What is preboarding? Preboarding might not get as much attention as onboarding, but it’s a secret weapon for setting new hires up for success. It refers to the time period between signing an offer letter and an employees’ start date. Those quiet days – or weeks – are prime real estate for building excitement, reducing anxiety, and laying the groundwork for long-term engagement. A Paychex survey found that 50% of new hires were considering leaving their job nearly immediately after onboarding – and if they had a poor experience, that number skyrocketed to 80%.
It’s important to not think of preboarding as a separate entity, but instead as an essential element of your onboarding strategies. Think about it—your newest team member is likely wondering: What should I expect? Will I fit in? Who do I go to for questions? A strong preboarding process answers these questions before they’re even asked. It creates a smooth handoff from recruiting to initial training and makes new hires feel like they’re already part of the team.
In this post, we’re diving into three essential pillars of effective preboarding:
- How to help new hires feel connected and confident before they even log in
- How to streamline all the admin without overwhelming them – and yourself
- And how to keep communication flowing in a way that builds trust and excitement
Helping New Hires Feel Connected and Prepared Before Day One
Create a Personalized Welcome Experience
First impressions count — even before day one. Surprise your new hires with a personalized welcome package, whether it’s company swag, a handwritten note, or a short video message from their manager or other leadership. Personal touches show that you’re excited about them joining and set a warm, inviting tone. It’s a simple gesture that can instantly make new employees feel like they’re part of the team.
Provide a Clear Roadmap
Nothing builds confidence like clarity. Before their first day, share a first week onboarding schedule with as many details as you have about their early time on the clock. Include who they’ll meet, what training they’ll complete, and what early wins they can aim for. Bonus points if you include a visual guide to your company’s structure, mission, and team culture — the more they know upfront, the less overwhelming their first days will feel.
Offer Preboarding Learning Opportunities
Preboarding doesn’t have to be all paperwork and logistics. Offer optional learning resources like short videos, articles, or e-learning modules that give them a sneak peek into your industry, tools, or company values. Frame it as an exciting “get to know us” opportunity rather than an assignment — this way, new hires can explore at their own pace and arrive feeling knowledgeable and ready to contribute.
Facilitate Early Introductions
You don’t have to wait until the first team meeting to start building relationships. Invite new hires to a casual virtual coffee chat, introduce them in digital team channels like Slack or Teams, or share a fun “get to know you” email with some light-hearted questions. Early social touchpoints ease those first-day nerves and help new employees start forming connections before they officially clock in.
Streamlining Administrative Tasks to Improve the New Hire Experience
Go Digital with Onboarding Paperwork
Nothing deflates first-day excitement faster than a mountain of paperwork. Shift all your administrative forms—contracts, tax documents, NDAs—into a user-friendly digital platform. Let new hires complete these tasks at their own pace before they start, so their first day can be about connecting with people, not printing and signing. Bonus: It saves you time by automating delivery, sorting, and filing.
Provide a Preboarding Checklist
Clarify expectations and next steps at the beginning to cut down on confusion. A step-by-step checklist gives new hires confidence that they’re on track. Think essentials like setting up their email, reviewing IT policies, and preparing for their first meeting. Keep it simple, mobile-friendly, and celebratory—checking off tasks should feel satisfying, not stressful.
Clarify IT and Equipment Needs Early
If you’re a remote or hybrid workforce, the last thing you want is a new hire sitting at home without their company-provided equipment on day one. Remote employees are actually much more likely to experience poor onboarding experiences compared to on-site counterparts. Coordinate early with your IT and facilities teams to send out equipment and easy setup guides ahead of time. Include clear instructions for logging in, accessing systems, and knowing who to contact if anything goes sideways.
When you take the hassle out of paperwork and logistics, you give new hires the freedom to focus on what really matters — building relationships, learning, and feeling excited to dive in. Next up: how smart, human-centered communication can make all the difference in pre-boarding.
The Role of Communication in Preboarding — and How to Get It Right
Keep Communication Warm and Human
No one wants to feel like they’re just another name on a spreadsheet. Personal, genuine communication is key during preboarding. Yes, use automated reminders and technology to help you – but make sure that you’re not solely relying on them. Even automated or templated emails can sound warm, excited, and friendly! (Shh – no one has to know that you didn’t type every word yourself.)
Set Expectations Early
Help new hires feel grounded by clearly laying out what to expect before and during their first week. Cover basics like start times, dress code (or Zoom etiquette!), day-one activities, and key contacts. This goes beyond sending them home with the employee handbook – a verbal conversation or a 1:1 chat is key here. Setting clear expectations shows you respect their time and want them to hit the ground running without surprises.
Use Multiple Channels Thoughtfully
Meet new hires where they are. Some people prefer a quick Slack message; others appreciate a thoughtful email. Mix it up with a blend of channels—email for formal info, Slack or Teams for quick hellos, maybe even a welcome video for some extra flair. The goal is to stay visible and accessible without overwhelming them. Ask new hires for their communication preferences when you send them their offer letter so that you can use that method moving forward.
Create Opportunities for Two-Way Interaction
Preboarding isn’t just about pushing information—it’s about opening a conversation. Invite questions, encourage feedback, and offer ways for new hires to connect before their start date. Maybe it’s an informal Q&A session with their future team or a quick pulse check about how they’re feeling. When you listen early, you build trust that lasts.
Clear, purposeful, and intentional communication helps prepare new hires and win them over. However, the real magic of the pre-boarding process is when all of these strategies come together.
Turn Preboarding Into a Superpower
Preboarding isn’t just a “nice to have” addition to your existing onboarding strategies – it’s one of the smartest ways to boost retention, engagement, and early success. When you help new hires feel connected before they start, streamline the boring stuff, and keep communication clear and open, you create an experience that makes them excited to show up (and stick around).
The payoff? New hires who are more confident, more connected, and ready to contribute faster. This results in a quicker time to value, increased employee engagement, and decreased employee retention – all of which makes a difference on your organization’s bottom line.
If you haven’t reviewed your preboarding process in a while, now’s the perfect time. Start small: add one personal touch, digitize one admin task, or set up one friendly pre-boarding checklist. Small improvements can make a huge difference — and your future team will thank you for it.
Reach out to BizLibrary today to learn more about how we can help you transform your employee experience through training.
