3 methods VoIP improves hiring & onboarding for a distant workforce


Throughout the pandemic, I took a leap of religion and began my very own tech startup. Little did I do know that distant work would develop into the brand new norm, not only for my staff, however for numerous different companies as effectively. 

As I juggled the challenges of launching an organization, I discovered myself adapting to the distant work life-style alongside my staff. Even my youngsters needed to embrace the digital world as they attended college by way of Zoom calls. 

Let me take you again to 2017 once I was hustling to construct my first firm. Our recruitment course of at the moment revolved round in-person interviews, however issues modified once I launched into my second entrepreneurial journey in the course of the pandemic. I shortly realized that if I needed to assemble a stellar staff, I wanted to solid a wider web and discover expertise from all corners of the world. It was like unlocking a ton of potentialities, tapping into a various pool of candidates with contemporary views and distinctive abilities. Distant work turned the important thing that opened doorways to international expertise, and it fully reworked the way in which I approached recruitment.

Voice over Web Protocol (VoIP) performed a serious position in making the complete interview and onboarding course of a breeze for our firm. With VoIP, I might seamlessly conduct interviews with candidates from completely different time zones, chat with them in real-time, and get a real sense of their abilities and personalities. It was like having a face-to-face dialog even once we had been miles aside. This know-how not solely saved money and time but in addition improved the general recruitment expertise for my firm. 

On this article I’m going to share three key areas the place VoIP could make a major distinction in what you are promoting, from the interviewing stage to the distant administration of latest hires.

1. Interviewing candidates who’re far-off

Distant work has significantly widened the pool of obtainable expertise however has additionally made it vital for companies to search out modern options for interviewing candidates who aren’t native. A enterprise VoIP service may also help with this. VoIP is a kind of communication that transmits voice and multimedia content material over the web as an alternative of conventional telephone strains. This enables companies to modernize their communications whereas significantly decreasing dependence on expensive on-site telephone tools.

VoIP additionally makes it straightforward to interview candidates from nearly anyplace. I’ll provide you with a real-world instance: 

I based an organization referred to as TopicRanker in 2022 and our staff has grown to 9 folks since then. We just lately employed a buyer training specialist who resides in Toronto, Canada (our firm relies in New Hampshire). We had been launched to the candidate by way of a mutual good friend and had been instantly taken with their skills and expertise. However earlier than making a choice, we needed to ensure that the candidate was match for our firm tradition and had the mandatory abilities to carry out the job.

To start the screening course of, our HR staff appeared over the candidate’s LinkedIn profile and contacted their previous employers. We then scheduled VoIP convention calls to speak to their references and get a greater understanding of their abilities and work historical past.

We additionally arrange three-way convention calls with a number of members of the TopicRanker staff and the candidate. This helped us to get a greater sense of the prospect’s character and communication abilities, in addition to ask questions particular to the job. The flexibility to have a number of folks on the decision allowed us to get a various vary of opinions on the candidate and make a extra knowledgeable hiring resolution.

We then interviewed the candidate by way of video convention calls. This allowed us to talk “nose to nose” (nearly, anyway) and to attach with the candidate visually, which is one thing that’s misplaced throughout an ordinary telephone interview. We had been subsequently in a position to have a way more interactive dialog, serving to us to higher assess the candidate’s {qualifications} and character.

Lastly, to check the prospect’s abilities, we created an interactive problem on our website and had the candidate work on it stay whereas sharing their display screen and knowledge by way of our VoIP system. This gave us a clearer understanding of the candidate’s potential to carry out the duties required for the job. General, the complete screening and interview course of was performed utilizing VoIP instruments, permitting us to totally interview and rent a candidate who lived far-off.

Utilizing a VoIP system for distant interviews has quite a few advantages. These embody comfort, cost-effectiveness, and the flexibility to attach with professionals all over the world. VoIP capabilities like video conferencing and file sharing additionally enable for a extra thorough interview for distant candidates utilizing tools that the majority companies have already got (similar to computer systems, webcams, and smartphones).

