Preboarding a new employee

Preboarding keeps new hires excited, reduces first-day stress, and increases retention by making them feel valued before they even start.

What is Preboarding?

Preboarding, or pre-onboarding, refers to the period between a new hire accepting a job offer and their first day. This phase is an opportunity to engage and prepare employees, setting a positive tone for their journey with your company.

Why Preboarding Matters

Preboarding helps smooth the transition from candidate to employee. An effective preboarding process can:

• Ease new hire concerns: Reinforces that they made the right decision.

• Familiarize them with the company: Builds an early connection with your brand and values.

• Generate excitement: Encourages enthusiasm for their new role.

• Streamline the onboarding process: Reduces time spent on administrative tasks on day one.

• Improve retention: A positive experience from the start fosters long-term commitment.

Preboarding Checklist

Customizing your preboarding process ensures a seamless and engaging experience for new hires. Below is a structured checklist to help you cover key areas.

1. Send a Welcome Message

Effective communication begins with a warm, personalized welcome email. Include:

• A congratulatory message expressing excitement.

• Key details such as start date, first-day schedule, and any pre-employment tasks.

• Contact information for any questions.

2. Deliver a Welcome Package

Make a lasting impression by sending a welcome kit that may include:

• A handwritten welcome letter.

• Company swag (t-shirts, notebooks, mugs, etc.).

• Office supplies or a gift card for home-office setup (if remote).

• Personalized items related to company culture.

3. Share Essential Documents

Give new hires a head start by sending necessary documents before their start date:

• Employee handbook and company policies.

• First-day schedule and initial training plan.

• Benefits information and enrolment details.

• Job-specific materials to help them prepare.

4. Complete Administrative Tasks

Ensure a seamless transition by preparing necessary accounts and paperwork:

• Provide digital forms for tax and payroll information.

• Set up company email and software access.

• Coordinate IT support for workstation setup.

5. Assign a Mentor

Pairing new hires with a mentor or onboarding buddy helps them integrate smoothly:

• Introduce them via email or a short virtual meeting before the start date.

• Encourage open communication for any questions or guidance.

6. Announce the New Hire to the Team

Make existing employees aware of the new team member by:

• Sending a company-wide email with a short introduction.

• Encouraging the new hire to share a brief bio or fun fact.

• Including them in upcoming team meetings or events.

7. Organize a Preboarding Meet-and-Greet or Tour

Reduce first-day nerves with a casual introduction:

• Schedule a virtual or in-person office tour.

• Organize an informal meet-and-greet with key team members.

8. Prepare Their Workspace

Having their workspace ready creates a welcoming environment:

• Set up their desk with necessary supplies and technology.

• Ensure access to required software, logins, and communication tools.

9. Create a First-Week Schedule

A structured first-week plan keeps new hires engaged and productive:

• Outline training sessions, meetings, and key introductions.

• Provide a roadmap for the onboarding process.

10. Gather and Organize Day-One Materials

Make sure all essential materials are prepared in advance:

• Training manuals and job-related resources.

• Benefits enrolment documents.

• IT and security guidelines.

Best Practices for Preboarding

To maximize the impact of preboarding:

• Showcase company culture: Reflect values and mission in all communications.

• Keep interactions positive and engaging: Build excitement and motivation.

• Ensure accessibility: Provide clear points of contact for any questions.

• Automate where possible: Use software to streamline paperwork and communication.