Why Your Business Needs Preboarding
When welcoming new employees, making a strong first impression starts much earlier than their first day on the job. Traditionally, onboarding begins once a new hire walks through the door; however, many companies have come to realize the importance of starting the process sooner. This early phase is called preboarding; it plays a critical role in shaping how new employees perceive your company from the moment they accept the offer.
Preboarding is an opportunity to engage with the new hire, reduce their anxiety, and show that your company is prepared and invested in their success. This process can lead to a smoother and more effective onboarding experience. This article explains the preboarding process, its differences from onboarding, and why it should be a key part of your HR strategy.
Contents
What Is Preboarding?
Preboarding, also known as pre-onboarding, takes place after a new hire accepts a job offer but before their official start date. This process helps bridge the gap between offer acceptance and the first day of work, making new employees feel welcomed and connected. Rather than waiting until the first day to begin onboarding, preboarding allows for a head start on essential tasks and relationship-building.
Preboarding tasks can include sending necessary paperwork, providing access to company portals, sharing employee handbooks, and introducing team members. Some companies also offer welcome kits, arrange calls with managers, and give new hires early access to learning materials. The goal is to alleviate first-day anxiety and make new hires feel like a part of the team before they arrive.
Ultimately, preboarding should enhance the overall onboarding experience. A strong preboarding process demonstrates that your company is organized, thoughtful, and genuinely invested in the success of its employees, even before their first day on the job.
Preboarding Vs. Onboarding: The Key Differences
Preboarding and onboarding are related concepts, but they serve different purposes and are sometimes used interchangeably. Preboarding occurs after a candidate accepts a job offer and continues until their first day of work. In contrast, onboarding typically begins on or after the employee’s first day and lasts for the first few weeks or months, depending on the company’s specific process.
Preboarding primarily focuses on preparation. It includes logistical and administrative tasks that help new employees start smoothly. These tasks may include completing paperwork, setting up accounts, and addressing any concerns new hires may have. Additionally, it’s an opportunity to make new employees feel welcome and reduce their uncertainty through emails, welcome videos, or scheduled meet-and-greets with team members. Onboarding, however, is the phase where employees officially start their roles, meet their colleagues, and begin contributing to projects. This process emphasizes productivity, performance expectations, and long-term engagement.
In essence, preboarding sets the stage for the new hire, while onboarding builds the foundation for their success. When both processes are executed effectively, they create a smoother and more structured experience for new employees, ultimately enhancing retention and job satisfaction.
Why Is Preboarding Important For HR?
HR plays a crucial role in shaping an employee’s first impression of a company, often forming well before their official start date. To enhance the overall onboarding experience, HR teams should work to eliminate confusion and delays. This way, new hires can arrive on their first day with essential aspects already taken care of. Instead of sorting out paperwork or chasing down login details, they can focus on settling into their new role.
Pre-onboarding also promotes engagement. A well-thought-out preboarding process maintains open lines of communication and builds momentum, especially in competitive hiring environments where candidates may be considering multiple offers.
For HR, preboarding is an opportunity to align internal teams, ensure compliance, and streamline the onboarding process. It demonstrates that the organization is structured and values its employees. A well-executed preboarding plan reduces workload later, facilitating a smoother transition for everyone involved.
A Preboarding Checklist For HR Specialists
Preboarding is most effective when it is structured and consistent. A repeatable process enables HR teams to deliver a consistent experience for every new hire while minimizing last-minute issues. Here is a checklist of key tasks HR teams should complete to ensure a smooth transition before the employee’s first day:
Welcome Emails
The first step is to send a personalized welcome email shortly after the candidate accepts the offer. This message should thank them for joining, express excitement, and outline the next steps. It can include an onboarding timeline, essential contacts, and links to employee handbooks and other relevant resources. A clear and welcoming message helps new hires feel supported from the beginning and gives them a sense of belonging before they arrive.
