What is Preboarding?
Preboarding is the period between a candidate accepting a job offer and their first day of work. It is a structured process designed to engage and prepare new hires before they officially join an organization, marking the beginning of the employee’s journey. Employee preboarding includes administrative tasks, introductions to company culture, and opportunities to build relationships with team members. It sets the stage for a smooth onboarding experience by eliminating uncertainty and ensuring that new employees feel welcome before their first day.
Preboarding differs from onboarding. While onboarding continues for weeks or months after an employee starts, preboarding happens before day one. A well-executed preboarding process improves employee retention, enhances productivity, and increases engagement.
Why Preboarding Matters
Reduces First-Day Anxiety
Starting a new job can be overwhelming. New hires worry about meeting expectations, navigating the workplace, and understanding company culture. Preboarding addresses these concerns by offering clear communication and early engagement. This crucial phase sets the tone for the employee’s journey, preparing them mentally and socially for their roles even before their first day.
Increases Early Engagement
Engaged employees contribute more effectively to their teams. A structured preboarding process builds excitement and strengthens commitment before day one.
Ensures a Smooth Start
Handling paperwork, setting up accounts, and providing essential information in advance prevents delays and allows employees to focus on their work from the start.
Implementing a preboarding checklist can further streamline these tasks, ensuring a smooth and efficient onboarding process.
Strengthens Company Culture
Introducing company values, mission, and workplace norms before an employee starts fosters alignment and belonging.
Key Components of the Preboarding Process
Welcome Communication
A warm, personalized email or video message from HR or leadership sets a positive tone for new team members. It should include:
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A congratulatory message.
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Information about what to expect before day one.
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Key contacts for questions.
Administrative Setup
Completing new hire paperwork in advance prevents unnecessary stress on the first day. This may include:
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Employment contracts.
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Tax and benefits forms.
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Security and IT setup.
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Background checks and compliance requirements.
Additionally, integrating feedback from new hires can enhance the hiring process and make them feel valued.
Company Overview and Culture
Introducing company culture early helps employees understand workplace expectations. This can be achieved through:
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Company values and mission statements.
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Videos from leadership.
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Stories about company history and milestones.
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Sharing a company handbook with new employees before they start.
Virtual Introductions
Preboarding should encourage connections with managers and colleagues before the first day to ensure a smooth onboarding process for a new team member. This can include:
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Virtual coffee chats with teammates.
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Welcome messages in company communication channels.
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Assigned onboarding buddies or mentors.
Access to Resources
Providing preboarding materials ensures new hires feel informed and prepared. These might include:
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Employee handbooks.
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Training modules or self-paced learning.
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Organizational charts.
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FAQs on policies and procedures.
Including company swag, such as branded T-shirts and office supplies, in welcome packages can also effectively promote the company’s brand and create a memorable introduction to the workplace.
First-Day Expectations
New hires should know what their first day will look like. A clear agenda with details on:
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Where to go or how to log in remotely.
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The schedule for the day.
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Key meetings and introductions.
Benefits of Preboarding
Higher Retention Rates
Employees who feel valued and prepared before day one are less likely to experience second thoughts about their decision to join the company. Effective preboarding and engagement strategies can greatly enhance retention and reduce new hire turnover.
Increased Productivity
Handling logistics before the first day means employees can focus on learning their role instead of filling out forms.
Better Cultural Integration
Understanding company values early leads to stronger alignment and engagement with the organization.
Reduced Dropout Rates
Candidates sometimes reconsider job offers before their start date. A thoughtful preboarding experience reduces this risk by maintaining enthusiasm and connection.
Challenges of Preboarding
Lack of Personalization
Generic emails or standard procedures may not engage new hires effectively. Companies must tailor communication to make new employees feel valued.
Overloading the New Hire with Information
Providing too much content at once can overwhelm employees. Preboarding should focus on key details and gradually introduce additional resources.
Inconsistent Execution
If different teams handle preboarding differently, some new hires may feel unsupported. Standardized processes help ensure a consistent experience across departments.
Technical Issues
IT setup, access to communication platforms, and login credentials should be tested before sending to new hires. Delays in access can cause frustration.
Best Practices for Preboarding
Personalize the Experience
Tailor welcome messages, preboarding materials, and interactions based on the role, department, and location of the new hire.
Keep Communication Clear and Concise
Provide only essential details and ensure instructions are easy to follow. Use a mix of emails, videos, and interactive content.
Assign a Preboarding Contact
Designate an HR representative, hiring manager, or buddy to address questions and check in with new hires.
Use Technology
Digital onboarding portals, mobile-friendly documents, and automated workflows streamline preboarding and ensure efficiency.
Encourage Early Engagement
Invite new hires to company events, team meetings, or informal virtual gatherings before they start.
Provide a Structured First-Day Plan
Let new employees know what to expect on their first day to reduce uncertainty and help them feel prepared.
Related Sub-Concepts
Onboarding vs. Preboarding
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Preboarding happens before the first day, focusing on engagement and administrative readiness.
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Onboarding continues for weeks or months, emphasizing training, role integration, and cultural immersion. The onboarding process includes creating a detailed schedule, introducing a buddy system, and implementing preboarding to enhance new hire integration and retention.
Employee Experience
Preboarding contributes to the overall new employee journey, impacting long-term engagement and performance.
Remote Preboarding
With remote work becoming common, virtual preboarding strategies—such as digital onboarding platforms and video introductions—play a crucial role.
Real-World Examples of Effective Preboarding
Tech Industry
A global tech company implemented a digital preboarding portal where new hires could complete paperwork, watch welcome videos, and meet their teams virtually. This reduced first-day administrative tasks and improved engagement scores.
Retail Sector
A retail company introduced a preboarding app where employees could access training videos and company updates. This led to a smoother transition into customer-facing roles.
Healthcare Organizations
A hospital system developed a mentorship-based preboarding program where new nurses were paired with experienced colleagues before their start date. This helped reduce stress and improve retention rates.
Final Thoughts
Preboarding is more than a formality—it is a critical step in setting employees up for success. By making new hires feel welcome, informed, and connected before their first day, companies can improve engagement, reduce turnover, and enhance overall job satisfaction. A well-structured preboarding process ensures that employees arrive on day one ready to contribute and thrive.
