Proactive pre-employment strategies

Prepping new hires for day one of any job is important. When onboarding remote workers specifically, being proactive – and collegial – between acceptance of the job offer and the first day helps sets the right professional tone.

In a remote context, managers should put a little extra effort in helping their new hires get ready to start. Here’s a timeline outlining some important touch points to make during this pre-employment period.

Pre-employment timeline:

1. Two weeks before the first day

Email the employee and let them know the date their office equipment will be delivered (if your company is providing it).

2. Following equipment delivery

Call the employee to ensure they received their office equipment.

3. One week before the first day

Have a video call with the employee to ensure they can log onto their computer and phone systems. This is a good time to see if anything seems to be missing from their setup.

4. One day before

Send a quick “see you tomorrow” message.

Remote employee welcome kit

If you are providing your new remote employee with company-issued office equipment, you can utilize the shipment of their equipment as an opportunity to provide additional onboarding information.

Here are some ideas of things to include in a remote employee welcome kit:

All necessary office equipment – laptop, phone and any other hardware
A printed roadmap detailing how to set up their home office and log onto your company’s systems for the first time
A reminder to have everything set up one week prior to their start date
Reference guide to all of the tools and resources available to them (e.g., contact information for their supervisor, HR and IT support persons)
Schedule of meetings for their first day or week

Those are the essentials, but you might also include items or t-shirts branded with your company logo, gift certificates to a meal delivery service in their area or other simple gifts.

The goal? To show your enthusiasm for their pending arrival.

If you put in extra effort to make this package smooth and welcoming, not only will your new remote hires feel reassured that they’ve made the right choice but also they may spread the word in your profession that your company treats its people well.

Down the road, that positive, welcoming vibe might help you lure an elusive purple squirrel and other desirable candidates to your workplace.

First day tips

For your new hire, the first day of a remote position should feel similar to a typical first day working in your office.

At the start, plan for the employee to have one-on-one time with their supervisor in a videoconference. There should also be time available for the employee to meet informally with their immediate co-workers, either in groups or one-on-one.

If you would typically take a new hire out to lunch with other members of your team, consider fun ways you might do this virtually.

For instance, plan a time for a meet-and-greet and have food delivered from a restaurant to the new employee and each member from the team. Then, have everyone get on a virtual call and enjoy dining together.

For new hires in your office, do you typically walk them through your offices, introducing them briefly to people from other departments? You can do something similar virtually, too.

Stroll through the building using a handheld device’s video camera. Or, create and present a pictorial slideshow that outlines important areas and highlights your organizational chart.

Early opportunities

To build on the engagement you worked to establish on your remote worker’s first day, continue to host virtual opportunities for new employees to mesh with your team.

For example, host a Zoom coffee break every Friday morning, assigning one person on your team to lead a discussion of a fun topic. You could also give these meetings a theme (e.g., wear your favorite hat) or center them on a light-hearted contest (e.g., bring your best drawing).

After a few weeks – and once they’ve gotten their bearing, give your new hire a mini leadership opportunity, like moderating your coffee break discussion. This will discourage them from simply listening and hanging in the background on calls, helping everyone to get to know them personally.

Sidestepping a potential pitfall

Silence from a supervisor is probably the biggest mistake you can make when onboarding – and supervising – remote employees.

Without a warm, regular connection to a key point of contact in your organization, it’s easy for a new remote worker to feel aimless and detached from your company’s mission.

Whether they’re scheduled weekly, daily or biweekly, having regular check-ins scheduled from the outset can strengthen ties between managers and remote team members. One-on-one standing meetings can help. Through them, managers and employees can address questions and troubleshoot problems.

Over time and when paired with other retention strategies, these interactions can help keep your latest hire around for years to come – and perhaps minimize staff turnover among your remote team.

Being a great place to work, virtually

How can you be a “best place to work” when your workplace is no longer part of your employees’ experience?

Todd BellistriAugust 3, 2020August Benefits

Why not start off this selling season leading into the holidays on the right foot? One way to do that is to finally give some thinking to smart marketing. We don’t need to be the ones to tell you it’s very competitive out there (but we will), what with tons of start ups and side hustles all over the landscape. By developing a legit marketing program you are giving yourself a true foot up on the competition. So read on, you’ll see that its not as daunting as you think and the upside is well worth it.

