Onboarding is an important part of the hiring process. It’s even more crucial when hiring international employees, as it involves a host of challenges. Therefore, it’s essential to follow best practices when onboarding your global team.
A typical onboarding process explains job requirements, performance expectations, and organizational norms, as well as a host of HR administrative tasks to ensure your business is compliant with local labor laws and payroll requirements. Integrate your international employees into your organization and its culture to set them up for success. A well-designed onboarding process improves productivity, increases loyalty, and decreases turnover. Streamline your onboarding process to tap into the benefits of employing a global team as they provide numerous opportunities for growth, access to new markets, and an expanded talent pool.
Following effective onboarding strategies for global teams will create a foundation of success from day one. Let’s explore best practices for creating a positive onboarding experience for international employees, which will benefit your organization in the long run.
AI for HR
Incorporating AI tools into onboarding global employees streamlines the administrative process by automating repetitive tasks and removing human error. For example, Alberni can answer global employment questions, generate employment contracts, and more.
By providing the AI tool with detailed instructions, HR professionals get answers to common questions and ensure international employees receive step-by-step onboarding instructions. Tools like the Borderless AI platform will generate, send, and manage all paperwork. It also enables HR professionals to leverage AI-powered insights to enhance the onboarding experience, as well as focus on more personalized interactions with new hires.
Best Practices for Onboarding International Employees
Onboarding international employees includes many of the same steps as integrating local remote workers. Your onboarding process should include helping new hires learn how to perform their jobs, integrate into your organization, and meet their co-workers. These steps will help them to feel valued and supported. The onboarding process should also address cultural integration, language issues, and legal compliance.
Onboarding ensures new global team members have what they need to succeed on the first day of employment. Use the following checklist to ensure a smooth onboarding experience.
Note: Every onboarding process is different. Some steps could be part of preboarding, which ensures new employees have what they need before they officially begin working.
Visa and work permits
-
If applicable, start the visa application process as soon as possible to deal with potential delays.
-
Provide guidance and support in filling out the required documentation.
Relocation assistance
-
If you are relocating an employee, provide resources or connect them with relocation services (e.g., housing, banking, assistance with settling in).
-
Offer guidance and direction on local transportation options, cultural norms, and accessing amenities.
Employment contracts
-
Ensure employment contracts comply with local regulations and international agreements or leverage an AI tool (like Alberni) for contract generation.
-
Clearly define terms of employment, including benefits, probation periods, and termination clauses.
Social Security and taxes
-
Work with tax advisors to understand and explain tax obligations in the international employee’s home country.
-
Assist with Social Security registration and contributions as required.
Set up international payments
-
Set up international payroll services to ensure seamless salary transfers.
-
Determine the currency of payment and clarify exchange rate considerations.
-
Assist with filling out key payroll and employment documentation where required.
Benefits package
-
Describe all available benefits (e.g., health insurance, retirement plans, employee assistance programs).
-
Provide competitive benefits package options in line with what is locally expected.
Note: An Employer of Record (EOR) acts as the legal employer of a new hire, taking care of administrative tasks such as visas, employment agreements, payroll, and taxes - all while your company retains day-to-day supervisory control. An EOR creates the offer letters and the employment contract so you can expand your workforce worldwide without setting up a foreign legal entity.
Computer equipment and IT setup
-
Provide all necessary hardware (e.g., laptop, monitor), software, and communication equipment.
-
Ensure new hires have password and login access to your systems (e.g., email, online documentation, web-based tools).
-
Provide training on the use of internal systems and cybersecurity protocols.
Remote work considerations
-
Discuss time zone differences and set clear expectations for consistent and regular communications.
-
Provide guidelines and support for remote work to facilitate seamless integration with the team.
Care package
-
Welcome new employees to the organization with a care package (e.g., coffee, notebook, coffee mug, or T-shirt with company logo).
-
Include an agenda with links to all scheduled meetings.
Onboarding buddy and mentorship
-
Partner the international employee with an onboarding buddy or mentor to provide direction and support on the first day and going forward.
-
Set up a culture of inclusivity and support to promote long-term engagement and retention.
Cultural Integration in Onboarding
When hiring international employees, issues may arise involving the intersection of different cultures and social norms. Onboarding should include instilling respect for these cultural and social differences. This will help to build an inclusive and diverse global workforce.
Follow these best practices:
-
Explain your strategy for hiring abroad, and how the new employee’s home country and resources are contributing to your organization’s success.
-
Educate the global team on local business etiquette, customs, practices, and holidays.
-
Enable them to access and learn information in different ways (e.g., video, text, digital) and in different languages.
-
Use clear language to describe your organization’s processes, and provide a translator where required.
-
Offer cultural sensitivity training to support understanding and respect between all team members.
-
Hold “get-to-know-you” events with global teams to learn more about their cultural and social customs and interests.
-
Encourage all employees to ask each other questions to increase their mutual understanding and develop better connections.
As stated earlier, research and understand the employment and payroll laws in the international employee’s country. Your global payroll processes and employee benefits must meet the requirements of local employment regulations (e.g., statutory holidays, entitlements, employment taxes).
Introducing and Integrating Global Teams
Onboarding new international employees involves introducing them to and integrating them into your team. Help global team members connect with your team to mitigate the feeling of isolation due to working in different time zones. Provide ongoing opportunities for all employees to connect in person and online.
To support the integration of new hires:
-
Introduce them to key team members, management, and other stakeholders.
-
Connect them with local co-workers who live in the vicinity, work in the same department, or share common interests.
-
Set up team-building and social activities or informal meet-ups to help employees develop connections.
Schedule Check-in Meetings
Onboarding does not end until the international employee feels integrated and comfortable in their role. Ensure you stay in touch and maintain a connection with the new hire.
Schedule check-in meetings with global team members to provide the support they need and improve employee engagement. This will ensure all parties are aligned with their role expectations and onboarding tasks. These meetings will enable you to monitor their progress, address issues that arise, and gather feedback on the onboarding experience. Maintain open and regular lines of communication through scheduled calls and as-needed messaging with management, team members, and new employees.
When scheduling meetings, be aware of the time zone difference. Use scheduling software and asynchronous tools to help manage different teams’ time zones, locations, and hours of employment.
Conclusion
Onboarding international employees requires proper planning, clear communication, and adherence to legal compliance. Following this HR checklist for global hires will enable your organization to integrate new employees into your teams. It will also help to increase employee satisfaction and retention and support the growth and success of your organization in the global marketplace. Establishing and adhering to onboarding best practices ensures your global team feels valued and empowered from day one.
Many companies have started using employee onboarding software tools and platforms to help with integrating international employees. These tools, like an EOR, make the onboarding process seamless, organized, cost-effective, and efficient.
Expand your team without entity establishment in over 170 countries and make global onboarding a positive and stress-free experience with Borderless AI. Book a demo today.
Back to Blog