4 Actionable Ways to Streamline Remote Workforce Onboarding Logistics on a Global Scale

Learn how to simplify your company's onboarding logistics in a remote, globally dispersed environment with the help of a global HR platform, specialized equipment management software, and HRIS automation.‍

Key takeaways 

1. Onboarding remote and distributed teams can be challenging, but it is essential to ensure that new hires succeed in their new roles.
2. There are several ways to streamline the onboarding process for remote and distributed teams, including using a global HR platform, global equipment management software, and HRIS automation.
3. Partnering with a global HR, payroll, and compliance partner can help to address the challenge of providing 24/7 support to employees in any time zone.
   

Onboarding is the process of integrating a new employee into a company. It is a critical step in ensuring that new remote employees are successful in their roles. According to Gallup, 70% of employees who have had exceptional onboarding experiences say they have “the best possible job.” These employees are also 2.6 times as likely to be extremely satisfied with their workplace, resulting in improved employee retention rates. 

However, onboarding can be especially challenging for remote and distributed teams. Companies face several logistical challenges, including:

• Accommodating different time zones: When employees are located in different time zones, it can be difficult to schedule training, meetings, and other onboarding activities
• Providing access to company resources: Remote employees may not have the same access to company resources as on-site employees. This can make it difficult for them to access equipment, software, and learning materials.
• Managing paperwork: Onboarding paperwork can be complex and time-consuming, especially when it needs to be completed in multiple languages and jurisdictions.
  

In this blog post, we will discuss four actionable ways to streamline the logistics of onboarding remote employees dispersed across the globe. 

1. Complete compliant cross-border paperwork with a global HR platform

Onboarding a new hire from another country in a remote work environment can be challenging for hiring managers, especially when coordinating paperwork and documentation. Each country has unique labor laws, tax regulations, and compliance requirements. Ensuring that new hires complete the necessary paperwork correctly and efficiently is crucial for legal compliance and a smooth onboarding experience.

A global HR platform can streamline the remote onboarding process for workers in different countries. These platforms provide access to localized contract workflows, ensuring that paperwork aligns with the legal requirements of each country. They often integrate digital signature and document storage capabilities, allowing remote workers to sign and upload documents electronically, eliminating the need for physical paperwork.

See also: HR Compliance: How Can Startups Use HR Automation Tools for Employees and Contractors?

2. Supply equipment using global equipment management software

One of the most significant hurdles for remote and distributed organizations is providing equipment. There are several factors to consider, including different geographic locations, regulatory requirements, and technological needs. 

To address these challenges, equipment management software is an ideal solution. It offers a centralized platform for managing the entire cycle, from ordering the equipment, ensuring team members receive it in a timely manner so they can start working on their first day, arranging repairs, to recovering the equipment when they leave the company. 

Here are some of the benefits of using equipment management software:

• Centralized management: The software provides a centralized platform where administrators can manage the entire equipment provisioning process for all team members. This helps minimize admin and guarantees that all team members receive the equipment they need by their start date, and that the process complies with all applicable laws and regulations.
• Tailored catalog: The software provides a catalog of equipment options that are tailored to the specific needs of different roles and departments. This ensures team members receive the equipment they need to succeed in their roles.
• Geographical nuances: The software helps account for the nuances of different regions, such as customs, import regulations, and technological standards. This guarantees that equipment options comply with local requirements and that team members do not experience any delays or disruptions in their onboarding process.
• Self-service portal: The software includes a self-service portal that allows team members to easily select the equipment they need and track the status of their orders. This helps team members get up and running quickly and have a positive onboarding experience.
• Logistics oversight: The software provides real-time updates on the status of orders and delivery tracking. This helps management remain aware of the status of their team's equipment and that there are no unexpected delays.
• Transparent costs: The software provides visibility into all the costs involved in supplying equipment internationally, such as shipping fees and import taxes. This ensures that businesses can budget for equipment effectively and that there are no unexpected surprises.
• Security measures: The software includes security measures to protect sensitive data, such as device pre-configuration and remote device management capabilities. This guarantees that equipment is provisioned securely and that team members’ data is protected.
  