Onboarding Agenda
New hires often feel overwhelmed when they start a new role. An agenda for the first day and week can help reduce stress by providing structure and clarity. This agenda should include scheduled meetings, training sessions, team introductions, and orientation activities. Sharing this information in advance helps new hires feel prepared and allows them to ask questions before their first day.
Pre-Employment Paperwork
One of the most essential parts of preboarding is completing all paperwork before the employee’s start date. HR should send tax forms, contracts, benefits enrollment documents, and compliance-related paperwork through secure channels. Tools that allow for electronic signatures can make this process faster and more efficient.
Preparation Of The Work Environment And Equipment
On their first day, employees should have their laptop or desktop computer, login credentials, access badges, and any other necessary tools for their role. For remote employees, ensure that all equipment is shipped in advance and confirm that they have received it. Additionally, verify that all software accounts and permissions have been set up correctly.
Inform The Team Of The New Hire
Managers should notify their team about the new hire’s role and start date to give them time to prepare a warm welcome. HR can support this by sending a reminder or drafting a short announcement that managers can customize.
30-60-90-Day Plan
A structured plan for the first three months sets clear goals and expectations. HR can collaborate with the hiring manager to draft a 30-60-90-day plan that outlines success at each stage and includes key deliverables, learning objectives, and milestones.
Be Available And Stay In Touch
HR should regularly check in with new hires to answer their questions or provide updates. This can be done through a quick email or call. Staying in touch with the employee before their first day reinforces the company’s support.
How Preboarding Makes Onboarding Easier
Preboarding can improve employee onboarding by reducing stress, eliminating delays, and helping new hires feel like they are a part of the team even before they officially start. Here’s how preboarding lays the groundwork for smoother onboarding:
Clearing Paperwork
A new job often comes with a lengthy list of forms to fill out, including tax documents, direct deposit information, confidentiality agreements, and benefits enrollment forms. Dealing with this paperwork can be time-consuming and overwhelming. Handling these tasks during preboarding allows new hires to complete them at their own pace before their first day. It also allows HR and payroll teams time to review documents, address any issues, and ensure everything is in place before the official start date.
Easing New Hires’ Stress
First-day nerves are common, especially when new employees are unsure of what to expect. To alleviate this uncertainty, preboarding can play a crucial role by providing clear communication, early introductions, and a basic schedule for the first few days. Even small gestures, such as a welcome video, access to the employee portal, or a brief call with their manager, can significantly help new hires feel more comfortable.
Fostering Relationships
Preboarding offers opportunities to establish strong workplace relationships early on through virtual meet-and-greets or team group chats. This early connection helps new employees feel included and encourages team members to reach out and welcome the new hire, thus creating a more collaborative environment.
Building Enthusiasm
Preboarding is an excellent opportunity to build enthusiasm among new hires. Starting a new job is a significant step, and the right messaging can make this experience more exciting. By sharing the company’s culture and success stories during the preboarding phase, you can create anticipation and instill a sense of pride in new employees. When new hires feel a connection to the company’s purpose, they are more likely to remain engaged and motivated throughout the onboarding process.
11 Preboarding Tips For Better New Hire Experiences
Preboarding can positively influence new hires’ views of the company and prepare them for success. Here are 11 actionable tips to create a more effective preboarding process:
1. Keep It Simple
The preboarding process should be simple and manageable for new hires. Avoid overwhelming them with excessive information, numerous emails, or a large number of forms. Instead, focus on the essentials: login details, required documents for signing, and a brief overview of what they can expect in the days ahead. You also want to maintain clear, concise, and purposeful communication, as an optimized process will feel more professional and welcoming.
2. Provide A Glimpse Of Their First Week
Giving new hires a general idea of what their first week will look like is one of the most helpful things you can do during preboarding. It could be a short agenda that includes training sessions, team introductions, and onboarding meetings.
3. Introduce Your Company’s Culture
You shouldn’t wait for onboarding to introduce the company culture. Use preboarding to give new hires an early exposure to your company’s values. Share internal newsletters, videos, or a welcome note from leadership.
