Preboarding Employees the Right Way: A Simple Guide

We've all heard of onboarding, but have you heard of preboarding? It’s the often-overlooked step that can set the stage for long-term employee satisfaction and success. Preboarding happens before the first day on the job, giving new hires the chance to feel welcomed and prepared.

Research shows that a solid preboarding process can boost retention by up to 82%. This guide will explore what preboarding is, how it differs from onboarding, and why it plays a key role in keeping employees engaged. We’ll also share tips on how HR teams can create a preboarding experience that makes new hires feel valued right from the start.

What is Preboarding Employees?

Preboarding is the process that happens between a candidate signing the job offer and their first day at work. It's all about getting new hires excited and ready to jump in so they feel confident and eager when they walk through the door.

It’s easy to focus solely on onboarding, but preboarding can be just as important. Studies show that nearly one in four new employees leaves a job within the first 45 days. Even more concerning, 65% of employers reported that new hires don’t show up on day one. Preboarding helps reduce turnover by addressing these issues early on, keeping new hires engaged before they even start.

Research also shows that 80% of workers feel anxiety while waiting to begin a new job, which can hurt their excitement and productivity. In fact, 28% of professionals have backed out of a job offer before starting, which makes preboarding even more critical. When done right, it builds anticipation, strengthens the employee-company relationship, and sets up new hires for success.

Preboarding vs Onboarding: What’s the Difference?

Preboarding and onboarding play important roles in helping new hires succeed, but they happen at different times and have different goals.

When it Happens

Preboarding starts after the job offer is signed and ends before the first day on the job. It gets new hires ready for their first day. Onboarding begins once the new hire starts work and continues as they settle into the role.

Main Goals

Preboarding’s goal is to get new hires excited and informed, making sure they know what to expect and have all the needed details. Onboarding practices include helping employees quickly learn their jobs, get familiar with the company, and start performing independently.

Pro tip: You can handle both operations much faster by using AI-powered onboarding tools available on the market.

What They Focus On

Preboarding is about making new hires feel welcomed and answering their questions before the first day. Onboarding helps employees understand their tasks and become effective in their roles.

How Long They Last

Preboarding can last from a few hours to several weeks, depending on the company and the role. Onboarding usually lasts three months or longer, depending on the position.

In summary, preboarding prepares new hires mentally and practically for their role. Onboarding helps them grow into the job and the company.

Does Preboarding Employees Work?

Imagine you accept a job offer, sign the contract, and then hear nothing from the company for weeks. This lack of contact can make you feel ignored or unsure about your choice.

Now, picture a company that stays in touch with you after signing the contract. They keep you informed and excited about your new role, making you feel valued and ready for your first day. This kind of preboarding helps new hires stick with their decision and show up on day one.

In short, HR teams need a good preboarding plan to:

• Keep new hires excited: Regular updates keep new employees eager to start and remind them they’ve made the right choice.
• Share important details: Preboarding gives you a chance to provide all the info new hires need, like forms to fill out or what to expect on the first day.
• Introduce the buddy: If your company has a buddy system, introduce the new hire to their buddy before they start. It makes their first day less intimidating.
• Finish paperwork early: Get all the documents out of the way during preboarding so new hires don’t feel overwhelmed once they start.
• Help them meet their team: Preboarding lets new hires connect with future teammates and understand the team’s culture. This makes the first day smoother.
• Prevent losing them to competitors: One in five new hires doesn’t show up on day one. Without a strong preboarding experience, they may choose another company that makes them feel welcome.

Preboarding helps new hires feel ready, excited, and committed to their new job. It sets the stage for a positive start. The best part? You can quickly and easily accomplish this by using a learning management system for HR.

Benefits of Preboarding Employees

A good preboarding process can make a big difference in how engaged new hires feel, how long they stay, and how smooth their first day goes. Here’s how it helps managers train new hires even before they start working:

Better Connection

Preboarding helps new hires connect with their future team before day one. By sharing company culture, personalizing communication, and inviting them to company events, employees feel welcomed and valued even before starting.

Lower Turnover

Losing new hires early on is a big issue. In some industries, turnover rates can reach 500% per year. A well-planned preboarding process helps build trust and connection, lowering the chances that new hires will back out before starting, especially in freelance and contract roles where loyalty can be low.

Smoother First Day

The first day should focus on meeting the team, getting to know the company culture, and getting excited about the job, not filling out paperwork or figuring out office logistics. Preboarding takes care of these things ahead of time so that new hires can jump straight into learning and contributing.

Less Nerves

Not knowing what to expect can make new hires nervous. A good preboarding process answers their questions early, whether through a welcome kit, a simple email with frequently asked questions, or a quick online session. This helps new hires feel confident and ready to start instead of anxious or confused.

Faster Productivity

When new hires spend their first day handling paperwork, they’re not getting to work. Preboarding handles all the admin tasks before they start, so new employees can focus on important tasks right away. Preboarding training, like orientation or compliance modules, helps them get up to speed even faster.

Best Strategies for Preboarding Employees

Preboarding helps new employees feel welcome and prepares them for their first day.

