Pre-onboarding - See how you do it the best way

How to deliver effective pre-onboarding

Pre-onboarding is the first and an important step in the employee onboarding process, as it helps new hires feel welcome, prepared and excited to start their new role. It also contributes to the overall engagement piece.

Here are some tips to optimise your pre-onboarding process:

1. Start early: The pre-onboarding process should begin as soon as the employee accepts the job offer. This shows the new hire that you are excited to have them on board and are committed to providing a smooth onboarding experience

2. Provide relevant information: Provide the new hire with information that is relevant to their role, such as company policies, benefits information and job responsibilities. This information will help the new employee feel prepared and confident in their new role

3. Communicate frequently: Regular communication with the new hire during the pre-onboarding process can help build a relationship and create a positive experience. You can communicate via email, phone, or video chat to answer any questions they may have and provide updates on the onboarding process

4. Assigning a mentor or buddy: The new hire can feel supported by providing them with a go to person for questions or concerns

5. Personalise the experience: Take the time to learn about the new hire's interests and goals and incorporate this into the pre-onboarding experience. This can include personalised welcome messages, virtual tours of the company or introductions to team members

With this framework you are ready to make an implementation plan.

Timeline for pre-onboarding

The timeline for pre-onboarding can vary depending on the company's onboarding process and the complexity of the new hire's role.

However, here is a general timeline for pre-onboarding that you may use:

 

1. After the job offer is accepted: Start pre-onboarding as soon as possible after the job offer is accepted. This can include sending a welcome email, providing information on the next steps, requesting any necessary paperwork and completing any security checks

2. Two weeks before the start date: Send a pre-onboarding package that includes information about the company, the new hire's role, benefits and any relevant policies or procedures

3. One week before the start date: Schedule a virtual meet and greet with the new hire's manager, mentor or buddy and any team members they will be working closely with

4. Three days before the start date: Send a reminder email with the new hire's schedule for the first week, including any virtual or in person meetings, training sessions or orientation activities

5. First day: Start the onboarding process with a warm welcome and introductions to the team. Provide a tour of the office (if applicable) and review any necessary paperwork and policies

Once the new hire officially starts on their first day, the onboarding process begins, which typically involves more hands on training, orientation and introductions to the team and company. During onboarding, the new hire will learn about their specific job responsibilities, receive training on company processes and systems and begin to integrate into their team.

While there is a clear distinction between pre-onboarding and onboarding, it's important to remember that the entire onboarding process is a continuous experience that can last for weeks or even months. The goal is to create a seamless transition for the new hire into their role, and this requires ongoing communication, support and training beyond the first day.

When is an employee onboarded?