Preboarding

Definition of Preboarding

Preboarding is a preliminary onboarding process that begins after a new employee accepts a job offer but before their official first day at work.

• For the new employee, this stage is designed to prepare them for entering the workplace, reducing feelings of uncertainty and stress.
• For the employer, it is a unique opportunity to make a positive impression on the employee and integrate them into the team, culture, and work environment.

Preboarding and Onboarding: What's the difference?

Preboarding is a process that takes place before the first day of work. It includes activities such as sending company information, preparing work tools, and establishing initial contact with the team. It is operational in nature, typically short, lasting from one day to two weeks, and is generally aimed at new employees, providing all new hires with the same basic information.

Onboarding, on the other hand, begins on the employee’s first day and involves more intensive activities such as training, task assignments, familiarizing them with company culture, and team integration.

Onboarding is strategic, lasting anywhere from three months to two years, depending on the role. It applies not only to newly hired employees but also to those who have been promoted or transferred, delivering personalized information tailored to the employee’s specific position.

Preboarding is an introduction to onboarding.

Best Practices in Preboarding

 Some of the best practices in preboarding include:

• Personalized communication – Send welcome emails or informational materials before the first day to help the new employee feel welcomed and valued.
• Collecting necessary employee data – Gather personal information, education background, certifications, preferences regarding work location, office equipment, and any special considerations (e.g., medical conditions, allergies). This information helps create the employee’s account in the HR system.
• Providing necessary documents – Ensure the employee receives and reviews any required documents, and offer the option to complete and sign them electronically before the first day.
• Preparing technology and tools – Set up the employee’s workstation, computer, company accounts, and access to necessary systems.
• First day details – Send information about the day’s schedule, office location (or remote work policies), access codes, and even meeting plans.
• Virtual team integration – Organize initial online meetings with the team so the new employee can meet their colleagues before their first day.
• Providing onboarding materials – Share resources such as company guides, welcome videos from leadership, or presentations about company culture.

Ideas For a Successful Preboarding

According to the SHRM Foundation guide, around 93% of organizations currently utilize some form of preboarding, either in person or online. Here are a few pre-onboarding ideas:

• Welcome package – If possible, send a welcome package with company-branded items, training materials, and a welcome letter from the team. For online preboarding, a welcome email with infographics, team photos, and PDF materials is a practical alternative. Don’t forget to include an organizational chart.
• Virtual mentor meeting – Assign a mentor who can guide the new employee through the company and establish contact before the first day.
• Company quizzes and games – Create interactive content, such as company quizzes, to help the new employee better understand the organizational culture.
• Virtual coffee or Q&A session – Offer the new employee an informal, virtual meeting where they can ask questions about their future role, the company, or procedures.

📌 Pro tip: Ensure that all materials are visually consistent and promote the employer brand. Be sure to remove outdated content, such as old regulations or information about former employees.

Benefits of the Preboarding Process

Benefits for the employee:

• Familiarization with the company and team before the official start date.
• A smoother start, speeding up the transition into new tasks.
• Reduced stress and feelings of isolation.
• Increased confidence.

Benefits for the company:

• Accelerated onboarding, allowing the employee to start contributing sooner.
• Efficient collection of essential employee data, streamlining administrative processes.
• Improved candidate experience and employee experience metrics.
• Engaging the employee from the moment they accept the offer, helping integrate them into the company culture. Personalized preboarding builds a stronger connection between the employee and the company.
• Reduced risk of “ghosting”, where the candidate disappears before their start date.
• Lower turnover rates, with employees more likely to stay with the company longer.

The Importance of Preboarding – Summary

Preboarding is a crucial element of a successful employee onboarding process, influencing their satisfaction, performance, and relationship with the company. It helps reduce the adjustment time for new team members, improves logistical preparation (e.g., documents, access to tools), and fosters a connection between the employee and the company before the formal start date.