Virtual Orientations: How to Onboard Team Members the Right Way

Few things are more enjoyable to watch than a gorgeous display of teamwork.

But quality teamwork isn’t something that happens overnight. It takes time and effort to develop a group that works well together and your team is no exception.

Think about this: Your workforce is a breathing organism that is constantly changing. As experienced members leave for one reason or another, new ones are welcomed to join your team.

These new members are the future of your workforce. Therefore, it’s a good decision to invest in new employees to increase how successful your company will be in the future.

This investment starts with the onboarding process.

• According to a study by Brandon Hall Group, organizations with a strong onboarding process improve new hire retention by 82%. In other words, your onboarding (including orientation) needs to deliver.

In the virtual age of remote work, orientation is done more and more virtually instead of at the office. So how can you ensure that your virtual orientation is done correctly to make sure new hires don’t leave as quickly as they joined?

Orientation is the biggest opportunity you have to show new hires what your business is all about. Show what a great team leader you are by preparing ahead of time.

Provide new employees with anything they need (physical or digital) BEFORE orientation. This would include:

• Any tech they need for the job (headset, laptop, etc.)
• Company email with the log-in info
• Access to any software they will use on the job (log-in and instructions for use)
• Company policies and procedures

This allows employees to familiarize themselves with company culture and they’ll know what you’re talking about when you mention specific applications and software during their orientation.

Bonus Tip – Provide Ongoing Support: Let your team members know they aren’t on their own by providing post-orientation support. Share resources, such as a recap of the session, additional reference materials, and FAQs.

 Dedicated email addresses or chat platforms, where participants can ask questions or seek clarification, are a great way to show ongoing support.

An outline gives you something to follow throughout the event ensuring you hit all the main points in a logical manner. In other words, it’s a way to make sure you’re staying on track.

How to prepare an outline:

• Clearly define goals and objectives
• Consider what information needs to be conveyed and the desired outcomes
• Develop a logical flow of how the meeting will progress

Once you have an outline prepared, develop an agenda that will be shared with attendees. The agenda should be visually pleasing and include topics and speakers, activities, breaks, and interactive elements.

Sending the agenda to attendees before orientation does two important things:

1. Shows new hires that you are taking this orientation seriously and that they should too
2. Gives attendees an idea of what to expect and builds excitement for the event

Games and game-like elements are a great way to make your virtual orientation fun and interactive.

Why it’s important during orientation: Small talk has its place at a company picnic. But if you’re not careful, your virtual orientation could end up being more of a group small talk session with everyone checking their watches.

The key? Use gamification to make your orientation enjoyable.

Consider implementing some of the following games into your next virtual orientation:

Virtual Scavenger Hunt: Just because your orientation isn’t in person, it doesn’t mean you can’t do a scavenger hunt.

• Create a scavenger hunt that requires participants to explore various online resources like the company website or social media page.
• It could include company values, products, or historical facts.
• Then offer prizes or recognition for the fastest or most accurate participants.

Virtual Escape Room: Talk about team building! A virtual escape room requires participants to work together to solve puzzles or challenges within a given timeframe.

• Use online escape room platforms or design your own interactive challenges related to company goals, teamwork, or problem-solving.

DIY Demo or Skill Sharing: Invite participants to showcase their unique talents or hobbies by organizing a DIY demo or skill-sharing session.

• Participants can teach others how to perform a skill related to their industry.
• This not only fosters engagement but also builds camaraderie among participants.

Virtual “Cribs” Tour: This is a great way for fully remote workers to show off their home office. Similar to the popular TV show “MTV Cribs, ” have participants provide virtual tours of their workspaces.

• Employees can showcase their setups, favorite gadgets, or personal touches that make their workspace unique.
• This activity allows everyone to connect on a personal level and share interesting aspects of their work environment.

Online Board Games or Puzzles: Explore online platforms that offer multiplayer board games or collaborative puzzles.

• Choose games that promote teamwork, strategy, or problem-solving.
• Participants can play together virtually, fostering interaction and a sense of being a team.

Keep everyone engaged by adding as much variety as possible to the orientation. A one-presenter monologue for the entire orientation isn’t very interesting and certainly doesn’t build excitement for being on the team. Instead, look for ways to switch things up.

Vary Presenters

 Don’t be a ball hog. New hires want to get to know the team they’ve joined, not just one player. Try giving some screen time to others. Supervisors or employees from various departments could share information, lead games, give lectures, or reward prizes.

This gives newcomers the chance to get familiar with various people in the company so that they feel comfortable when it comes time to interact with them in the future.

Incorporate Polls and Quizzes

 This is not only engaging but is also a great way for you to gauge how well the orientation is going. Incorporate interactive polls and quizzes to see participants’ understanding of the material covered.

Many video conferencing platforms offer polling features. Use them to gather instant feedback, opinions, or preferences on various topics or scenarios.

Utilize Breakout Rooms

Smaller group discussions facilitate networking and team building. Allocate dedicated time for participants to network and connect with their peers through the use of breakout rooms.

Prepare Engaging Content

 In addition to the classic lecture method, share information through visually appealing presentations. Incorporate multimedia elements like videos, images, and infographics to enhance engagement.

Nothing screams amateur hour like a company orientation with tons of technical problems. Show your new team members that you’re not a rookie by ensuring the technical side of things run smoothly.

• Conduct thorough tests of the virtual platform, internet connection, and audio-visual equipment before the orientation.
• Provide clear instructions on how to join the virtual orientation and address any technical issues participants may encounter.
• Have technical support personnel available during the orientation to troubleshoot and assist participants as needed.

Another part of showcasing your technological literacy is by choosing the right virtual platform.

Research and select a reliable virtual meeting platform that suits your organization’s needs. Make sure the platform provides any extra features you plan to use, such as recording, screen sharing, and live chat.

Ensure the platform is user-friendly and accessible to all participants. Test its compatibility with different devices and operating systems before the big day.

Here at Virtual Velocity, we’re dedicated to helping you build a championship team. We use our expertise in the field to assist you in developing an orientation that sets new team members up the right way.

Whether you need help choosing the right platform and customizing the event to fit your needs or would like backup to handle unexpected technical challenges along the way, we’re here for you.

Let’s sit down and have a chat. Together we’ll create a virtual orientation that takes your team to the next level.