Pre Boarding
Pre-boarding refers to the process of engaging with new hires between the time they accept a job offer and their official start date, ensuring a smooth transition into the organization by providing information, resources, and support to help them prepare for their new role.
What is pre-boarding?
Pre-boarding refers to the structured process of engaging with new hires after they accept a job offer but before they officially join.
It aims to make the transition smoother and more welcoming by offering clarity on expectations, resources, and company culture. Rather than waiting for Day 1, organizations use this phase to introduce tools, documents, and informal interactions to reduce first-day anxiety.
Pre-boarding typically involves sending welcome emails, sharing employee handbooks, assigning mentors, and sometimes completing paperwork digitally. When done right, it improves early retention and sets a positive tone from the start.
Why is pre-boarding important?
Pre-boarding plays a key role in reducing early attrition and increasing engagement. It ensures new hires are not left in the dark after accepting the offer.
- Builds early trust and connection with the organization.
- Reduces first-day stress and confusion.
- Improves productivity by preparing employees in advance.
- Reduces no-show rates before Day 1.
- Reinforces the company culture early.
- Increases excitement and confidence among new hires.
- Helps IT and admin teams prepare equipment and logins.
Who is responsible for pre-boarding?
Pre-boarding is a shared responsibility between HR, hiring managers, and occasionally the IT or admin teams.
- HR creates and manages the pre-boarding process.
- Hiring Managers provide team-specific information or introductions.
- IT/Admin sets up access, tools, and office space (if applicable).
- Buddies or mentors may be assigned for informal support.
- Employees themselves also play a role in completing tasks or engaging with shared resources.
When should pre-boarding start?
Pre-boarding should begin immediately after the offer is accepted. The sooner the process starts, the better the chance to engage and retain the new hire.
- Start as soon as the candidate signs the offer.
- Continue up to the employee’s first day.
- Use reminders and spaced communication over the pre-joining period.
- Ideally span 1 to 2 weeks before joining, depending on notice period.
Where does pre-boarding take place?
Pre-boarding is mostly done digitally through email, HR platforms, or onboarding tools. In-office touchpoints are possible for local hires.
- Welcome emails and portals
- Video messages or virtual meet-and-greets
- Company intranet or onboarding app
- In-person team coffee catchups (optional)
- Digital task checklists for form submissions
How does pre-boarding work?
Pre-boarding works through a series of guided interactions designed to ease the transition. It combines information, tools, and engagement to prepare the employee.
- Send a welcome email with joining date, manager name, and checklist.
- Share documents like policy handbooks, team introductions, and training materials.
- Provide login access to key platforms like email, HRMS, or Slack.
- Set expectations about Day 1 schedule and company norms.
- Offer a virtual tour or video introduction to company culture.
- Assign a buddy or mentor to answer informal questions.
- Share HR contacts for doubts or escalations.
- Encourage engagement via surveys or welcome messages from leadership.
What are the benefits of pre-boarding for employees and HR?
Pre-boarding benefits both sides of the hiring equation by improving readiness, morale, and long-term outcomes.
For Employees:
- Reduces anxiety about the new workplace
- Gives time to understand policies and expectations
- Helps build early relationships and team connection
- Makes Day 1 smoother and less overwhelming
For HR/Employers:
- Reduces the chance of early dropouts
- Improves onboarding speed and efficiency
- Allows backend setup like equipment, ID cards, or logins
- Enhances the employer brand through a warm welcome
What should be included in a pre-boarding process?
A strong pre-boarding checklist covers documentation, communication, access, and engagement.
- Offer letter confirmation and digital documentation
- Welcome email from HR or the hiring manager
- Handbook or orientation materials
- Access credentials and IT setup
- Day 1 agenda or joining schedule
- Team introductions or buddy assignment
- A short welcome video or leadership message
Employee pulse surveys:
These are short surveys that can be sent frequently to check what your employees think about an issue quickly. The survey comprises fewer questions (not more than 10) to get the information quickly. These can be administered at regular intervals (monthly/weekly/quarterly).
One-on-one meetings:
Having periodic, hour-long meetings for an informal chat with every team member is an excellent way to get a true sense of what’s happening with them. Since it is a safe and private conversation, it helps you get better details about an issue.
eNPS:
eNPS (employee Net Promoter score) is one of the simplest yet effective ways to assess your employee's opinion of your company. It includes one intriguing question that gauges loyalty. An example of eNPS questions include: How likely are you to recommend our company to others? Employees respond to the eNPS survey on a scale of 1-10, where 10 denotes they are ‘highly likely’ to recommend the company and 1 signifies they are ‘highly unlikely’ to recommend it.
Based on the responses, employees can be placed in three different categories:
- Promoters
Employees who have responded positively or agreed. - Detractors
Employees who have reacted negatively or disagreed. - Passives
Employees who have stayed neutral with their responses.
What are the different types of pre-boarding?
Pre-boarding can vary depending on company size, location, and role. Here are some common types used in organizations.
- Document-focused pre-boarding: Centers on completing HR forms and paperwork
- Tech-enabled pre-boarding: Uses digital tools or apps to automate the process
- Cultural pre-boarding: Focuses on introducing company values and culture
- Manager-led pre-boarding: Involves personal outreach and role-specific onboarding from the hiring manager
- Interactive pre-boarding: Involves virtual team meetings, surveys, or mini-assignments to engage employees early
What are the best practices for pre-boarding?
To make pre-boarding effective, the process should be simple, human, and consistent.
- Start communication early and stay consistent
- Avoid information overload—space out messages
- Personalize the experience using the employee’s name and role
- Use automated tools for routine tasks, but keep human touchpoints
- Gather feedback to improve the pre-boarding experience over time
How can employees make the most of pre-boarding?
Pre-boarding is also an opportunity for employees to prepare and clarify expectations before joining.
- Read all shared documents and ask questions
- Connect with the assigned buddy or manager
- Explore company values and social media presence
- Set up IT tools or logins in advance
- Prepare documents or certifications requested by HR
- Join any optional pre-joining virtual events or team intros
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