At Deel, we use equipment management software, Hofy, to equip our globally distributed team across 100+ countries. A centralized solution for managing the entire process ensures we comply with all laws and regulations while creating a positive employee experience. 

3. Enroll workers in the company’s digital workspace using automation

Enrolling new remote hires in a company’s digital workspace can also be problematic for remote workforces. There are several steps involved in the process, and it can be easy to make mistakes. 

Here are some of the challenges that companies face when manually enrolling new hires:

• Time-consuming: Manually enrolling new hires can be time-consuming, especially for large companies. HR teams may spend hours manually entering data into different systems, which can take away from their time working on other important tasks.
• Error-prone: Manual processes are also more prone to errors. Putting a typo in an employee’s email address, or enrolling them in the wrong system, can cause problems.
• Difficult to scale: As a company scales, manually enrolling new hires can become increasingly difficult. HR teams may not have the resources to keep up with the growth, which can lead to delays in the onboarding process.
  

A global human resource management system (HRIS) can automate the process of enrolling new hires in a company’s digital workspace, helping save time, reduce errors, and make the process more scalable.

Here are some of the ways that a global HRIS can help to automate the enrollment process:

• Onboarding workflow: A global HRIS can automate the onboarding workflow. HR teams can set up rules and triggers to automatically enroll new hires in the necessary systems, generate login credentials, and disseminate training materials. 
• Data collection: A global HRIS collects and centralizes all the data needed for onboarding, such as employee contact details, role responsibilities, and tax information. Having a single source of truth makes it easy for HR teams to access the necessary information and keep it secure and up-to-date. 
• HR management: A global HRIS can automate enrollment in core HR functions such as employee benefits, payroll, attendance, and time off tracking. The advantage of a global HRIS vs. a local HRIS is that it allows for country-specific workflows with customs fields and requirements to support all types of workers in every country. 
  

Learn more: What Is HRIS (Human Resources Information System)? Your Complete Guide.

4. Provide round-the-clock support with a global support team

Providing onboarding support to a globally dispersed team can be challenging. Employees may be in different time zones, making providing timely support difficult. Employees may also speak other languages or have cultural differences, hindering effective communication.

Here are some of the challenges that companies face when providing onboarding support to a globally dispersed team:

• Time zone differences: It may not be possible to provide timely support when employees are located in different time zones. If a new hire has a problem in the middle of the night, they won’t get the help they need from an HR representative in a different time zone.
• Language barriers: If a new hire speaks a different language than the HR representative, understanding the problem and providing the necessary support can be challenging in a remote environment.
• Cultural differences: Employees may have different cultural expectations. For example, in some cultures, it is considered rude to ask questions, so a new hire may hesitate to ask for help if they have a problem. 
  

Partnering with a global HR, payroll, and compliance partner can help to address these issues. These partners typically have 24/7 support teams to support employees in any time zone. They also have experience working with employees from different cultures so that they can provide culturally appropriate support.

Here are some of the benefits of partnering with a global HR, payroll, and compliance partner:

• 24/7 support: A global HR partner has 24/7 support teams to support employees in any time zones so that employees can get help when needed, regardless of location.
• Multilingualism: A global HR partner comprises HR professionals from different countries who speak the native language of those countries. This allows them to support new hires in their own language, ensuring they understand the information, address any concerns, and reduce the risk of misunderstandings to avoid legal problems and employee dissatisfaction. 
• Culturally appropriate support: A global HR partner has experience working with employees from different cultures, which means they can provide culturally appropriate support, helping employees feel comfortable seeking assistance.
  

Optimize onboarding logistics for your distributed workforce 

Onboarding remote and distributed teams can be challenging, but it is essential to ensure new team members succeed. By following the four tips outlined in this blog post, you can streamline the onboarding process and make it easier for new hires to get up and running on day one of their new jobs.

If you want more information on how to streamline onboarding for remote teams on a global scale check out our free onboarding checklist or head over to the Deel website.