The Ultimate Guide to Training Remote Workers Using A Mobile Intranet

No longer confined to hiring talent based on location, companies are benefiting by finding people who truly provide the most value to their organization. However, once that perfect person is signed on, training them can prove to be a daunting challenge - but it doesn’t have to be. Getting remote workers in sync with your organization can be efficient and effortless when you’re using the right tools.

An Intranet is a very effective way to train remote workers. It provides a secure place to communicate important information and training assets, while also being able to monitor how your remote workers are doing. This guide will show you how to effectively leverage your Intranet to train remote employees so that they understand the requirements of their job and seamlessly blend into company culture.

Introducing New Employees to the Intranet

If the Intranet is easy and intuitive to use, it will help your new hire get up-to-speed that much faster if you’re able to provide a quick walk-through of how your company is using Intranet. A 30-minute video chat with a screen share is probably all you need. If it’s difficult to do a screen share because of different time zones or other scheduling conflicts, keep a previously recorded Intranet lesson on hand. Video recording tools like SnagIt make it quick and easy to record yourself.

You’ll want to set clear expectations for how employees are expected to communicate and where they should share their work. Show them which groups they should join on your Social Intranet, where important documents are stored, examples of wikis, how employees comment on each other’s work or posts, as well as anything else specific to your organization or to that person’s job. A good Intranet has strong mobile capabilities, and you’ll also want to be sure your new employee downloads the Intranet app to their mobile device.

The Basics. Read this, sign that

Once employees have a good grasp of how your company uses the Intranet, it’s on to the essentials. With every new employee comes a pile of paperwork that needs to be signed and stored. Be sure your Intranet includes a portal for where employees can access all the essential documents they need to sign, along with detailed instructions describing what needs to be signed and who it should be sent to. This includes your company’s handbook, W-4, I-9, forms for foreign workers, signing for stock options, non-disclosure agreements, non-compete agreements, and other such contracts.

Remote Workers and Security

Cyber-security is critical in the modern world and many companies don’t take the time to educate their employees about security until something happens. Remote workers can be especially vulnerable to compromising security, as they might unknowingly be working with an unsecured Wi-Fi connection, or they may not use strong enough password protection.

Provide a space on your Intranet that’s dedicated to teaching employees about steps they can take to ensure that company data and proprietary information is kept safe. For example, using secure Wi-Fi, not sharing passwords, changing passwords regularly, updating anti-malware software, and using the company’s secure Intranet rather than email for exchanging sensitive information and documentation.

A straightforward checklist can be really helpful for remote workers to prioritize security when they start a new job. You can use the cyber security checklist provided by CPA Australia and the Government of Canada, specifically the document called "Security tips for organizations with remote workers." Use this as a foundation to create your own checklist with clear guidelines for your employees. They can simply check "yes" or "no" to indicate whether they've completed each item. This will ensure that security remains a top concern as your employees begin their new roles.

Video and Image Training Modules

Now let’s get into some actual on-the-job training. The Intranet is the ideal place to store videos and images, and organize them into a training sequence for remote workers. Not only will remote employees be able to train when they want, and at a pace that is comfortable to them, they’ll also have a repository of information to refer to when and if they need it.

Take a sales training sequence for example. Create a space for training material accessible to new sales employees. Organize lessons into training modules with descriptive titles. Each module can include written explanations paired with sound clips from phone calls, video training examples, and screenshots of how to use your company’s CRM.

Monitor Work, Provide Feedback

Even the most experienced, talented employees will approach a new workplace with some uncertainty. And more than that, remote employees tend to feel isolated. Using the Intranet makes it quick and easy to provide feedback without having to micromanage or send multiple emails. Simply liking or commenting on a new remote employee’s work is an easy way to show that you’re watching and that you like what you see. Alternately, visibility will allow you to help your new employee correct course if work isn’t where it should be.

Peer-to-Peer Networking with a Social Intranet

Thanks to Social Intranets and Enterprise Social Networks, it’s possible to build strong relationships among a remote workforce. Your company’s social network provides a place where remote workers can have rapid conversations and quick-fire Q&A about current projects. As new remote workers immerse themselves into these conversations, they’ll know where to go to get questions answered, and it will also help them feel part of the organization's social culture.

During remote worker training, it’s important to showcase your company’s social network, and ensure your new hires know which groups to join and how to stay on top of important conversations.

Finally, Get Some Feedback on Training

The remote workforce is expected to keep on growing, meaning that the value of remote worker training will increase. Be sure to create a space on your Intranet where newly trained remote workers can provide feedback on the training process so that you are able to continually improve onboarding for new employees. As you refine the process, you’ll likely find that remote worker training functions like a well-oiled machine, with new workers ready to hit the ground running.