What is preboarding: everything you need to know

What is preboarding: Everything you need to know

World-class organisations are 53% more likely to provide preboarding activities. If you’ve never heard of the term, preboarding is the process of engaging and preparing new hires from the moment they accept a job offer until their first day of work. Unlike onboarding, which starts once new employees join an organisation, preboarding focuses on creating a smooth transition into the company ahead of time. 

This proactive approach has become increasingly important and popular for HR and business operations. It sets the tone for a positive employee experience, reduces first-day anxiety, and boosts retention. 

By implementing preboarding, companies can streamline integration, cultivate early bonds and connections, and demonstrate a commitment to their new employees' success from day one. Keep reading to learn more about preboarding in the hiring process and exactly what it involves.

Understanding employee preboarding

Your initial thought may be, “What is the point of preboarding?” especially if your company already has an effective onboarding process. So, first, we’ll share the basics of employee preboarding and why it’s important in HR processes.

What is preboarding in HR

Preboarding in HR is the structured process of engaging with new hires once they accept a job offer and before their official start date. Preboarding makes the transition into a new job smooth and stress-free, usually by addressing the logistical and cultural aspects of joining a company. 

Key elements of preboarding include:

• Sending welcome materials, packages, and gifts
• Facilitating paperwork completion
• Introducing company values
• Providing resources or training to prepare employees for their role
• Virtual meet-and-greets with future colleagues
• Access to an employee portal 
• A clear outline of what to expect on the first day of work

Unlike onboarding, which delves deeper into specific, usually role-based training and integration after the first day, preboarding focuses on building excitement and readiness. This phase ensures that new employees feel informed, valued, and connected even before stepping into the office or logging into their first virtual meeting.

Why is preboarding important?

Most significantly, preboarding helps create a strong foundation for the employee experience. The process helps new hires feel supported and engaged from the outset. In turn, this directly influences their enthusiasm and productivity when they start their role. 

One of the most significant benefits of preboarding is how it reduces first-day jitters, allowing new employees to focus on integrating with the team and performing their roles effectively. Additionally, preboarding strengthens retention. 

Organisations with an effective onboarding process improve new hire retention by 82 per cent and productivity by over 70 per cent. By making the preboarding period meaningful and enjoyable, companies can build trust and loyalty early in the employee journey.

Preboarding also benefits employers by streamlining administrative tasks. Completing paperwork and setting up an onboarding tool before new employees’ start dates saves valuable time. Each new hire can focus on training and collaboration from day one. Today, a thoughtful and practical preboarding program can give companies a critical edge in attracting and retaining top talent.

The preboarding process

Knowing how to start the preboarding process can be overwhelming, so here are some recommended first steps and tools to use.

The steps involved in preboarding

The preboarding process begins as soon as a candidate accepts an offer. This stage prepares new hires for success and ensures they feel valued even before their first day. 

A typical preboarding checklist might include:

1. Administrative tasks: Sending and completing paperwork. For example, contracts, tax forms, and benefit enrollments sent through secure online platforms.
2. Access setup: Providing login credentials, email accounts, and any necessary software or tools so new employees can hit the ground running.
3. Introduction to company culture: Sharing welcome kits or gifts, employee handbooks, or videos that showcase the organisation’s mission, values, and goals.
4. Team engagement: Organising virtual introductions or informal meet-and-greets with team members to help everyone feel comfortable and build early connections.
5. Training preparation: Offering resources or micro-learning courses to familiarise employees with their role, company processes, or industry-specific knowledge.

Popular tools and technology used in preboarding

Today, effective preboarding relies on innovative tools and technology to streamline and customise the experience. In fact, 90 per cent of companies in the training industry use a learning management system (LMS). 

Many preboarding software platforms can handle tasks like sending digital forms, scheduling introductions, and automating reminders. 

For example, employee onboarding and training platforms like Lingio offer gamified preboarding courses and modules that combine interactive learning and tailored communication. 

Software providing digital forms and secure portals, such as DocuSign, eliminates the inefficiencies of traditional paperwork. Meanwhile, employee engagement and training platforms allow new hires to learn and explore company culture at their own pace, in their own time. Many HR systems with preboarding features enable seamless tracking of progress, so no detail is overlooked.

Depending on the type of preboarding you're implementing, you might also look for a more specific platform or tool. For example, a compliance training LMS might provide courses or modules on compliant-specific preboarding.

By incorporating carefully chosen tools and software companies can deliver a consistent, efficient, and engaging preboarding experience, setting the stage for long-term employee satisfaction and success. 

The right technology doesn’t just simplify the process. It creates a more memorable and impactful start to the employee journey.

The benefits of preboarding

Next, let’s cover the benefits of preboarding in more detail.

How preboarding impacts the employee experience

Preboarding plays a significant role in shaping the employee experience by setting the tone for their journey with the organisation. First impressions matter, and the preboarding phase is an opportunity for companies to make a lasting one. Organisations can demonstrate their commitment to creating a supportive and inclusive environment by engaging with new hires before they even start work.

A positive preboarding experience helps reduce the anxiety many employees feel when starting a new role. Activities like sharing welcome messages, introducing team members, and offering resources tailored to their roles show that the company values their contributions even before they begin. This proactive approach builds excitement, creates trust, and ensures that employees arrive on their first day feeling prepared and motivated.

A well-designed preboarding process significantly boosts the employee experience by creating an emotional connection with the company, paving the way for a smoother integration into the workplace.

Preboarding and its effect on retention and engagement

The benefits of preboarding extend far beyond the initial days and weeks of employment. When staff feel welcomed and equipped from the very beginning, they’re more likely to develop a strong sense of loyalty to the organisation. This early investment in their success often translates into higher engagement and job satisfaction in the long run.

