The 5 steps to setting up a hybrid onboarding program

In today’s world, the idea of a fully occupied office with every desk in use feels almost unimaginable. For most companies, “normal” is now a hybrid work setting, a combination of both remote working and on-site working. 

With the help of technology, many processes that used to only take place in person can now be offered online. In the case of onboarding, some of the mundane processes, like providing practical information, are increasingly being offered online to save time and money. However, that is not to say that companies should abandon all personal contact for remote onboarding. Face-to-face interactions remain invaluable in onboarding for building connections and trust with your new employees.

Whether you’re onboarding a remote employee or freelancer, or simply looking to elevate your onboarding program–it’s important to balance online onboarding with in-person onboarding solutions. A hybrid onboarding approach makes a big difference in optimizing time, costs, and the overall experience for new hires.  

So, how can you blend these two approaches and adapt your onboarding into a hybrid onboarding model? Using valuable employee insights and expert advice, we came up with a 5-step cycle. 

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The 5 steps to setting up a hybrid onboarding program

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1. Review your existing onboarding program

To kickstart the transition to a hybrid onboarding program, begin by closely examining your current onboarding setup. Look at every phase of the onboarding process: what materials or content are you delivering at what moment? It’s helpful to map this into a timeline.

Evaluate the content and delivery methods. Determine whether the information provided is relevant and aligns with your company culture and goals. Check if the current delivery—whether online, in-person, or hybrid—is meeting the needs of new hires effectively.

Engage with stakeholders involved in the onboarding process, including HR team members, managers, and recently onboarded employees. Their insights will shed light on what's effective and where there might be room for improvement.

By thoroughly understanding your current program, you’ll be well-equipped to define which parts of the onboarding journey can be effectively managed online and which will benefit from personal interaction, setting the stage for a successful hybrid onboarding experience.

2. Define what parts of onboarding can be “online” or “offline”

Once you've got a good understanding of your current onboarding program, it’s time to decide which activities are best delivered through remote onboarding or in-person. Think about every part of the employee journey, from pre-hire and preboarding to onboarding and offboarding, and consider any missing pieces too. You can refer to our 30-60-90 day plan for new hires for a thorough overview of every step in the onboarding journey. 

Digital tools are particularly handy during preboarding, as employees aren't yet on-site or on the payroll. Using online platforms to share key information in advance can help calm those first-day jitters. You might also want to consider adding online introduction meetings if they aren't part of your setup already.

On the first working day, personal interactions are key. They help share the company culture, build relationships, and clarify duties, which all foster a genuine connection and engagement. But remember mixing online and offline methods works well.

Some activities can run on a hybrid level. For instance, you might hold a monthly business update where people can choose to either join online or come into the office.

Here are some suggestions on which activities could thrive in an online or offline setting.

Digital opportunities:

• Share company and product information digitally to ensure consistent foundational knowledge.
• Enable early connections with colleagues via videos or messages before the first day.
• Provide practical information about the first workday to reduce stress.
• Allow completion of administrative tasks, like signing documents, online.
• Gather feedback through digital platforms to improve the onboarding experience.

Activities that work best in-person:

• Convey company culture through personal interactions to help employees fully understand and experience it.
• Encourage face-to-face meetings with colleagues to build relationships.
• Introduce an onboarding buddy to support the new hire through informal in-person interactions.
• Facilitate hands-on learning with colleagues available for immediate assistance.
• Enhance the new hire's welcome with on-site gestures like a decorated desk or a welcome lunch.

3. Use digital tools to support your onboarding activities

The aim is to combine online and offline activities to enable a seamless onboarding process. Thankfully, technology allows us to work smarter, not harder. These tools empower employees to collaborate seamlessly and stay productive regardless of where new hires are working. Here are some game-changing tools to help in combining your online and offline activities:

• Appical: Use an onboarding software to onboard your new employees digitally 
• Speakap: Reach all your employees with one app
• DocuSign: Sign agreements and contracts electronically
• Validata: Screen your future employees
• Asana: Manage all of your projects and collaborate with your team members

These apps help us at Appical to streamline communications and HR processes effectively!

We’ve also embraced digital tools to enhance our customer onboarding process. In the past, our "design workshop" relied solely on physical sticky notes for collaboration. During the pandemic, we shifted to using Miro, a digital platform that allowed us to continue workshops online, maintaining real-time collaboration even from a distance. Now, we combine both worlds. For on-site workshops, we blend the traditional approach with Miro, using physical sticky notes alongside the digital board.

4. Combine online and offline

Great! You've reviewed your old onboarding program, picked your tools and know which parts need to be online and which offline. Now it’s time to blend them.

The aim here is to mix online and offline experiences seamlessly, combining the two approaches in a complimentary way. For instance, if you already share company information through an onboarding app, you can dive deeper into this on introduction day or even turn it into a fun, knowledge-reinforcing game.

Another example is starting with an interactive, gamified online training module about the role to build a strong knowledge base. Then, on their first day in the office, transition into hands-on training. This not only combines both experiences effectively but also saves time and makes onboarding more efficient.

At Appical, we blend methods with our "People Finder" tool. This online feature introduces new hires to coworkers with photos and job titles, helping them match names with faces before their first day at the office. We then mix in-person coffee dates at the office or in the park, giving new hires a chance to connect more personally with their colleagues.

5. Launch and improve

Did you successfully complete the previous 4 steps? Then it’s time to launch your new hybrid onboarding program – congratulations!

But, the journey doesn’t end here. What makes any onboarding program great is the art of “reiteration” – constant learning from experiences and refining your approach! 

It is essential to have a system in place to check up on your program and identify where improvements can be made. This ensures that your onboarding is always delivering and that every new hire receives a great onboarding experience. 

Ask for feedback during and after the onboarding period and use this input to improve your program. You can do this by:

• Building in short engagement polls and asking for feedback that can be used during the in-depth check-ins. 
• Let technology help you to see trends and conduct deep dives into topics that matter the most.

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Key takeaways

1. Take your time! Don’t underestimate the value of intentional research, internal discussions, and clear communication with your team. Start at the beginning of the 5 step cycle and take the time to outline your approach. Granted it’s a slow process, but it lays the foundation for a successful roll-out of the cycle in total.
2. Let the tech do the work for you. Again, one of the upsides of good tech is that it allows us to work smarter, not harder. It makes (part) of the process scalable, improves the user experience and ultimately makes your life a lot easier. 
3. Focus on blending online and offline. Focus on seamlessly blending online and offline activities. The key is ensuring that your online efforts complement and enhance your offline activities, creating a cohesive experience for your new employees.

Need some help with transforming your onboarding process? Take a look at our platform or request a demo.