The Only Remote Employee Onboarding Checklist You'll Need
6 minutes
20 May 2025
If you already have a remote team, you know this: onboarding isn’t paperwork and a few welcome messages. It’s when your new hire forms their first real impression of how your company works, from the tools you use to how your team communicates. In a remote setup, getting this right matters a lot.
But if you're just starting to build a remote team, setting up a good onboarding flow from the start can feel overwhelming. Where do you begin? What should you include? How do you make someone feel like part of the team when they’re sitting thousands of miles away?
That’s precisely why we built this remote employee onboarding checklist. We put a lot of thought into the onboarding process when we hire for a client. It’s a key part of how we set someone up for success from day one. So if you’re onboarding a remote employee, here are some of the most valuable things we’ve tried and learned that genuinely make a difference.
What to Cover When Onboarding a Remote Employee
You’ve hired someone great. Now don’t leave them hanging. Here’s what we always cover when we onboard someone into a client’s team (and honestly, what we wish more companies did):
An onboarding session
Yes, it’s obvious. And yes, most teams already do it. But it’s still the first thing on our checklist because it’s one of those basics you just can’t afford to skip or rush. That first conversation sets the foundation for everything that follows. It’s your chance to create clarity, answer the questions they’re too nervous to ask, and ensure they don’t spend their first week guessing how things work.
We call ours the “How to be a great GrowthBuddy” session (yes…we’re working on the name). On day one, we walk new hires through how we work, what we value, and our non-negotiables, i.e., what we don’t compromise on. We also share some practical tips and suggestions they can use to level up their work. The aim is to help them put their best foot forward and set the tone for what great looks like.
Get to know them, properly.
We ask every new hire to fill out a User Manual, which is a simple doc that helps us understand how they work best. Are they a morning person, or do they come alive after lunch? Do they prefer feedback over Slack or prefer a quick call? It might sound mundane, but in our experience, it saves you a lot of guesswork later.
We also ask them to fill out a quick management style questionnaire. It helps their manager understand how to support them, not just delegate tasks. Remote teams don’t have the benefit of picking up on someone’s vibe in the office kitchen. You’ve got to be intentional. And sometimes, that starts with simply asking: “How do you like to work?”
Manager-led onboarding, not HR handoffs
Make sure their direct manager takes the time to walk them through more than just the basics. This isn’t just a quick hello; it’s where they get introduced to the team structure, the tools they’ll use every day, and who they’ll work closely with. It’s also the perfect time to explain how to get help when they get stuck.
This session gives your new hire the context they need – how their role fits into the bigger picture and what you expect from them in those first few weeks. It helps them feel grounded, not like they’ve just been dropped into Slack with no context.
A welcome gift
When you’re onboarding remotely, small gestures go a long way. Sending a little welcome gift on their first day, like coffee, snacks, or something simple, shows you’re excited they’ve joined the team. It’s an easy way to make them feel seen and valued, even from a distance.
At GrowthBuddy, we’re big fans of these tiny moments. Every new hire gets a small treat delivered to their homes on day one, like coffee with donuts or cupcakes, with a note that says, “Hey, we’re excited you’re here.” It’s nothing fancy, but those little touches help start the relationship on the right foot.
Check in like a human, not just a manager.
Your check-ins shouldn’t feel like status updates; they should feel like conversations. Ask how they’re settling in, what’s been fun, what’s been confusing, and yes, even how their weekend was. Not everything has to be about work.
Ideally, your employees shouldn’t feel like they have to put on a front during meetings. They should know there’s enough trust to be honest if they’re having an off day and don’t want to fake a smile. They should feel seen and supported as a person. A simple “How’s it going?” or “Need anything from me?” can go a long way. Especially in those first few weeks, small moments of connection matter more than perfectly planned 1:1s.
Define what success actually looks like.
Often, new joiners feel like they are walking a fine line. They want to ask questions for clarity, but they’re also worried you’ll think they don’t know what they’re doing. That hesitation can slow everything down. So it’s on you to create an environment where asking questions is encouraged, not judged. Set that tone from day one, and you’ll get way better outcomes down the line.
Spell out what “good” looks like at the 1-month mark, the 2-month mark, and the 6-month mark. Don’t assume they’ll just figure it out as they go. Share what you expect, what great work looks like, and how they’ll know they’re on the right track. When someone knows what they’re aiming for, they’re way more likely to hit the mark and feel confident doing it.
Catch early bumps and help them through it.
Everyone’s going to miss something, misunderstand something, or make a mistake. That’s human, no matter how experienced someone is. The key is catching those bumps early and helping your team navigate them so they learn, grow, and don’t repeat the same mistake twice.
It also helps to reflect how you’re giving instructions in the first place. Sometimes what seems obvious to you might not land the same way on the other end, especially in a remote setup. A lot of hiccups come down to communication gaps. And when you do spot something off, don’t save it all for your end-of-month catch-up. Give them feedback in the moment. Consistent, timely feedback is much easier to absorb than saving it all for a big monthly review.
Ask for feedback
Check in early and often, not just about their work, but also your onboarding process. Check if there’s anything you could’ve done to make their first week smoother. It shows you’re open, approachable, and genuinely invested in their experience.
A simple way to do this is to create a feedback loop with all your employees. While we check in regularly with our clients to see how things are going, we do the same thing with our Growthbuddies, too. We ask if things are going well for them, if there’s anything they need more guidance or support on, or if they’re feeling aligned with the team culture. It’s a small step that helps surface things before they become bigger issues, and makes people feel genuinely looked after.
Conclusion
At the end of the day, a great onboarding experience should make your new hire feel genuinely seen and valued. Not just because it’s the right thing to do (duh!), but because it can be hard finding those rare A-players who can take your brand to the next level. When you do find them, the last thing you want is to lose them to a lack of clarity, connection, or care.
That’s why we have taken onboarding seriously at GrowthBuddy since day one. We don’t just hand over great talent; we ensure they’re set up to succeed. If you’re building a remote team and want people who come ready to hit the ground running (and actually stick around), we can help.