Detailed Onboarding Checklist for Remote Employees with EOR in India

When Sarah, a tech lead at a thriving startup in Silicon Valley, decided to onboard her first remote developer Ram from India, she was excited but also nervous. She'd heard about the seamless experience of working with an Employer of Record (EOR), but the actual process turned out to be more complex than she imagined.

In the midst of her excitement, Sarah found herself in a whirlwind of tasks. Who handles the initial paperwork? Should the EOR conduct the background check, or is that her responsibility? What about setting up the developer's equipment and ensuring they understand the company culture? The lines between what the EOR does and what her team should handle are blurred, leading to confusion and delays.

Sarah's experience is not unique. Many companies venturing into remote hiring in India through an EOR face similar challenges. The scope of EOR engagement can be vast, covering legal and administrative tasks, but knowing the exact division of responsibilities is crucial for a smooth onboarding process.

This guide will clarify the roles and tasks split between your company and the EOR, ensuring your new hires have a seamless and productive start. From legal compliance and payroll management to cultural integration and technical setup, we’ll break down who does what, so you can focus on welcoming your new team member with confidence.

Employee onboarding process

The employee onboarding process is a crucial aspect of integrating new hires into an organization, especially when using an Employer of Record (EOR) service. This brief will outline the key steps involved in the EOR employee onboarding process, highlighting the responsibilities of both the EOR and the client company.

Before the Job Offer letter

The hiring process begins with the company conducting a search, interviewing potential candidates, and collecting relevant information about them. This stage is crucial for identifying the right talent. The company is responsible for determining the salary and benefits package for the selected candidate and communicating the job details clearly.

The client company is responsible for:

• Conducting a thorough search and recruitment process Reviewing resumes, conducting interviews, and assessing the candidate's skills, experience, and cultural fit
• Collecting essential information about the selected candidate
• Determining an appropriate salary and benefits package
• Clearly communicating the job description, responsibilities, and expectations

The EOR partner plays a vital role in ensuring compliance with Indian labor laws and regulations by:

• Reviewing the candidate's eligibility to work in India
• Guiding the client company on location-specific requirements (minimum wage, statutory benefits, leave policies)

After the Job Offer letter

Once a job offer is made, the Employer of Record (EOR) steps in to handle several critical tasks. The EOR conducts background checks on the candidate and drafts a compliant employment contract. They also collect necessary documents such as ID proofs and tax forms. Meanwhile, the company keeps the new hire engaged by sending welcome emails and sharing information about the company. Additionally, the company prepares the necessary equipment, systems access, and a comprehensive onboarding plan.

The EOR is responsible for:

• Conducting a thorough background verification of the new hire, which includes: Criminal record checks, Employment history verification & Reference checks
• This ensures compliance with local laws and verifies the candidate's reliability.
• Drafting a compliant employment contract that adheres to Indian labor laws, including details on: Probationary periods, Termination policies, Working hours & Benefits
• Collecting necessary documents such as: Identity proofs, Educational certificates, Tax forms

The client company is responsible for:

• Keeping the new hire engaged and excited about joining the organization
• Regular communication, such as: Sending welcome emails and providing company information
• This helps build a rapport with the employee.
• Preparing for the new hire's arrival by:
  • Setting up necessary equipment (Wisemonk EOR takes care of Equipment Logistics as well)
  • Providing access to systems
  • Creating a detailed onboarding plan
• Assigning a buddy or mentor to help the new hire navigate the company culture and processes is also a valuable step.

On Joining Day

The EOR sends a welcome email to the new employee and they ensure that all employment documents are signed and properly filed. The EOR also sets up payroll accounts and provides a walkthrough of the HR systems. Concurrently, the company conducts a welcome session to explain its policies and culture, provides the necessary equipment, handles the IT setup, and assigns a mentor to the new hire.

The EOR is responsible for:

• Ensuring all necessary employment documents, such as contracts, tax forms, and NDAs, are signed and filed.
• Setting up payroll accounts, including tax preferences and mandatory benefits, to ensure compliance with local laws and regulations.
• Providing a walkthrough of payroll and HR systems, explaining how to access payslips, update personal information, and manage benefits.
• Assisting with setting up a bank account for salary deposits.

The client company is responsible for:

• Conducting a virtual welcome session to introduce the new hire to the team and company policies.
• Explaining leave policies, workplace code of conduct, and other relevant procedures to help the employee understand the company's expectations and culture.
• Providing necessary equipment, software, and IT training, as well as setting up communication channels and introducing the new hire to relevant teams and stakeholders.
• Assigning a buddy or mentor to help the new hire navigate the company culture and processes

Post Onboarding

After the initial onboarding, the EOR explains the details of the first paycheck and any deductions to the employee. They manage ongoing HR operations, payroll, and compliance matters. The company, on the other hand, focuses on the employee's job responsibilities and performance, providing regular feedback, check-ins, and ongoing support.

The EOR is responsible for:

• Explaining the first paycheck to the employee, including: Breakdown of salary components, Deductions and contributions & Net pay and payment schedule.
• Managing HR operations, such as: Payroll processing and compliance, Benefits administration & Leave and attendance management

Providing ongoing support and guidance on HR-related matters, ensuring the employee's queries and concerns are addressed promptly.

