16 Ways For Agency Leaders To Help New Remote Hires Ramp Up Faster

Forbes

3 days ago

When your team is spread across different cities—or even continents—it's easy for a new hire to feel like they're joining a Slack channel instead of an agency. A new teammate's first few weeks are critical, not just for understanding logistics, but for building confidence, clarity and connection.
Below, Forbes Agency Council members share strategies that can help a leader make those early days smoother, more focused and even energizing, no matter where new teammates are logging in from. Follow along for advice on how to equip people with the context they need, the tools they'll actually use and a clear sense of how their work contributes to the big picture.
1. Launch A Smart Preboarding Plan
A smart preboarding plan will help new hires acclimate fast. Send a digital welcome kit that outlines online tools teams use to communicate, highlighting established etiquette. Include guides for their first week related to training and meeting schedules. Assign a peer to do introductions to team members to build a sense of connection and let them know who they can go to for answers to questions. - Henry Kurkowski, One WiFi
2. Integrate New Hires Into Team Rituals
An agency can set new remote hires up for success by sending tailored onboarding kits before day one, followed by structured ops meetings, platform walkthroughs and project-specific ramp-ups. With clear timelines, access to the right tools and early integration into team rituals, new hires feel confident, connected and ready to dive in from the start. - Katie Meyer, MoonLab Productions
3. Accelerate Learning With Real Responsibility
Start with a clear onboarding roadmap, not just a welcome packet. At our company, we pair new hires with department leads for daily check-ins in week one, give them access to standard operating procedures and involve them in real projects fast. The key is structured integration with real responsibility—people learn quicker when they 'do' from day one. - Miller McCoy, Limitless MFG
4. Use Collaborative Tech To Unify Global Teams
Our firm has crews based in India, Peru, Brazil and the U.S., with partners in Turkey, Canada and Singapore. With such a diverse remote talent pool, we've embraced the integration of a collaborative platform that offers video conferencing, a server platform and an integrated calendar to coordinate schedules. New hires are trained one-on-one immediately to ramp them up very quickly into our ecosystem. - Terry Zelen, Zelen Communications
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5. Replace One-Off Intros With One-On-One Meetings
Many agencies set up only one general meeting to introduce a new employee and call it a day. A series of one-on-one meetings, however, proves to be more effective for showing them the ropes, building connections and replacing those watercooler chats. Encourage the new employee to ask questions, and assign a peer mentor they can turn to as more come up. - Nataliya Andreychuk, Viseven
6. Invest In Face-To-Face, In-Person Time
Remote-first agencies can deploy collaboration tools such as Slack for daily workflow, but nothing is more powerful than investing in face-to-face time. Regional on-site work, one or two times weekly, combined with mandatory team off-sites twice yearly, creates personal relationships and trust built in person. The result is accelerated overall performance while enabling curated flexibility for employees. - Ethan Parker, Treble
7. Provide A Playbook, A Mentor And Clear Goals
Give new hires a killer onboarding playbook, a culture buddy who actually gives a damn and fast access to the people who matter. Add smart tools, bold goals and regular check-ins to the mix. Set a clear 30-60-90-day path so they know where they're heading. It's not just about joining the team; it's about owning their role, building momentum and making an impact from day one. - Lars Voedisch, PRecious Communications
8. Overcommunicate To Reduce Ambiguity
Meaningful overcommunication (not just regularly scheduled meetings) is key to ensuring team members feel supported and are equipped with everything they need to succeed. During the early days of onboarding, for the first three or four months, leaders must be even more available to provide direction, collaboration and a reliable open door. - Bernard May, National Positions
9. Foster Psychological Safety Through Connection
The water cooler is key. My experience has proven that it's about helping people feel like they can be themselves in the company. Creating a connective moment where people can share their dreams, interests and challenges creates trust and connection quickly. If people don't feel safe asking for help or being themselves, new team members likely won't integrate well. - Talie Smith, Smith & Connors
10. Provide Clear SOPs And Consistent Training
Ensuring new remote team members are set up for success starts with consistent training and clear, easy-to-follow standard operating procedures. This helps them integrate smoothly and understand how to operate effectively within the company from day one. - Jessica Hawthorne-Castro, Hawthorne Advertising
12. Help New Hires See Where They Fit
Ensure new remote hires feel ready by giving them context—share materials and host conversations about the company's full scope, not just their role. When they see where they fit in the bigger picture, they gain clarity, confidence and a faster path to meaningful contribution. - Christy Saia-Owenby, MOXY Company
13. Map The Workflow With A Digital Twin
Create a digital twin of your agency's workflow before new hires start. Map every touchpoint, decision tree and stakeholder interaction they'll encounter. This comprehensive blueprint eliminates knowledge gaps and reduces cognitive load, allowing remote teammates to navigate complex projects confidently from day one. - Vaibhav Kakkar, Digital Web Solutions
14. Assign A Peer Buddy To Share Tacit Knowledge
One of the best ways to help a new remote teammate integrate into the business is to assign them a buddy who is a peer. Having someone on the same level to help a new employee navigate work is particularly important for remote workers, as so often knowledge of 'how things work' or 'who to ask' is tacit knowledge that isn't written down. Having a buddy is a shortcut to gaining this vital knowledge. - Mike Maynard, Napier Partnership Limited
15. Set The Tone With High-Touch, High-Context Onboarding
We've found that remote hires ramp up faster when onboarding blends structure with culture. A founder-led kickoff sets the tone, followed by two days of meetings with department heads, platform walkthroughs and process training. This high-touch, high-context approach builds clarity, connection and early buy-in. - Jimi Gibson, Thrive Agency
16. Curate Personal Touches To Build Belonging
We onboard remote hires with a personalized guide, curated one-on-ones and asynchronous work tools that build clarity and connection. A warm Slack welcome, peer support and perks like Grubhub credits or goodie bags make new teammates feel seen. It's not just about being informed; it's about feeling ready, connected and valued from day one. - Amy Packard Berry, Sparkpr