The Remote Talent Handbook
The rise of remote-first and hybrid offices has transformed the way businesses operate. Traditional in-office practices are evolving, and managers now face the challenge of leading teams they may rarely see in person. As a result, interviewing, onboarding, and managing talent require a fresh approach. This guide explores the changes, helps you adapt to your evolving role, and provides actionable strategies you can implement today.
The importance of the interview
While every stage of the hiring process plays a role, the interview remains the most decisive moment in assessing a candidate’s fit. It’s the make-or-break factor for both the candidate and the employer, and it comes with its own set of pressures.
A successful interview should answer three critical questions:
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Can the candidate meet the demands of the role?
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Is the candidate genuinely interested in this kind of work?
- Will the candidate integrate well into the team?
A successful interview should answer three critical questions:
Despite its importance, interviews are conducted in a high-pressure environment where both parties want to impress each other. This can sometimes lead to a less-than-ideal evaluation. To navigate this, structuring your interview effectively is key.
How to structure your interview questions
Failing to plan adequately is the biggest mistake an interviewer can make. A structured approach ensures that the interview remains productive while making the candidate feel comfortable enough to provide meaningful insights.
1. Start Broad
Begin with general, open-ended questions. These allow candidates to share prepared responses and highlight key points they find important. This not only helps candidates feel more at ease but also provides a strong foundation for deeper discussions.
2. Move to Specifics
Once the candidate has settled into the conversation, shift toward more detailed and targeted questions. This phase allows you to assess their depth of knowledge, problem-solving abilities, and how well they align with the role’s specific requirements.
3. Wrap Up with Yes/No Questions
Close-ended questions, which require short responses, are best used at the end of the interview. These questions help wrap up the conversation and clarify any final points without disrupting the natural flow of dialogue.
How to Conduct Video Interviews
We can’t talk about what’s changed in the world of interviewing without highlighting the role of video. The use of video interviews has skyrocketed. While remote interviewing became a necessity in 2020, it has proven to be a long-term asset for employers looking to streamline their hiring processes.
The Scalable Solution: On-Demand Video Interviews
Technology, in its broadest sense, should help us work more effectively. Video is no exception. One increasingly popular form of remote interviewing is on-demand interviewing, where candidates record their responses at a convenient time. While employers control the questions and deadlines, this method eliminates scheduling constraints for both parties.
This approach is highly scalable and time-efficient. Recruiters can assess more candidates in a shorter timeframe, reducing scheduling bottlenecks. Additionally, allowing candidates the flexibility to record their interviews at their own pace reduces stress and improves the overall candidate experience. For employers, it speeds up the hiring process, increasing the likelihood of filling positions quickly.
Considerations for video interviews
1. Properly Prep the Candidate
Every interview requires preparation, but this is even more crucial for video interviews. Inform candidates about the software you’ll be using and provide download links. Take it a step further by offering tips on lighting, sound, and background setup to ensure a professional appearance.
2. Prep Yourself
As an interviewer, you represent the company, even if you’re working remotely. Dress professionally, ensure you’re comfortable with the video platform, and create a clean, appropriate backdrop to maintain credibility.
3. Take Time to Put the Candidate at Ease
Unlike in-person interviews, video calls remove pre-interview interactions like office tours and small talk, which help candidates relax. Instead of diving straight into questions, take a few moments to engage in light conversation and set a positive tone.
4. Guide the Interview Structure
Video calls often have a conversational tone, which can be beneficial, but it’s crucial for the interviewer to maintain direction. Start by outlining an agenda so the candidate knows what to expect, helping both parties stay focused and organized.
Onboarding
Onboarding plays a crucial role in integrating new hires into your team. Traditionally, the first day at the office involved setting up tech, meeting colleagues, organizing the workspace, and—most importantly—discovering the snack stash.
Beyond first-day logistics, research highlights the impact of a well-structured onboarding process. It can boost employee performance by up to 11%, increase discretionary effort by over 30%, and improve retention rates, with employees 58% more likely to stay for three years if onboarded effectively.
Eight easy steps to successful remote onboarding
Onboarding a remote employee comes with unique challenges, but with the right approach, you can ensure they feel welcomed, connected, and ready to contribute. Here are eight key steps to set them up for success:
1. Set Clear Expectations from the Start
Onboarding begins during recruitment. Remote employees need clarity on their workload, working hours, and success metrics to avoid burnout and confusion. Transparency in these areas prevents misunderstandings and ensures a smooth transition. Bonus Tip: Since remote candidates don’t experience your office culture firsthand, keep your Careers and About Us pages updated to reflect your company values.
2. Create a Remote-Specific Onboarding Checklist
A structured checklist helps new hires get started efficiently. Outline everything they need access to, from software logins to communication tools. Assign responsibilities for setup tasks so that IT, HR, or the employee knows exactly what to do. A well-prepared checklist reduces delays and sets the stage for a productive first day.