2. Onboarding distant staff

Onboarding distant hires is a problem, however with the appropriate instruments, it may be simply as efficient as onboarding staff in individual. At TopicRanker, we’ve discovered our VoIP system to be important for bringing on distant staff. Listed here are a number of the particular instruments and techniques we’ve just lately used to onboard engineers and a marketer:

  • Convention calls: Convention calls are a straightforward and efficient method to start the onboarding course of. By utilizing VoIP for this, we’re in a position to simply join with distant staff and have real-time conversations with a number of staff members. This enables us to ask questions, present suggestions, and talk about essential data in a well timed method. Moreover a VoIP system, you should use Zoom and Skype for dealing with convention calls, and so they even supply options like display screen sharing and name recording.
  • On-line coaching: One other instrument we’ve discovered to be helpful for onboarding distant staff is on-line conferences. At TopicRanker we use our enterprise telephone system to host on-line conferences to conduct stay coaching with new hires. These conferences enable us to offer distant trainees with the identical degree of instruction and steerage that they’d obtain in individual (though our staff is absolutely distant). By utilizing VoIP for on-line coaching conferences, we’re in a position to contain extra staff members and supply real-time suggestions, which is crucial for environment friendly onboarding.
  • File and knowledge sharing: File sharing is one other VoIP instrument that we use to onboard distant staff. This enables us to share essential information and paperwork by way of the web—should you’ve ever used one thing like Google Drive earlier than, then you definately’re already acquainted with the consent. Shared knowledge can embody issues like worker handbooks, coaching manuals, and different essential documentation, in addition to any assessments or studying supplies we might require for coaching.

By utilizing VoIP for orientation and coaching, we’re in a position to present distant hires with the identical degree of coaching and assist they’d get in individual. It additionally ensures consistency and compliance in the course of the onboarding course of. This enables us to extra successfully onboard all of our staff, wherever they occur to be and foster a clean and environment friendly integration into our firm’s work tradition.

3. Managing distant staff

After interviewing, hiring, and onboarding, comes administration. Remotely managing staff comes with a singular set of challenges, however unified VoIP communications could make it a lot simpler. I discussed earlier that at TopicRanker, our staff is absolutely distant. We at the moment make use of professionals in Hungary, Canada, and Arizona, and we’ve discovered the next VoIP instruments to be notably helpful for administration:

  • Video conferencing: Video conferencing is a key instrument for managing a distant staff. We use video calls and conferences for normal conferences between staff in addition to to attach with candidates and new hires, as outlined above. These video conferences enable us to speak shortly, present extra personalised coaching and assist, and be sure that all people’s on the identical web page for any venture. Video conferencing is especially helpful for offering visible knowledge when vital and for constructing and sustaining good relationships between staff members.
  • Presence: Presence is one other essential consideration for managing distant staff. We use instruments like on-line chat to test worker availability and be sure that we’re in a position to attain folks shortly when vital. We will additionally use VoIP collaboration and scheduling instruments to see when staff are on-line and out there, which helps us to set conferences and handle time extra successfully. That is notably essential when working with distant staff throughout completely different time zones. We additionally wish to combine our VoIP collaboration instruments with a word taking instrument such 
  • Name recording: We make use of name recording as a instrument for monitoring staff member efficiency, in addition to to create reference supplies for future coaching. By recording calls with distant staff, we’re in a position to see their growth over time and determine areas for enchancment. We additionally use these recordings as coaching materials for onboarding new staff.

At TopicRanker, VoIP instruments for managing distant staff have proved crucial to the success of our staff. A streamlined VoIP system has enabled us to extra successfully handle our international professionals and be sure that everyone seems to be collaborating easily.

Last phrase

Within the age of distant work, good communication is important to the success of any firm. Implementing VoIP telephone system is without doubt one of the finest methods to reinforce the hiring and onboarding course of for distant staff for companies massive and small. Whether or not it’s interviewing candidates who’re far-off, onboarding new hires, or managing a staff of professionals dotted across the globe, a contemporary VoIP system permits for real-time communication and collaboration—with out requiring a mountain of expensive {hardware}.


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