What is preboarding and how does it work?

Have you ever hired someone for a job, only for them not to show up on their first day? If this sounds familiar to you, then preboarding could be the answer to your prayers.

With 1 in 5 new starters not showing up, it’s vital to do everything you can to excite your new hires and give them the confidence to start with your team.

What is preboarding?

Preboarding is the structured process of engaging and preparing new hires between job offer acceptance and their first working day, ensuring a smooth transition into their role and reducing first-day no-shows.

Key benefits of preboarding:

  • Reduces first-day no-shows

  • Boosts employee confidence

  • Speeds up training and onboarding

  • Strengthens company culture

The business case for preboarding

Not only does preboarding improve retention, but combining it with onboarding can also save businesses up to £3,000 per new hire. By reducing the need for expensive training courses, travel expenses, and lost productivity, companies can significantly cut costs. Additionally, employees who experience structured preboarding are more likely to feel valued and engaged, leading to higher job satisfaction and long-term commitment.

Why do companies use preboarding strategies?

Reduce first-day no-shows

A massive 83% of employers have experienced ‘ghosting’ from applicants, and 22% of candidates accept job offers but don’t show up. Preboarding builds an early emotional connection with new hires, making them feel welcome and valued before they even start.

Ease first-day nerves

Starting a new job can be daunting. Preboarding helps eliminate the fear of the unknown by introducing new hires to their colleagues, company culture, and job expectations before their first day. This can include virtual meet-and-greets, interactive training modules, and Q&A sessions with their future team.

Save time and speed up training

Preboarding enables new hires to begin learning before day one. This improves their time to competency and allows them to hit the ground running, reducing training time and increasing productivity. Companies that provide preboarding materials such as instructional videos, handbooks, and online quizzes help employees retain key information and perform better in their roles.

Boost confidence

Providing new starters with relevant information before their first day helps them feel more prepared and capable, preventing self-doubt and enhancing performance. By clearly outlining their responsibilities and expectations, employers can foster a sense of belonging and motivation among new employees.

How to create an effective preboarding process

1. Provide login details and an overview

As soon as the job offer is accepted, give new hires access to your preboarding platform. A welcome message could look like this:

“At [company name], we want all new starters to feel welcome and confident before their first day. That’s why we have the [company name] new starter app, available anytime on mobile, tablet, or desktop. Use it to learn about your team, your role, and what to expect.”

2. Start engagement four weeks before the start date

Gradually introduce information rather than overwhelming new hires. Consistent touchpoints keep them engaged and excited.

3. Structure your preboarding content

Four weeks before start date:

  • Send two messages: one explaining how to use the preboarding app, and another introducing their manager and team via a welcome video.

  • Provide a short company history and mission statement to help them understand the business values.

Three weeks before start date:

  • Share a job-relevant guide or article.

  • Direct them to a video about rewards and recognition at your company.

  • Introduce them to a peer buddy or mentor who can answer questions and offer support.

Two weeks before start date:

  • Send a countdown message and encourage them to complete a microlearning task.

  • Highlight upcoming company events or past celebrations to build excitement.

  • Provide a virtual tour of the office or workspace to familiarise them with their surroundings.

One week before start date:

  • Increase communication to three messages per week.

  • Provide a uniform checklist and first-day tips from a colleague.

  • Send a recognition badge for their engagement in preboarding.

  • Share an interactive quiz or fun fact sheet about the company culture.

The day before their first day:

  • Send a friendly message to reassure them and build anticipation.

  • Remind them of their first-day schedule, including key contacts and meeting times.

  • Provide a checklist of what they need to bring or prepare.

Additional preboarding best practices

Make it engaging

Use videos, quizzes, and gamified content to make the preboarding experience enjoyable and memorable. Interactive elements keep new hires engaged and excited about their new role.

Personalise the experience

Tailor preboarding materials to the individual’s role and department. A sales associate will benefit from different preboarding content than a software engineer, so ensure the information provided is relevant and practical.

Encourage feedback

Allow new hires to provide feedback on the preboarding experience so you can continuously improve the process. This can be done through short surveys or informal check-ins with hiring managers.

Align preboarding with company culture

Use preboarding to introduce new hires to the company’s values, traditions, and work environment. Share employee testimonials and success stories to help them feel connected to the organisation’s mission.

Frequently asked questions about preboarding

What is the difference between preboarding and onboarding?

Preboarding happens between job offer acceptance and the employee's first day, focusing on engagement and preparation. Onboarding starts on the first day and continues for weeks or months, helping employees fully integrate into their role and company culture.

How long should a preboarding process last?

Ideally, preboarding should begin as soon as an offer is accepted and continue up to the first day. The duration depends on the company’s needs, but a structured four-week approach is highly effective.

What are the best practices for preboarding new hires?

Best practices include sending engaging content, introducing them to their team early, providing access to training materials, and maintaining regular communication to keep excitement levels high.

Start preboarding your staff today

Want fewer first-day no-shows and more confident, prepared new hires? Preboarding is the solution. If you’d like to learn how our preboarding app can be tailored to your business, visit our contact page and send us a message.

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