FROM FORBES / BY DOMINIQUE HARROCH

In today's digital landscape the right approach to small business marketing combines advanced technology, data-driven insights, and effective digital platforms. Here’s a comprehensive guide to small business marketing to companies navigate the current marketing trends and tools that can drive business success.

Key marketing tools for small businesses

Following is a summary of 11 key marketing tools that small and growing businesses should consider when leveraging owned, earned and paid media:

1. An optimized small business website

A high-performing website is crucial for marketing today. An optimized site increases your page rank on Google and other search engines, and in today's world, fewer than 1% of searches go to the second page of a search. Key elements of an effective small business site include:

Memorable domain name: Choose a name that reflects your business and is easy to recall.
User-friendly design: Ensure your site is visually appealing and intuitive. Sites should have a clear structure, intuitive navigation and information that is easy to access.
Search engine optimization (SEO): Implement SEO best practices to rank higher in search engine results.
Mobile optimization: Since over 55% of global web traffic comes from mobile devices, you’ll want to ensure your site is mobile-friendly.
Valuable content: Regularly update your site with engaging content like blogs and articles that address your audience's interests and needs.
Fast loading times: Optimize page speeds to improve user experience and SEO rankings.
Secure hosting: Use reputable hosting services to protect your site’s data and performance.

Additionally, integrating tools like Google Analytics (now called GA4) and Google Search Console (GSC) can provide valuable insights into your site's performance and user behavior.

2. Paid search engine marketing (SEM)

Paid search engine marketing, in which you pay if a keyword is clicked on that drives traffic to your website, remains a powerful tool for driving targeted traffic. Platforms like Google Ads and Bing Ads allow you to:

Bid on keywords: Use tools like Google keyword planner to select high-value keywords relevant to your business.
Control costs: Set daily and monthly budgets, and adjust bids based on performance.
Analyze performance: Track key metrics to assess and refine your campaigns.

3. Paid listings and display ads

Paid listings on platforms like Yelp, Facebook, and Pinterest can boost visibility. Use Google’s Display Network to target ads based on user interests and behavior. This approach allows you to:

Choose ad formats: Use banners, text ads, or video ads to capture attention.
Track return on investment (ROI): Monitor clicks and conversions to measure effectiveness. Track your costs, record and monitor revenue, and record all expenses. Make sure to measure lead generation numbers, customer acquisition, and sales metrics as valuable insights into your marketing effectiveness.
Testing: By experimenting with different ad copy, targeting options, and formats, businesses can identify what resonates most with their audience, refine their strategies, and ultimately improve click-through rates and conversions. This can include A/B testing, target audience variations, ad copy variations, call-to-action (CTA) testing or visual elements where you test different images or videos to determine which visual elements attract more attention and engagement.

4. Content marketing

Content marketing remains a cornerstone of effective digital strategies. Key tactics include:

Blogging: Regularly post optimized content to drive organic traffic. Nine out of ten marketers use blogs as part of their content strategy.
Guest posting: Publish articles on popular platforms such as Medium and AllBusiness.com to enhance your reach and SEO. Strive to create “evergreen” articles, which are designed to remain relevant and valuable over a long period of time, regardless of current events or trends. Unlike timely articles that focus on current news or trends, evergreen content addresses topics that have enduring interest and utility.
Video content: In 2023, individuals spent an average of 17 hours a week watching videos online. Utilize platforms like YouTube and TikTok to engage your audience.
Content platforms: Leverage content recommendation platforms like Outbrain to expand your content’s reach.

5. Social media marketing

Social media is a powerful tool for engaging with your audience. Focus on platforms such as:

Facebook: Effective for broad audience reach and targeted ads.
Instagram: Ideal for visual content and influencer partnerships.
LinkedIn: Best for B2B marketing and professional networking.
TikTok: Useful for viral video content and younger demographics.

With over 5 billion global social media users and growing, effective social media marketing can significantly enhance your brand’s visibility and engagement. To be effective, you must regularly post interesting content to obtain and keep followers.

6. Influencer marketing

Influencer marketing involves collaborating with individuals who have a significant and engaged following on social media platforms like Facebook, TikTok and Instagram to promote products or services. These influencers, who can range from celebrities to niche content creators, leverage their credibility and relationship with their audience to drive brand awareness and influence purchasing decisions.

The impact of influencer marketing on broader marketing efforts can be profound, as it allows brands to tap into authentic, targeted communities that are often more receptive to recommendations from trusted (or at least known) voices.

