How to Train New Employees Without Being There in Person
Training new hires often feels like you’re babysitting. You have to handle constant questions and phone calls, and give repetitive explanations. Multiply that by every new hire you have and you’re going to lose weeks of time. But there’s a better way to onboard and train employees without being there in person. With the right systems, you can free yourself from holding their hands while giving them everything they need. The best part is that you can reclaim around 15 hours per week doing it.
- Use screen recording software for visual documentation
When you need to streamline your training process, screen recordings are the foundation. Rather than explaining a process over and over, record it once and reuse it forever. In fact, people learn better from video content compared to just listening to a verbal explanation.
Screen recording software allows you to capture real workflows in real time so you can show new hires exactly how to perform important tasks like submitting reports, requesting a purchase, or setting up client accounts.
Once you have a collection of screen recordings, you can drop them into a training library so employees can access them at any time. This type of training library will become a central knowledge hub and will eliminate a lot of those random phone calls asking for help.
Onboarding – especially for remote teams – succeeds when it leverages training methods that employees can access on demand.
- Build repeatable onboarding systems
Onboarding chaos can be resolved by implementing structure. Repeatable systems create consistency and reduce errors. According to Gallup data, only 12% of employees “strongly agree” that their company does a great job onboarding new hires. You can fix this in the following ways:
- Standardize training materials. Every new hire should receive the same core resources, whether it’s printed or digital.
- Segment training by role. Optimize learning tracks for different positions rather than giving everyone everything for all roles (or generalizing training materials too much)
- Automate steps. Use project management software or HR apps to keep the training process flowing.
While it may be easier to implement a one-size-fits-all solution for onboarding, it’s actually a main reason training programs fail. Programs should be customized for each role and then standardized for everyone within that role.
- Provide self-paced learning resources
Self-paced learning empowers employees to take ownership of their development. This is key for remote teams. It’s also the preferred way to learn. The best way to implement self-paced learning is to create short modules and keep lessons under 10 minutes to maximize retention. Combine formats like text guides, videos, and interactive quizzes for variety.
Self-paced training reduces the need for oversight and accelerates learning and retention. It also trains employees to be self-sufficient and search for information and answers on their own before calling a manager.
- Integrate interactive content and feedback
Passively watching a video doesn’t guarantee understanding, but that can be overcome with interactive quizzes and assignments. After each learning module, a simple quiz can reinforce lessons and identify gaps in understanding. And using scenario-based questions is a safe way to let new hires practice decision-making.
During an interactive quiz, quick feedback will correct misunderstandings before they become bad habits. That’s exactly why active learning helps people apply skills faster.
- Create a digital knowledge hub
Scattered information is a waste of time. A searchable hub will keep everything in one place that is easily accessible to everyone. You can use cloud tools like Notion, Confluence, or Google Drive. Or you can load up a Box account for even more granular sharing permissions and the ability to maintain a version history.
Wherever you store knowledge, it should be easily accessible, yet restricted based on roles. The best applications will allow you to tag and categorize documents with keywords for easy navigation.
- Blend live and asynchronous training
Sometimes face-to-face training is necessary, but it’s more effective when that’s the exception rather than the rule. Blending live and asynchronous training is quickly becoming the norm.
Use live sessions for introductions and Q&A, but record it so you can archive and reuse it when necessary. Reserve live time for high-value topics and soft skills, not things like how to click buttons to set up client accounts.
Train without holding hands
Training new hires doesn’t have to mean endless meetings and constant interruptions. By using screen recordings, repeatable systems, self-paced resources, and interactive learning, you can onboard new hires more efficiently without having to guide them every step of the way.
