4 Reasons a Late Laptop Will Derail Your Remote Employee Onboarding Process

While we live in an age where a laptop you’ve ordered today can be with you in less than 24 hours, procuring equipment for a global workforce is much more complex. Busy periods, shipping delays, or unclear procurement processes often impact how fast tech gets to your employees.

Without a laptop or the online tools they’re required to use, a new hire can’t be productive—or very satisfied. In the US, only 36% of employees feel they have the materials and equipment they need to do their work right.

This guide explains how late laptop deliveries impact the remote employee onboarding process, and how you can mitigate the challenges. You’ll also gain practical tips for managing procurement, deployment, and ongoing support for your on-site and remote teams.

Equipment as the foundation for remote employee success

When remote employees join a company, their first interaction is often with the equipment provided. Whether it’s a laptop, software tools, or secure network access, having the right hardware and software is essential for them to connect with their managers and colleagues. Without a laptop, they can’t begin their tasks or settle into their role effectively.

Equipment also plays a key role in helping new hires engage with their team and adapt to the company culture. It enables participation in meetings, access to training materials, and familiarity with upcoming projects.

Ultimately, equipment directly impacts how productive new hires will be in their initial days. Without these tools, they can't fully integrate into the work culture or complete the remote onboarding process. This gap only adds to the fact that 63% of remote workers report feeling undertrained during onboarding.

How late delivery of a laptop disrupts onboarding

Let’s take a closer look at the potential impacts of delayed laptop delivery and how it shapes a new hire’s crucial first impressions.

Reduced engagement and motivation

The first few days in a new role are when employees are most eager to contribute and prove their value. It’s also an employer’s first and best opportunity to engage new hires, as employees with exceptional onboarding experiences are 2.6 times more likely to be extremely satisfied with their place of work.

Yet, only 12% of employees strongly agree that their organization does a great job with onboarding. If equipment is delayed, that initial excitement is squandered, often leaving new hires feeling disconnected. Waiting with no means to start work leads to boredom, frustration, and a sense of unpreparedness. They may even begin questioning the organization’s efficiency and commitment to supporting remote workers.

Delayed training and skill development

On average, organizations dedicate the largest share of their training budget (13%) to mandatory compliance training, followed by 12% for management and supervisory training, and 11% for onboarding.

For remote employees, quickly acquiring new knowledge and skills is critical. Asynchronous, self-paced training can help overcome onboarding delays by allowing employees to progress without being tied to scheduled sessions.

However, equipment delays can stall this progress. Without a laptop, new hires may be unable to access essential software or join training sessions, which can lead to significant knowledge gaps. This not only slows down their learning curve but also delays their ability to contribute effectively to their team.

See also: How Deel IT Saves Time & Money at Every Stage of the Device Lifecycle

Challenges in building team connections

A remote employee who doesn't have the right equipment on time may also struggle to build rapport with the team. Delayed equipment impedes their ability to introduce themselves, participate in group chats, or engage with new colleagues. As a result, they miss out on essential early interactions that would help them understand team dynamics, make introductions, and feel part of the team.

Not being part of introductory huddles is generally harmful to initial bonding attempts. It will leave hires feeling disconnected, making it more awkward for them to introduce themselves later on or know how your company culture works in the first place.

See also: Remote Leadership: Lessons from Deel’s Experience

Operational inefficiencies and trust issues

A late laptop delivery sends a message about the reliability of a company’s systems, including IT and HR departments. New hires may feel that if basic tools aren’t provided on time, other resources or support (particularly those coming from the departments in charge of the laptop’s delivery) may also be lacking. Similar repeated delays can shake a new employee’s confidence in the company’s efficiency, making them more hesitant to get in touch should they need support again.

Best practices for ensuring timely equipment delivery

Let’s set aside these potential challenges and focus on how to ensure a seamless remote onboarding process to prevent them altogether:

Prepare in advance

Start preparing equipment as soon as the hire is confirmed. This includes lining up the necessary software, security features, and communication tools to avoid last-minute bottlenecks. A structured process can save time and prevent logistical issues during remote onboarding. For instance, you can use a standardized checklist for hardware, software, and any custom configurations required for a role.

Use tracking and inventory management systems

Choose an inventory management system that supports end-to-end visibility of equipment order status. Such tracking tools should let you monitor the progress of shipments in real-time and flag potential delays. This always-on visibility provides you with up-to-date information on a shipment’s status and proactively addresses issues before they impact onboarding.

Coordinate with vendors and shipping services

Partner with reputable vendors and set up a clear, organized system to track each equipment order. Build strong relationships with your suppliers and shipping contacts, and designate a point person who can follow up on delays or issues immediately.

Add a buffer to each delivery timeline, ensuring equipment arrives a few days before the new hire’s start date. Plan for additional time to test each device and resolve any technical issues, so every new hire has fully functional equipment and is ready to start without disruptions.

Effective communication

Maintain open communication with new hires about their equipment delivery to manage expectations and reduce potential frustration. Share expected delivery dates, update them on any changes, and demonstrate respect and transparency in the process.

Ensure all new hires have direct contact information for the onboarding, HR, or IT team. In case of technical issues—whether during onboarding or later—they’ll have a clear point of contact for quick support, easing their transition and reinforcing that support is readily available.

See also: How to Simplify Global IT Operations Throughout the Employee Lifecycle

Implement contingency plans

In cases where equipment might be delayed, have a temporary workaround in place. This can include temporary cloud-based software access that allows new hires to start learning and engaging even before their physical equipment arrives.

Experiencing slow deliveries often? Consider setting up virtual onboarding modules or training content that requires minimal resources to ensure learning and engagement from day one.

How Deel IT can help

Deel’s platform brings your HR, payroll, IT, and onboarding use cases into a single solution. With Deel IT, the device procurement and deployment process is simple, secure, and efficient. You can order and track laptops or other equipment, ensuring remote employees have access to what they need right from the start:

• Build a standardized global IT process no matter where your team is
• Deliver IT equipment to new hires globally, ensuring they’re prepared from day one
• Automate workflows for onboarding, offboarding, and general IT operations
• Get complete visibility over your IT assets globally, covering owned, leased, and vendor-supplied equipment
• Give your team access to 24/7 outsourced support for hardware repairs, regardless of timezone
• Get global SLA-backed repairs and loaners
• Integrate payroll, HR, and IT to support a cohesive global workforce
• And more

Key takeaways and next steps

Timely access to essential equipment like a laptop is foundational to a positive and productive onboarding experience for remote employees.

When new hires receive their tools on time, they’ll feel empowered to engage with their tasks, connect with the team, and contribute meaningfully from day one. Delays, on the other hand, build frustration, missed opportunities for early on-the-job learning, and challenges in growing trust and team cohesion.

Ensuring equipment readiness also indicates that the company values and supports its employees, setting a positive tone for the remote work experience.

Deel IT offers a powerful solution for you to do just that.

By bringing together device procurement, safe setup, deployment, and tracking within an all-in-one platform, Deel IT gets rid of the guesswork you’d otherwise have to put into equipment delivery.

To experience firsthand how Deel IT can elevate your onboarding process and empower your remote workforce, book a demo and see Deel IT in action.