As remote work continues to redefine the workplace, ensuring secure onboarding for new hires has become a critical priority for HR and IT teams alike. I’m thrilled to sit down with Ling-Yi Tsai, a seasoned HRTech expert with decades of experience helping organizations navigate change through technology. With her deep knowledge of HR analytics tools and expertise in integrating technology into recruitment, onboarding, and talent management, Ling-Yi offers invaluable insights into the evolving landscape of remote onboarding security. In this conversation, we explore the unique risks of onboarding in a remote environment, the human factors that often lead to breaches, and actionable strategies to protect both companies and new employees from day one.
How have you seen the risks of remote onboarding evolve over the years, especially looking ahead to 2025?
Over the years, remote onboarding has shifted from a niche practice to a mainstream necessity, and with that, the risks have grown significantly. By 2025, we’re seeing a perfect storm of factors—unsecured home networks, personal devices, and the sheer volume of digital paperwork exchanged during onboarding. Attackers are more sophisticated now, targeting new hires during this vulnerable transition period because they know there’s often confusion and a rush to get started. The stakes are higher too, with breaches tied to remote access costing millions on average. What’s really changed is the awareness that HR, not just IT, has to be on the front lines of defense from the moment an offer letter goes out.
Why do you think remote onboarding creates such a unique vulnerability for companies compared to traditional in-office processes?
Remote onboarding strips away the built-in protections of an office environment. In a traditional setup, employees are on a secure network with firewalls and IT oversight from day one. Remotely, they’re often on personal Wi-Fi, using shared devices, or even logging in from public spaces. There’s also less face-to-face interaction, so it’s harder to verify identities or spot red flags. Plus, the urgency to get paperwork done and systems accessed can lead to rushed decisions—like clicking on a suspicious link. It’s a gap between technical security and human behavior that attackers exploit relentlessly.
Can you dive into how home networks and personal devices specifically challenge data security during onboarding?
Home networks are often a weak link because they lack the enterprise-grade security of office setups. Many employees don’t update their routers or use strong passwords, and some even share Wi-Fi with family or neighbors. Personal devices compound the issue—think laptops or phones with outdated software or no antivirus protection. When new hires use these to access company systems or store sensitive documents, it’s like leaving the front door unlocked. Without clear guidelines or tools from the company, sensitive data like tax forms or intellectual property can easily be exposed.
What makes new hires such an attractive target for attackers during the onboarding phase?
New hires are often overwhelmed and eager to make a good impression, which makes them less likely to question suspicious emails or requests. Attackers know this and time their strikes for those first chaotic days—think fake HR emails or urgent document signing links. New employees might not yet know the company’s protocols or who to trust, so they’re more likely to fall for social engineering tricks. Plus, they often have access to sensitive systems right away, making them a gateway to broader company data if compromised.
Since human error plays such a big role in security breaches, what are some common mistakes you’ve seen new hires make during remote onboarding?
Human error is indeed the biggest culprit, often stemming from simple oversight. New hires might reuse passwords across personal and work accounts, making it easy for attackers to gain access if one account is breached. Clicking on phishing links is another huge issue, especially when they’re disguised as urgent onboarding tasks. Some also store company files on unsecured personal cloud accounts or fail to log out of shared devices. These mistakes aren’t malicious—they’re just a lack of awareness or training at a time when they’re juggling a lot of new information.
How can HR help new employees steer clear of basic security pitfalls like phishing or password reuse?
HR can make a big difference by embedding security education into the onboarding flow without it feeling like a lecture. For instance, send a quick, friendly guide on creating strong, unique passwords and offer a password manager tool from day one. For phishing, include real examples of fake emails in welcome materials and show simple red flags to watch for, like odd URLs. Regular reminders through short videos or pop-ups during the first week can reinforce these habits. HR should also partner with IT to ensure systems block risky actions—like email forwarding of sensitive docs—before they become a problem.
What role does HR play in fostering a security-conscious culture right from the start of an employee’s journey?
HR sets the tone for how seriously a company takes security. From the first interaction, they can frame it as part of the company’s values—showing that protecting data is about protecting everyone, not just following rules. This means clear communication during onboarding about why security matters and how it ties to the employee’s role. HR can also create a safe space for questions or mistakes, so new hires feel supported rather than policed. When HR and IT collaborate on dashboards or metrics to track onboarding security, it shows employees that this is a shared priority, building trust and accountability from day one.
With phishing being a top threat, what kinds of deceptive emails might target new hires, and how can they recognize them?
New hires often get phishing emails that mimic urgent onboarding tasks—think fake delivery notices for a company laptop, supposed HR updates on benefits, or requests to sign documents through a shady link. These often spoof trusted names like DHL or DocuSign, using urgent language to create panic. To spot them, employees should look for small clues: misspelled domain names, generic greetings like “Dear User” instead of their name, or links that don’t match the company’s official site. HR can help by teaching these telltale signs early and providing a go-to contact for anything that feels off.
What practical steps can HR take to ensure new hires don’t fall for phishing attempts disguised as legitimate communications?
HR can start by standardizing how official communications look—using specific branding or icons so employees know what’s real. They should also train new hires to verify any urgent request by reaching out directly through known channels, not replying to the email itself. Using secure platforms for paperwork, where links are protected and flagged if suspicious, adds another layer of defense. Finally, simulated phishing tests during the first week can be a great teaching tool. If someone clicks, they get immediate, non-judgmental feedback, turning a mistake into a learning moment.
What’s your take on sending pre-configured laptops with built-in security as a way to protect both the company and the new hire?
I think it’s a fantastic approach. Sending a laptop with pre-installed security—like encryption and multifactor authentication—removes a lot of guesswork for the new hire. They don’t have to figure out complex setups, which reduces errors, and the company knows the device meets its standards from the start. It also doubles as a welcoming gesture when packaged with a friendly note and clear instructions. The key is to frame it as a perk, not a restriction, so employees feel cared for rather than controlled. It’s a win-win for security and first impressions.
How can HR simplify the process of securing home Wi-Fi for new employees without it feeling like a burden?
HR doesn’t need to turn new hires into tech experts. Instead, they can provide easy solutions—like a company-approved app or a plug-in device that automatically routes traffic through secure channels. Pair this with a one-page guide or a quick video showing how to set it up in minutes. HR can also offer a helpline for Wi-Fi issues during onboarding, so employees feel supported. The goal is to make it a seamless step, not a chore, while protecting sensitive data that might pass through those home networks.
What advice do you have for our readers who are looking to strengthen their remote onboarding security practices?
My biggest piece of advice is to start with collaboration between HR and IT before onboarding even begins. Map out every step of the process and identify where risks could creep in—whether it’s paperwork, device setup, or training. Invest in user-friendly tools that prioritize security without overwhelming new hires, like pre-set laptops or secure document platforms. Above all, focus on the human side—build trust by making security a part of the welcome experience, not a list of rules. Communicate clearly, train early, and keep supporting employees beyond day one. A secure start sets the foundation for a secure culture.