3. Send a Welcome Package
Since remote employees don’t step into a physical office, sending a welcome package makes a big difference. Along with digital documents like contracts and training materials, consider shipping company swag—t-shirts, mugs, or personalized notes—to make them feel part of the team from day one.
4. Make Team Introductions a Priority
Building relationships remotely takes extra effort. Facilitate introductions via virtual coffee chats, team video calls, or buddy programs. Early interactions help new hires put faces to names, reducing feelings of isolation and making it easier for them to reach out for help when needed.
Set up video calls with the team
Without casual in-office interactions, strategic introductions are essential. Identify key colleagues your new hire will work with, from managers and HR to team members who embody your company culture. Arrange one-on-one or small group video calls to foster early connections. Encourage both parties to turn on their cameras—seeing faces strengthens relationships and makes remote employees feel more included. While they won’t meet everyone on day one, these initial introductions will help them settle in faster.
Invite to team meetings
Remote employees can easily be left out of impromptu office discussions, so make a conscious effort to include them in regular team meetings, brainstorming sessions, and project updates. Not only does this keep them informed of live decisions, but it also gives them a voice in shaping outcomes. Participating in discussions helps them build rapport, contribute ideas, and feel like a valued team member from the start.
5. Ask what works for them
While setting expectations is crucial, it’s equally important to ask your new remote employee what works best for them. Discuss their preferred communication style, feedback methods, and task management preferences. Taking the time to understand their needs fosters trust and shows that you’re invested in their success. Consider providing a “How I Work” document for them to fill out—this helps align your support with their working style.
6. Create a regular feedback loop
Unlike in-office employees, remote workers miss out on informal feedback moments like hallway chats or coffee breaks. To bridge this gap, schedule regular check-ins to discuss their experiences, challenges, and feedback. Whether through daily stand-ups, weekly one-on-ones, or monthly reviews, ensure they know when and how they can share their thoughts. Proactively asking for feedback not only improves their experience but also enhances overall productivity and engagement.
7. Individual Development Plan (IDP) and OKRs
Clear goals lead to better performance. After the initial adjustment period, work with your employee to outline their Individual Development Plan (IDP) and Objectives & Key Results (OKRs). Define what success looks like for their role while allowing them to take ownership of their professional growth. Encourage them to set career goals and strategize actionable steps together. Understanding what motivates them will help you support their aspirations while aligning them with business objectives.
8. Refine the process
Onboarding should evolve with experience. Three to six months in, ask your new hire for feedback—what worked well, what could be improved, and what challenges they faced. Their insights will help refine your onboarding strategy for future remote employees. Being open to feedback demonstrates that you value their opinion and are committed to improving the experience for everyone.
Managing remote talent
Four steps to successful communication
Communication is the backbone of successfully managing remote teams. Without the casual interactions of an office setting, remote employees may face challenges like isolation, decreased engagement, and misalignment with team goals. To foster a productive and connected work environment, organizations need to implement structured communication practices.
Here’s how to stop that from happening to your team.
1. Daily team communication
Daily check-ins keep remote teams aligned. Start and end the day with short stand-ups via Zoom to set goals and review progress. This builds accountability and transparency while fostering a problem-solving culture.
Use Slack, Teams, or Google Meet for quick updates and collaboration. Remote communication may feel different initially, but consistency makes it seamless. As a leader, take the initiative—keep meetings focused and encourage participation. If a chat drags on, hop on a quick call!
2. Use video conferencing when you can
Messaging apps like Slack are useful, but video calls are unbeatable for clear communication. With 93% of communication being non-verbal, tone, body language, and expressions matter.
3. Individual communication should still be a priority for managers
Remote work can feel isolating, so regular check-ins are key. Without casual office chats, schedule weekly one-on-ones (at least an hour) to build rapport. Whether formal or informal, structured conversations with prepared questions help keep remote teams engaged and connected.
4. Be clear about when you’re available
Be available – make sure that your team knows how and when they can contact you. It’s easy in an office to see when someone is in a meeting or busy – but remotely, that isn’t so simple. Make sure your calendar is accurate and visible and that all team members know how they can contact you in an emergency.
Four steps to creating structure, setting expectations and establishing processes
When managing a remote team, it’s crucial to focus on structure, expectations, and processes. For teams transitioning from office to home, remember that their daily routine has dramatically changed. While remote work veterans know the best practices, others may need guidance.
Many believe working from home increases productivity—76% of employees in FlexJobs’ 6th Annual Work Flex Super Survey agree. However, the reality can be different. Without proper structure, remote work can lead to distractions and inefficiency. As Avast’s Mobile Workforce Report highlights, procrastination and distractions are common challenges in remote setups. Setting clear expectations and processes can help your team stay focused and productive.
1. Processes are your friend
Processes are often seen as rigid and stifling to creativity, but in the absence of structure, they provide essential guidance. Effective processes help keep work on track and ensure things get done.