4. Schedule Informal Meetings
New hires benefit from early, casual interactions with their colleagues. HR teams can schedule informal virtual or in-person coffee chats with team members, mentors, or managers to foster open communication. These relaxed conversations encourage employees to build relationships, allow new hires to ask questions in a low-pressure environment, and make official meetings feel more familiar.
5. Make It Engaging
Not everything needs to be in the form of paperwork and documents. You can enhance the preboarding process by incorporating videos and welcome kits. Some companies also create digital tours of the office or “day in the life” profiles of employees to make the experience more enjoyable.
6. Regular Check-Ins
Regular check-ins, such as weekly calls or brief emails, demonstrate that you care and remain prepared. These do not have to be lengthy, but they should be intentional and supportive. Let the new hire know that you are available to answer any questions that may come up.
7. Start Early
HR should initiate the preboarding process when the candidate accepts the offer. It gives everyone more time to prepare, allowing employees to complete tasks efficiently. Starting early also reduces the chances of last-minute issues, department miscommunications, and overlooking details.
8. Alleviate Uncertainty
To help alleviate anxiety for new hires on their first day, it’s important to be proactive with information. Clearly communicate where they should go, what items they need to bring, how to log into their email, and who their primary point of contact will be. Anticipate questions they might not think to ask. Providing an FAQ or a checklist for the first day can also be beneficial.
9. Leverage Technology
Employee onboarding platforms, document signing software, LMSs, and internal communication tools can simplify and enhance the preboarding experience. With them, you can automate administrative tasks while striking a balance with personal interaction.
10. Customize Preboarding
Not every role or employee will require the same preboarding process. You should tailor your approach based on the new hire’s position, department, and location. For example, remote hires may require additional guidance on setting up their workspace, while managers may benefit from early access to leadership training or team information.
11. Collect And Act On Feedback
Once the employee starts the onboarding process, ask them about their preboarding experience. Specifically, about what aspects worked well and whether anything could have been simpler or more helpful. Use surveys or informal conversations to gather feedback, and make adjustments as necessary. Over time, implementing small changes based on this feedback will lead to continuous improvement and a more effective preboarding process.
Common Preboarding Mistakes To Avoid
To create a successful preboarding experience, it is essential to be aware of common pitfalls and how to avoid them. Effective preboarding fosters excitement and trust, ultimately leading to a smoother onboarding process and higher employee retention rates.
Poor Communication
After accepting a job offer, new hires expect timely and transparent updates about their next steps. Lack of communication can create unnecessary anxiety and disconnect, and employees may feel neglected or unsure about what to expect. Consistent contact, even for brief check-ins or reminders, keeps new hires engaged and sets the tone for a positive working relationship. Ensure that you clearly explain important dates, what is required, and who to contact with questions.
Information Overload
Sending large amounts of paperwork, detailed company policies, or lengthy emails can overwhelm new employees, especially before they start. It can make them feel confused and stressed, which reduces the effectiveness of preboarding. Instead, spread the information over time and focus on the essentials first. Provide information in manageable chunks to help new hires learn what they need to know without feeling overloaded.
Lack Of Personalization
A generic preboarding process that treats all new hires the same overlooks a valuable opportunity to foster connections. Each role and individual has unique needs, so a one-size-fits-all approach can come across as impersonal. To enhance the experience, you can personalize preboarding communications and activities based on the employee’s role, department, or work location. Consider offering tailored welcome messages and role-specific resources to create a more engaging and meaningful onboarding experience.
Summing Up
Preboarding is a crucial component of a modern hiring process. By starting the engagement process before day one, HR teams can help new hires feel confident and supported. Preboarding relieves pressure on the first day by handling basic tasks in advance, which allows employees to focus on building relationships and learning their new role. It can also introduce the company’s culture and reinforce its commitment to employees, making a lasting impression. When preboarding is designed thoughtfully and applied consistently, it can transform how new hires integrate into your organization by reducing uncertainty and setting the tone for long-term engagement. It is one of the simplest and most impactful ways to connect with new hires.