This form of marketing can enhance brand credibility, expand reach, and generate higher engagement rates compared to traditional advertising. As consumers increasingly seek personalized and relatable content, influencer marketing has become a powerful tool for connecting with audiences in a meaningful way.

7. Online business directories

It’s important for business owners to list their companies in prominent and reputable business directories. Often these listings are free, but even if you must pay a small fee, it can be worth it.

The benefits include

Exposure to potential clients and customers.
Boosted SEO through backlinks.
Improved online presence and brand awareness.
Increased credibility for your business.
Low-cost or free marketing.

The following is a list of top business directories to consider listing your business:

AllBusiness.com
Better Business Bureau
Facebook Page
Google Business Profile
LinkedIn
Superpages
Bing Places for Business

8. Radio marketing

While less prominent today, radio can still be effective. Many people are in their cars during peak commute hours. To maximize radio advertising:

Targeted placement: Choose stations and time slots that align with your target audience.
Engaging content: Create memorable and concise ads.
Consider your market: Are you a B2C company (business to consumer) or B2B company (business to business)? Is your market local (like a neighborhood restaurant), national (such as selling payroll services), or international (such as selling unique clothing to multiple markets)?

The cost-effectiveness of radio compared to TV makes it a viable option for more localized campaigns.

9. Press releases

Press releases are valuable for announcing significant business updates. Ensure your release is:

Newsworthy: Focus on unique and timely information.
Well-structured: Include a strong headline, key details, and contact information.
Multimedia: Incorporate multimedia elements like images and videos to increase engagement.

10. Email marketing

Email marketing remains effective when executed correctly. Best practices include:

Segmenting: Personalize content based on customer preferences and behavior. Use data to segment your lists and target markets.
Offering engaging content: Provide valuable information, special offers, and updates.
Optimization: Use A/B testing to refine subject lines and content.
Using AI-driven tools: These can help automate and personalize email campaigns, improving engagement rates.

11. Direct mail marketing

Despite the digital age, direct mail still works for certain audiences. To optimize direct mail:

Use targeted lists: Use well-researched mailing lists to improve ROI.
Implement creative designs: Ensure your mail piece stands out and is easy to read.
Track mailings: Monitor responses and effectiveness.

More tips to enhance your marketing campaigns

Here are some additional tips to optimize your marketing campaigns:

Segment: Segment your target market to a specific audience. Segmentation can be done with respect to age, gender, income level, education, geography, purchase stage or brand loyalty, and more.
Business lists: Consider using high quality business lists such as Dun and Bradstreet, Experian Business, ZoomInfo or InfoUSA. These lists can be used in multiple channels as well, maximizing the value of the lists.
Track real time: Track your marketing campaigns in real-time to get immediate insights, make quick adjustments, and understand what is working or not.
Key metrics: Track the key metrics in your campaigns, such as click-through rate, engagement rate, conversion rate, sales, revenue, customer acquisition cost, market share, and churn rate.
Software and AI: Use software and artificial intelligence (AI) tools for social media management, content creation and testing of alternative ads.
Budget: Allocate your budget wisely. Assess the performance of different marketing channels and allocate your budget to the ones that deliver the highest ROI. Continuously review and adjust your spending to focus on the most effective strategies.
Keep current: Stay updated with trends. Keep up with the latest marketing trends and technologies. Experiment with new platforms, tools, or strategies to stay ahead of the competition and reach your audience in innovative ways. Keep up to date with experts by seeking articles from reputable business sources such as AllBusiness.com.
Promote across channels: Share earned media coverage on your website, social media platforms, and email newsletters. For instance, if a major publication writes about your product, feature this article prominently on your homepage or social media profiles.
Showcase social proof: Use earned media as a form of social proof by highlighting positive reviews, testimonials, or features from reputable sources. This can build credibility and trust with potential customers.
Strengthen relationships with media: Build and maintain good relationships with journalists and influencers. This can lead to more favorable coverage in the future and expand your media network.
Repurpose content: Convert mentions and reviews into additional content, such as blog posts, case studies, and infographics. For example, if your company was featured in a popular tech blog, you could create a detailed blog post about the experience and its impact.

Ready to enhance your small business marketing strategy?

Developing a comprehensive and modern small business marketing strategy requires leveraging a mix of traditional and digital techniques. By integrating artificial intelligence tools, optimizing SEO, utilizing effective SEM strategies, and harnessing the power of social media, you can create a dynamic and effective marketing approach. Start by experimenting with different strategies, tracking your results, and refining your approach based on performance data.