For remote teams, the right tools are crucial for staying connected and organized. Slack is an excellent communication tool with integrations for platforms like JIRA, Google, and Monday. Tools like Trello, Monday, and JIRA are great for roadmapping, using Kanban-style boards that let team members quickly see what’s being worked on. These tools allow team members to easily add tasks and jump in to help without duplicating work or needing to ask for more tasks from managers.
2. Find the easy wins and show trust
Remote work requires more trust than in-office work, as the natural accountability of seeing someone in person is gone. While a solid management plan is key, employees must take responsibility for their roles. Micromanaging can lead to a lack of trust and resentment—something to avoid at all costs.
Instead, focus on setting employees up for success with manageable tasks. For teams transitioning to remote work, start with small wins to build confidence and ease any concerns. As trust grows, tackle more complex tasks and refine your management approach, ensuring clear communication and check-ins along the way.
3. Create a culture of trust and accountability
Daily stand-ups, both in the morning and at the end of the day, help with communication and accountability. Sharing progress encourages team reinforcement and allows others to offer assistance where needed. While obstacles will still arise, regular updates keep the team on track toward their goals.
The success of these check-ins depends on the team culture. If employees fear retribution for not hitting targets or discussing issues, they’ll be less likely to participate honestly. As a leader, it’s important to make it clear that perfection isn’t expected. These check-ins are meant to help you support them in achieving their goals.
Set the tone by being accountable and transparent yourself. Follow through on your commitments, and while you don’t need to share every project detail, discussing challenges and progress openly will encourage your team to do the same.
4. Focus on outcomes, not activity
With many team members now working from home, often without prior preparation, it’s important to recognize that each setup is unique. Some may face space limitations, childcare responsibilities, or other obstacles. When setting expectations, be mindful of these challenges. Consider offering flexible working hours to help your team meet their goals.
It’s also easy for team members to appear active on Slack while distractions, like Netflix, are running in the background. By focusing on outcomes, you ensure clarity on what’s expected, allowing your team to work efficiently toward their goals.
Five tips for developing the manager- employee relationship remotely
Finally, the key to a successfully managed team of remote workers is compassion and motivation. To have a truly motivated team, you need to not only communicate with them and set clear expectations, but also look after their human needs.
1. Make time for small talk.
While we’ve recommended being prepared for meetings and adding structure to your day, it’s just as important to make time for small talk with your team. It’s easy to dive straight into business when you have a list in front of you and a screen in front of you. However, the casual office chats may be gone, but they still serve a valuable purpose.
Taking a moment for informal conversation during stand-ups or one-on-one calls shows warmth, compassion, and the human touch that can easily be lost in remote work. Especially with the uncertainty brought by the COVID-19 crisis, people are looking for security and reassurance. As a leader, offering this small gesture will go a long way in building trust and supporting your team’s well-being.
Building rapport
Building rapport with your team is crucial, especially in times of uncertainty. Strong camaraderie helps with problem-solving, honesty, and motivation. It also influences how much your team is willing to contribute, which has a big impact on business success.
There’s no shortcut to genuine rapport. If your care feels insincere, your team won’t be motivated to work with you. Being a taskmaster who overlooks their struggles or personal life is an ineffective approach. As a manager, you should care about your team not just because you have to, but because it fosters stronger leadership and a more effective team dynamic.
2. Focus on team and individual development
Development is a top priority for most employees, yet remote workers often feel overlooked due to limited interactions with their managers. Don’t let this happen. Showing that you care about your team’s growth is key to understanding their motivations and making them feel valued. Everyone has career goals, and as a manager, it’s important to take the time to understand them. This effort will also make your team enjoy working for you more.
A great way to offer consistent support is by setting up Individual Development Plans (IDPs) during your one-on-ones. IDPs help your team members identify their goals, while you work together to create a plan for achieving them. This proactive approach shows your commitment to their growth and development.
3. Consider mentors and in-house peers
Research by Deloitte highlights the significant impact of mentorship on employee retention: “Those intending to stay with their organization for more than five years are twice as likely to have a mentor (68%) compared to those without (32%).”
While you may not always be the mentor, completing IDPs with your team gives you insight into their career aspirations. Look within your organization or network for someone who could help guide them. Facilitating these connections might feel like a small step, but it could lead to highly rewarding relationships that your team will appreciate.
4. Trust your instincts
If your office team has transitioned to remote work due to the COVID-19 crisis, it’s more important than ever to check in on their emotional and mental well-being. Ask the human questions and make sure your team is coping. Trust your instincts—if something seems off, take the time to ask. The non-verbal cues you notice during video calls are key opportunities to address issues early, before they become bigger problems for your remote employees.
5. Show compassion
These are challenging times for many businesses and employees. Show compassion by considering each team member’s unique situation. If someone struggles with regular hours due to caregiving, offer flexible options. Check in individually to ensure everyone has the right technology to work effectively. If any staff have other pressing concerns, make yourself available to listen and have those important conversations.