A clear, well-planned preboarding process boosts engagement and sets up long-term success. Here's how to build a great preboarding plan:

1. Make a Preboarding Checklist

Before starting, list all the tasks that need to be done. This checklist ensures that everything is covered:

• Set up IT accounts and email access.
• Send out welcome emails and any needed documents.
• Assign a buddy or mentor.
• Share employee training materials and company policies.

2. Introduce a Buddy Early

Help new hires feel supported by introducing them to their buddy before day one. This experienced team member will be their go-to person for questions:

• Introduce via chat or video call.
• Set up a channel for easy communication.
• Encourage open conversations to reduce first-day nerves.

3. Announce the New Hire

Make everyone aware of the new hire before they start. This helps the new person feel part of the team right away:

• Share their role, start date, and a fun fact.
• Include links to their LinkedIn profile for easy networking.
• Use your preferred communication platform, like email or Slack.

4. Stay Connected During Preboarding

Keep in touch while new hires wait to start. This helps avoid disengagement:

• Send updates, newsletters, or videos.
• Make it easy for them to reach out with questions.
• Ensure their buddy is also available for support.

5. Share Important Documents

Give access to important documents like the employee handbook and benefits guide. New hires will be ready with the knowledge they need:

• Understand company culture and values.
• Learn about benefits like healthcare and paid time off.
• Familiarize themselves with workplace policies.

6. Provide Preboarding Training

Online training can prepare employees for their role quickly:

• Teach company ethics, tools, and software.
• Explain company goals and structure.
• Familiarize new hires with internal platforms.

7. Send a Warm Welcome Email

A friendly, welcoming email sets a positive tone. Consider adding a video message from leadership to make it more personal.

8. Plan the First Day and Week

Create a plan to guide the new hire through their first days:

• Include meetings, team introductions, and training sessions.
• Make sure everyone involved knows their responsibilities.

9. Get Pre-Employment Paperwork Done Early

Handle any paperwork before day one. New hires can review and sign documents at their own pace:

• Send tax and employment forms.
• Provide company policies and resources.

10. Prepare the Work Environment

Ensure everything is ready for the new hire’s first day:

• Set up their workspace and equipment.
• Confirm software, email, and network access.
• Have a welcome kit and other essential tools ready.

11. Brief the Team About the New Hire

Make sure the team knows about the new member:

• Share details about their role and responsibilities.
• Encourage team members to welcome them.
• Invite the new hire to a team meeting or social event before day one.

12. Create a 30-60-90-Day Plan

A 30-60-90-day plan gives new hires structure and clear goals for their first few months:

• Help them understand expectations and company culture.
• Share the plan with them early on so they know what’s ahead.

By following these steps, you’ll build a strong preboarding program that keeps new hires excited, informed, and prepared for a successful start.

Let’s Build a Successful Preboarding Program Together!

Let’s wrap things up by explaining asynchronous and synchronous learning because they’re associated with preboarding and onboarding.

Asynchronous learning gives employees the freedom to learn at their own pace without having to be online at specific times. It’s ideal for preboarding, as new hires can complete training before starting their role.

Synchronous training, on the other hand, requires employees to join at scheduled times, offering live interaction with trainers or colleagues. For preboarding, asynchronous training is often better because it’s flexible and convenient, allowing new hires to get up to speed at their own pace.

To create a successful preboarding program, follow these three steps:

Step 1: Design the Preboarding Course

Preboarding training focuses on two key areas:

• Welcome training: This introduces new hires to company culture, values, leadership, and key policies. A structured preboarding course ensures that employees connect with the organization’s mission even before starting. When new hires understand company goals, they gain confidence and feel more engaged, allowing them to integrate more quickly.
• Compliance training: Compliance training for employees helps minimize legal risks, ensure workplace safety, and establish expectations from day one. When employees understand compliance requirements beforehand, they can focus on their role right away. This reduces the likelihood of issues later and helps employees navigate company policies with ease.

Step 2: Create Engaging Learning Materials

Building a structured preboarding program doesn’t need to be difficult. With modern, freely available AI tools like Coursebox AI, even without coding skills, creating a fun experience becomes easy.

Coursebox AI allows you to:

• Transform PowerPoint presentations into engaging eLearning courses with clickable elements, animations, and self-paced learning.
• Record videos to introduce company culture or tutorials for onboarding tools, adding voice-overs, captions, and effects for better understanding.
• Create interactive role-play simulations to help employees navigate real-world scenarios, such as HR discussions or customer interactions.
• Build quizzes to ensure new hires understand key policies and company values, offering instant feedback to reinforce learning.
• Develop mobile-friendly microlearning modules, giving employees bite-sized content that fits into their busy schedules.

Step 3: Deliver Preboarding Content to New Hires

A preboarding course is only effective if employees can access it easily.

Implementing a learning management system (LMS) like Coursebox AI helps automate tasks such as sending invites, assigning courses, and tracking progress. It also provides access across devices so employees can complete training at their convenience, even offline.

Preboarding isn’t just a checklist; it’s crucial for employee retention. A well-structured process reduces first-day stress, boosts engagement, and helps new hires adapt quickly.

Make preboarding a priority, and you’ll see results: confident employees, greater commitment, and a smoother transition. If you haven’t started preboarding yet, book a free demo of Coursebox AI and discover how easy it can be to launch your online training.