Preboarding: The Start of a Successful Onboarding Journey 

In today’s dynamic corporate world, the employee experience begins even before their first day on the job. This concept forms the foundation of preboarding, a crucial first step in the onboarding process for new employees. While onboarding as a whole often receives more attention, preboarding has gained prominence for its ability to prepare employees for work, significantly enhancing their experience from the moment they are hired. In this post, we’ll discover exactly what preboarding is and how it contributes to organizational success.

What is Preboarding and Why is it Fundamental to the Employee Experience?

Preboarding refers to the period of preparation between the point when a new employee is hired and their first day of work. This stage is critical for ensuring the employee starts their journey in the best possible way, in line with the culture and expectations of the company they are joining.

During preboarding, the company’s responsibility is to provide valuable information about internal processes, the various professional tools the employee will use, and even its organizational culture. This process fosters deeper employee engagement with the rest of the team, facilitating a smoother transition on the day they finally join.

Preboarding vs. Onboarding: key Differences and How to Combine Them for a More Successful Process

While the terms preboarding and onboarding are often confused, they play distinct roles in the overall onboarding process. At the same time, these two phases also complement each other:

• Preboarding: This is the period before the employee’s first day of work, with a focus on equipping them with the information and tools they’ll need for their arrival.
• Onboarding: Onboarding, on the other hand, begins on the first day of actual work and covers the formal integration process, including training, introductions, and continuous follow-up with the new employee.

How to Combine the Two Phases for an Effective Process

Advance Planning

In order to ensure your new hires have a seamless start, it’s crucial to meticulously plan the preboarding process. Providing them with all the essential information before their first day will minimize the time spent on paperwork during onboarding.

A Smooth Transition 

Merging preboarding with onboarding helps to create a seamless transition between the two. Any insights gained during preboarding will allow employees to dive straight into strategic tasks more efficiently during onboarding.

Continuous Engagement 

From the onset of onboarding, it’s vital to keep new employees fully engaged with your company’s culture and core values. Preboarding lays the groundwork for this level of engagement, enhancing the effectiveness of the entire onboarding process.

WHITEPAPER

How to create an effective online onboarding plan

Download whitepaper

The Benefits of Preboarding for Engaging and Retaining New Employees

A well-structured preboarding strategy not only enriches the new hire experience but also boosts long-term employee retention and engagement. Companies that equip their teams with vital resources before the first day are more likely to see greater motivation and commitment in the long run.

Below, we highlight the biggest benefits of preboarding and its transformative impact on the whole onboarding process.

Reduces Uncertainty and Improves First Impressions

A new hire’s career expectations will be shaped by their first interactions with your company. Preboarding can addresses common uncertainties by offering key information early, for example on:

• Internal procedures and company policies.
• The tools and platforms employees will be using.
• Role expectations within the team.

Strengthens Corporate Culture from Day One

Integrating employees into a strong company culture from the beginning is key to retaining talent. Preboarding familiarizes new hires with the company’s core values, mission and vision – even before their first day.

By leveraging resources like internal videos, engaging materials and welcome messages, companies can clearly communicate their identity and foster a sense of belonging from the start. This helps to prevent cultural clashes and ease the adaptation process.

Accelerates Productivity Through Early Training

Providing early training opportunities and materials during preboarding can greatly accelerate the acclimatization phase. Early training might include:

• Guides and tutorials on essential tools and software.
• Introductory training on key company processes.
• Simulations or practice scenarios to immerse the employee in their new role.

Enhances Team Connection and Starting Motivation

Getting started in a new job can be daunting, especially in remote or hybrid settings. Preboarding can facilitate a stronger team connections before the first day through:

• Virtual meet-and-greets with the team.
• Personalized welcome messages.
• Informal chats or meetings with colleagues.

By adapting these elements to the expectations and cultural nuances of the U.S. workforce, companies can create a satisfying onboarding process that not only welcomes new employees but also sets them up for success from the very beginning.

The Key Phases of Preboarding: What to Do Before the First Day

Creating an effective preboarding isn’t just down to luck; it’s a strategic approach designed to ensure a seamless and positive experience for new hires from the moment they receive the job offer. Breaking the process down into well-defined stages will help to make the transition smoother.

So, let’s dive into the key phases of preboarding, and see how each part contributes to a more productive start to the new hire’s journey.

From Offer to Acceptance: Initial Steps of Preboarding

Preboarding kicks off the moment a candidate says ’yes’ to a job offer. This phase is vital for laying a strong foundation and ensuring that the new hire feels appreciated and confident in their decision.

Communication Before Day One: Building a Connection with the Team

Before their first day, ​it’s natural for ​new hires​ to​​​ feel a bit nervous about their new work environment and colleagues. Keeping communication open​ and relaxed​ during this time ​will ​help​ them to​​​ foster a ​better ​connection with the team and​​ company​​ culture.

Initial Training and Access to ​Key​​​ Resources

Giving new hires access to ​the right ​information and tools before their start date ​can ​speed​​ up​​ adjustment ​time ​and boost​​ productivity. Plus, it helps ​them to ​avoid information overload in those crucial first days.

Final Steps Before the First Day: Setting Expectations and Extending a Warm Welcome

As the official start date approaches, it’s important to reinforce expectations and ensure ​that ​everything is ready for the​ new employee’s ​​​ arrival.

How to Design an Effective Preboarding Process with isEazy Engage

Creating an successful preboarding process requires organization, open communication, and easy access to key information. With isEazy Engage, businesses can transform this crucial first step into an interactive and engaging digital experience, ensuring new hires are fully prepared and motivated for their first day.

Digitize Preboarding with an Interactive Platform

Technology is a key ingredient in bringing new talent onboard, especially when it comes to geographically scattered teams or hybrid work models. isEazy Engage makes it possible to create a dynamic digital environment where employees can find everything they need to kick-start their journey:

• Mobile access so they can consume content from anywhere.
• Push notifications for key reminders and updates.
• Direct and efficient communication with managers and team members.

Personalize the Onboarding Experience by Role and Company

Every employee has their own unique needs when starting a new job. With isEazy Engage, you can tailor the preboarding process according to job role, industry or location:

• Role-Specific Content and Training
• Personalized Welcome Messages from Team and Managers
• Customized Schedules for Each Preboarding Stage

Simplify Documentation and Administrative Processes

Starting a new position should be an exciting step, and not bogged down by tedious paperwork. isEazy Engage centralizes and streamlines all key documentation.

• Document Uploads Direct to the Platform
• Digital Contract and Form Signing
• Easy Access to Company Policies and Guides

Engage Employees with Gamification and Dynamic Content

Enhance the preboarding experience with engaging, interactive content through our app’s gamification features, plus microlearning, and multimedia options.

• Microlearning Through Videos, Podcasts and Quick Quizzes
• Gamification to Motivate and Reward Engagement
• Challenges and Tests to Reinforce Key Information

Get Started Today: Revamp Your Preboarding with isEazy Engage

Preboarding is a crucial step in providing an effective onboarding and creating a standout employee experience. With isEazy Engage, you can make this process dynamic, personalized and stress-free.

Request a demo today and see how the right technology can transform your preboarding experience!