Effective preboarding also improves retention rates. Employees who feel valued and informed are less likely to experience the frustration or confusion that often leads to early turnover. Instead, they enter their roles with clarity and enthusiasm, ready to contribute.

Moreover, preboarding helps establish open communication channels and a sense of belonging, which are critical to long-term engagement. Companies that prioritise preboarding often reduce the cost of onboarding associated with turnover and also create a workforce that’s motivated, aligned, and committed to achieving organisational goals.

Challenges in preboarding

While there are significant benefits of preboarding, it doesn’t come without challenges. Let’s explore some common challenges in HR preboarding processes and how to combat them.

Common challenges in preboarding processes

One of the most common issues with preboarding is a lack of consistency. Without a structured plan, the preboarding experience can vary significantly from one hire to another, leading to confusion and missed opportunities to make a positive impression.

Another challenge is paperwork overload. Bombarding new hires with forms and organisational tasks can make the process feel transactional and even dull rather than engaging. It detracts from the excitement of joining a new company and can leave employees feeling overwhelmed.

Communication gaps also pose significant hurdles. Poor coordination between HR teams, managers, and new hires can result in delayed responses, waiting periods, incomplete tasks, or misaligned expectations. This lack of clarity and smoothness can frustrate new employees, making them feel undervalued and disappointed before they even start.

How to overcome these challenges

To tackle these challenges, companies should adopt structured and technology-driven approaches to preboarding.

1. Standardise the process: Create a clear and (where possible) repeatable preboarding checklist to ensure consistency across all hires. This could include timelines for sending welcome messages, completing paperwork, and scheduling team introductions.
2. Use technology: Use preboarding software to simplify and automate tasks. For example, Lingio’s AI course creation tool can provide fun, gamified learning courses and modules and streamline communication for a seamless preboarding process.
3. Focus on communication: Maintain regular and transparent communication with new hires. Designate a point of contact for questions and provide updates on what to expect during the preboarding period.
4. Customise the experience: Tailor preboarding materials to the individual or team. For example, by providing role-specific resources or personalised welcome notes.
   
   

Preboarding best practices

Now you understand how to kickstart the preboarding process, it’s time to implement these onboarding best practices.

Create a preboarding checklist

A well-planned preboarding checklist ensures consistency and thoroughness in preparing new hires for their first day. For HR teams, creating this checklist involves identifying all the tasks and touchpoints that contribute to a positive experience.

Start by listing administrative essentials. For example, sending offer letters, contracts, tax forms, and benefits enrollment documents. Use digital tools, like BambooHR or Workday, to make these processes seamless and trackable.

Next, include activities to introduce the company culture. This might involve sharing an employee handbook, links to company values, or a welcome video from the leadership team. Ensure the checklist schedules key milestones, such as setting up IT accounts, delivering welcome kits, and planning team introductions or meet-and-greets.

Incorporate timelines and clear responsibilities for each step, so HR teams, managers, and the new hire know what to expect. A well-structured preboarding checklist becomes a reliable framework for delivering a smooth and engaging experience.

Personalise the preboarding experience

Tailoring the preboarding process to specific employees and teams demonstrates that your company values their contributions. Customisation can start with role-specific resources, such as job-related training modules or an introduction to tools they’ll use daily.

A preboarding platform like Lingio can help HR teams go beyond generic onboarding materials. The Lingio LMS provides interactive, gamified, customised preboarding and training courses aligning with an employee’s role or background. For example, an employee starting work in a hotel can engage with microlearning hospitality training courses designed for their specific role or organisation. 

Consider personal touches such as a welcome note from their manager or a curated team introduction video to make new hires feel extra special and welcome. For remote employees, sending a care package or branded items can make them feel like they are part of the company from a distance.

Preboard and train with Lingio

Preboarding is a critical first step in building a successful onboarding strategy and making employees feel welcome. It sets the stage for a positive employee experience by reducing first-day anxieties, growing early engagement, and showcasing a company’s commitment to its people. Integrating preboarding into your HR processes can boost employee satisfaction, improve retention, and create a seamless transition for new hires. 

Don’t miss the chance to make a lasting first impression — implement your preboarding process today. With Lingio, you can streamline and customise the process, ensuring every new hire feels valued and prepared. Transform your preboarding experience with Lingio now!

FAQs

1. Preboarding vs onboarding: what’s the difference?

Preboarding begins after a candidate accepts an offer but before their first day. It focuses on administrative and organisational tasks and building excitement for the role. 
Onboarding usually starts on the first day of work. It typically involves training, deeper integration into the company culture, and role-specific development to promote a smooth transition into the new position.

2. How long should the preboarding process take?

The preboarding process typically lasts from the time an offer is accepted until the employee’s first day. This duration varies but is often two to four weeks at a slow pace. The focus is on balancing timely preparation with consistent engagement to keep new hires informed, excited, and ready to begin their new journey at work.

3. Can preboarding improve employee retention?

Yes, preboarding significantly improves employee retention. It creates a positive first impression, develops trust, and reduces first-day anxieties. 
When employees feel valued, supported, and well-prepared, they’re more likely to remain with the organisation long-term, contributing to lower turnover and higher overall job satisfaction.

4. How can preboarding employees be automated?

Preboarding can be automated using HR software and platforms. These rools streamline administrative tasks such as sending digital forms, scheduling introductions, and tracking progress. Automation ensures consistency, reduces manual errors, and personalises the experience, freeing HR teams to focus on building meaningful connections with new hires.