The client company is responsible for:

Focusing on the employee's core job responsibilities and day-to-day activities, including:

• Assigning tasks and projects, Providing necessary resources and support & Monitoring progress and performance.

• Offering regular feedback and guidance to help the employee grow and succeed in their role.
• Conducting regular check-ins and one-on-one meetings to:
  • Assess the employee's well-being and job satisfaction
  • Address any concerns or challenges
  • Provide ongoing support and mentorship
• Fostering a positive and inclusive work environment that promotes employee engagement and retention.

Seamless Onboarding for New Employees in India with Wisemonk

Wisemonk is the go-to Employer of Record (EOR) solution that simplifies onboarding remote employees in India. With Wisemonk, you can provide your new hires with a seamless, delightful onboarding experience that sets them up for success from day one. Here's what makes Wisemonk stand out:

A Warm Welcome, the Indian Way 🙏

Wisemonk is run by Indians, for Indians. We understand the nuances of Indian culture and know exactly how to make your new employees feel welcomed and valued from day one. From personalized welcome kits to virtual chai sessions with the team, we go above and beyond to create a warm, inclusive onboarding experience that sets the tone for a great working relationship.

Equipment Delivered to Their Doorstep 💻📦

No more worrying about shipping delays or customs hassles. Wisemonk takes care of procuring, preparing and delivering laptops and other equipment directly to your new hire's doorstep, anywhere in India. We handle everything from tracking to retrieval to data wiping, so you can focus on getting your new team member up to speed.

Why settle for a stressful, cumbersome process when you can give your new hires a world-class welcome that sets them up for success? With Wisemonk, onboarding remote employees in India isn't just easy - it's an absolute delight.

FAQs

What are the 5 C's of onboarding?

For a successful onboarding process to take place, it is crucial to focus on the 5 C’s of onboarding: compliance, clarification, culture, connections, and checking back. Each element plays an integral role in effective onboarding.

What are the key components of an effective onboarding process?

An efficient onboarding process for new employees should include several essential elements: a detailed checklist that encompasses administrative duties, preparation of the work environment, clear understanding of job responsibilities, acclimatization to company culture, ongoing feedback opportunities, and specific considerations unique to different departments like adherence to legal regulations.

Such an approach guarantees a well-rounded and individualized integration experience during the onboarding period for employees.

How can technology improve the onboarding process?

Utilizing onboarding software can enhance the experience of new hires by simplifying administrative duties, enhancing communication, and offering a unified hub for essential information and resources to be easily accessible. This leads to an onboarding process that is both more engaging for the hires and more efficient overall.

What should be included in a pre-onboarding checklist?

To facilitate a fluid onboarding process for new hires, a pre-onboarding checklist is essential. It should encompass duties like transmitting an individualized greeting note to the recruit, assembling an informative onboarding kit that includes company policies, and completing all requisite administrative documentation ahead of time.

By doing so, this preparation will guarantee that new employees experience a streamlined transition during their initial phase of joining the company.

What is an employee onboarding checklist in India 2024?

An employee onboarding checklist in India for 2024 includes steps such as pre-boarding paperwork, IT setup, orientation schedule, assigning a mentor, and providing access to the employee handbook. This ensures a smooth transition for new hires.

How does a good employee onboarding process impact employee retention?

A good employee onboarding process significantly impacts employee retention by fostering a sense of belonging, increasing employee satisfaction, and reducing turnover. Effective onboarding helps new employees feel welcomed and prepared for their roles.

What are the key components of employee onboarding?

Employee onboarding involves several key components, including completing necessary paperwork, providing access to tools and systems, introducing the new employee to the team, and setting clear expectations. This process helps new hires integrate smoothly into the company.

How can remote employee onboarding be effectively managed?

Remote employee onboarding can be effectively managed by using onboarding software, providing timely access to necessary tools, and maintaining regular check-ins. This helps remote new hires feel connected and supported, enhancing their sense of belonging.

What challenges are commonly faced during employee onboarding?

Common employee onboarding challenges include managing extensive paperwork, ensuring timely access to tools, and providing adequate training. Addressing these challenges with a structured onboarding process and effective onboarding software can improve the experience for new employees.

Why is an employee handbook important in the onboarding process?

An employee handbook is crucial in the onboarding process as it provides new hires with essential information about company policies, procedures, and culture. It serves as a reference guide to help new employees understand their roles and responsibilities.

How does the onboarding process involve creating a sense of belonging?

The onboarding process involves creating a sense of belonging by engaging new hires through team introductions, mentorship programs, and regular feedback sessions. This helps new employees feel valued and integrated into the company culture.

What role does onboarding software play in the employee onboarding process?

Onboarding software plays a vital role in streamlining the employee onboarding process by automating paperwork, providing access to training materials, and facilitating communication. This ensures a consistent and efficient onboarding experience for new hires.

How can companies improve employee satisfaction through onboarding?

Companies can improve employee satisfaction through onboarding by providing a well-structured onboarding process, offering continuous support, and ensuring new hires have the resources they need. This leads to higher engagement and retention rates.

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