Preboarding package for newcomer retention

Preboarding: How to Set Up a New Employee for Success Even Before Their First Day

Most companies pay great attention to the onboarding process, but what happens before a new hire actually starts? This is where preboarding (or pre-onboarding) comes into play – an often overlooked yet crucial phase of employee onboarding. A well-structured preboarding process helps reduce the stress of starting a new job and lays the groundwork for a successful transition.

Why is preboarding important?

Imagine you hire a new colleague, sign the contract, and then… silence. No information, no contact. The new hire starts to wonder if they made the right decision, and their excitement fades. Preboarding prevents this and brings several key benefits:

• Reduces uncertainty and stress – The new employee knows what to expect and feels more confident.
• Improves onboarding efficiency – The employee arrives better prepared.
• Strengthens the perception of company culture – Provides an opportunity to introduce the company’s culture in advance through key information.
• Bridges the gap between candidate experience and employee experience – Shapes how the employee perceives the company from the first interaction to their first day at work.

What should preboarding include?

• Assign responsibility within the team – Determine who will be responsible for the new hire, not only in HR but also who will be their “buddy” to support them during the first weeks or months.
• Create a checklist – To ensure nothing is forgotten, we recommend creating a checklist with key tasks and deadlines. This helps ensure that all essential preboarding steps are completed on time and that the new employee has all the necessary information.
  • The checklist can be in Excel, Asana, another tool, or an HR system.
  • Assign specific tasks to responsible team members – HR, buddy, IT, and others.
  • Set deadlines – Tasks should be completed before the employee’s start date.
  • Prepare a structured onboarding plan from day one – Plan it in advance with the buddy.
  • First-day plan – Ideally, send it to the new hire at least a week in advance.
• Proactive communication from HR – Regularly update the new hire on what to expect before and on their first day. You can create email templates to streamline this process.
• Send a welcome email with information about their first day, the onboarding schedule, and key contact persons.
• Provide access to essential information – Share materials that will help them during their first weeks, such as the company handbook, organizational structure, culture guide, and FAQs. You can even include a short welcome video from the team or leadership.
• Complete administrative tasks in advance – Signing documents and handling formalities can take up valuable time during the first days. If possible, complete administrative tasks online before the start date (e.g., send a contract draft and other key documents).
• Technical preparation – Nothing is worse than starting a new job without access to email or company systems. Ensure the new hire has their login credentials, laptop, or other work equipment ready in advance.

How can HR set up and automate preboarding?

To ensure preboarding runs smoothly and efficiently, it’s best to automate as much as possible:

• Use HR software – Modern HR systems support automated welcome emails, digital document signing, and access management, allowing companies to prepare a comprehensive information package in advance.
• Onboarding portals – Creating an internal portal where new employees can find all essential information, FAQs, and HR contacts.
• Automated reminders and tasks – Task management systems can remind HR and managers about critical preboarding steps, ensuring that no important details are missed.
• Interactive communication – Chatbots or other platforms can gradually provide new hires with information and answer common questions, making preboarding more seamless and less time-consuming.
• Standardized processes – Checklists and communication templates simplify the entire process and ensure that all steps are completed on time.

Conclusion

Preboarding is a key part of an excellent employee experience. It helps new colleagues feel welcome and prepared even before their first day. Investing in this phase pays off significantly by enabling faster adaptation and higher motivation. Thanks to digitalization and automation, preboarding can be simple, effective, and tailored to both company and employee needs.