Ensuring an amiable and engaging pre-onboarding process has become a pivotal part of employee engagement from the onset of their journey with the organization.
This phase, occurring between offer acceptance and the first day of work, helps new hires transition smoothly into their roles and the company culture.
By mastering best practices in pre-onboarding, you as the HR professional can help the new hire navigate their first-day at the workplace and create a strong foundation for long-term success.
In this blog post, we’ll explore what the pre-onboarding process is, the steps involved, its benefits, potential challenges, and how companies can optimize it for the best outcomes.
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What is the Pre-Onboarding Process?
The pre-onboarding process occurs between the time when a candidate accepts a job offer and when they officially begin their employment. It’s a strategic phase that allows companies to connect with new hires, provide essential information, and set clear expectations before the official onboarding starts.
Unlike traditional onboarding, which begins on the first day of work, pre-onboarding focuses on early engagement. This can include signing paperwork, setting up access to systems, and helping employees become familiar with the company’s culture.
Today, with the rise of hybrid and remote work models, pre-onboarding has become more key to ensuring employee engagement than ever before. This makes the new employees feel welcomed and supported from the moment they accept the offer, making the process a crucial part of the hiring phase for the right hires.
The Steps in Employee Pre-Onboarding Process
A well-structured pre-onboarding process can significantly improve the employee experience. Below are the key steps and components of an effective pre-onboarding process in contemporary times:
1. Initial Communication
After a candidate accepts the job offer, the first step is to send a warm, personalized welcome. This could be an email or even a video message from the hiring manager or a senior executive. The goal is to make the new employee feel appreciated and excited about joining the team.
An example could be an organization sending a personalized email from a department head welcoming the new hire to the team. They may include a brief overview of what they can expect during their pre-onboarding period with the email as well.
Another example might include sending a short, informal video introducing the new hire to the team and sharing a glimpse of the office culture.
This communication should also outline what the new hire can expect in the coming days and weeks, offering clarity on the next steps.
2. Administrative Tasks and Paperwork
One of the key objectives of pre-onboarding is to complete all necessary paperwork and administrative tasks before the employee’s first day. Nowadays, digital platforms have simplified this process.
Using tools like DocuSign or Adobe Sign, you can now ensure documents like tax forms, employment contracts, and NDAs are signed electronically. This can save time and reduce the risk of human error.
For instance, the HR person could provide new hires with a digital checklist of all the required forms they need to complete, from tax documentation to direct deposit details. These can be signed and submitted electronically within a few days.
You can also use an internal HR portal where employees can log in, upload their identification documents, and complete compliance paperwork. This system automatically tracks which forms are pending, reducing manual follow-ups by HR.
3. Tech and Tool Setup
Providing access to essential tools and technology is a critical part of pre-onboarding. It ensures that the employee has everything they need to start work smoothly from day one. This step can include:
- Proving desk
- Ensuring stationeries
- Setting up email accounts,
- Providing login credentials to company systems,
- Shipping any necessary devices like laptops or phones.
For remote employees, this might also involve sending detailed instructions on how to set up home office equipment or scheduling a virtual IT support session. They may or may not receive office laptops or devices.
An engineering firm, for instance, might send login credentials and a guide to the internal project management tools, such as Jira or Nifty, allowing the employee to explore the platform and get familiar with their workflow ahead of time.
4. Pre-Onboarding Resources
Providing new hires with access to pre-onboarding resources, such as training materials, company handbooks, or e-learning platforms, can help them prepare for their new role. These resources allow new employees to become familiar with the company’s policies, procedures, and culture at their own pace.
You might offer access to LinkedIn Learning library, where new hires can take courses on company tools, leadership skills, or industry knowledge. This gives them a head start on understanding the technology and environment they’ll be working in.
You can also provide an employee handbook that outlines key company policies, dress codes (if applicable), leave policies, safety protocols, etc. in advance. New hires can review this document before their first day to better understand workplace expectations.
5. Cultural Integration
Pre-onboarding is an excellent way to start integrating offered candidates into the company culture as employees. This can be done by providing information about the company’s values, mission, and history. Some firms also organize virtual coffee chats or meet-and-greets with team members to foster early relationships.
Your HR team might share videos about the company’s commitment to sustainability and social responsibility, giving newly joined recruits a deeper understanding of the company’s mission and values.
In fact, a recent survey states, that more than 55% of organizations offered a virtual onboarding process in 2023
6. Setting Expectations
Setting clear expectations is something extremely essential for a successful pre-onboarding process.
Before the new joiner officially starts, it’s helpful to outline their responsibilities, performance goals, and what they can expect in the first few months. This can include scheduling a one-on-one meeting with their manager to discuss their initial projects or responsibilities.
One thing you can do is provide a detailed 30-60-90 day plan for new employees, outlining key milestones and objectives they should aim to achieve within their first three months. This sets a clear path for success and eliminates any ambiguity about early performance expectations.
For instance, an organization might schedule a pre-start meeting between the new hire and their direct supervisor to discuss specific goals for the first few weeks. This gives the new hire a head start on understanding their role and getting clarity on any immediate priorities.
Benefits of the Process
A well-designed pre-onboarding process brings several benefits to both the company and the new hire. The process helps create a positive image of the organization to the new hire, if done correctly. Let’s look at some major benefits of the pre-onboarding process:
✅ Increased Employee Engagement
Pre-onboarding allows companies to engage with new hires early, building excitement about the role and reducing the risk of “cold feet.” Early engagement helps new employees feel valued and connected to the company.
✅ Smoother First Days
Completing administrative tasks before day one allows employees to focus on learning their role and building relationships, rather than getting bogged down with paperwork.
Submission of required documents is often a bit of a hassle for the new employee when they are trying to kickstart and adjust to their new role. Thus, it’s best to collect their personal file documents before onboarding.
A recent report by AIHR, A strong preboarding process can increase new hire retention by up to 82% while minimizing the number of non-starters.
✅ Improved Retention
By ensuring that employees feel welcomed and prepared, pre-onboarding helps reduce the likelihood of early turnover. Engaging new hires early makes them more likely to stay with the company for a longer period.
✅ Alignment with Company Culture
Pre-onboarding offers an opportunity to introduce new employees to the company’s culture, values, vision, and expectations. This helps them align with the organization’s mission and feel part of the team from the start. This helps to reduce reluctance of communication and interaction to a good degree.
✅ Efficiency in Role Readiness
Providing access to tools and training materials before the first day ensures that new hires can hit the ground running. This not only boosts their confidence but also shortens the time it takes to get fully productive.
Challenges of the Process
While the pre-onboarding process offers many benefits, it also presents some challenges that need to be addressed. Companies need to be aware of these potential issues to ensure a smooth and effective process. Let’s take a closer look at the major ones:
🔴 Information Overload
One common challenge is bombarding new hires with too much information at once. A flood of emails, documents, and tasks can overwhelm new employees, making it difficult for them to absorb what’s important. You don’t want your new joiners to feel overloaded before even starting out work.
🔴 Inconsistent Communication
If communication during pre-onboarding is sporadic or unclear, it can lead to confusion and frustration for the new hire. You must ensure the communication is clear, concise, and accurate. Regular updates and a structured communication plan can help avoid these issues.
🔴 Technology and Access Issues
Delays in setting up access to company systems or issues with equipment can create friction in the pre-onboarding phase. This is especially relevant for remote employees, who may rely on timely delivery of tech tools. You should have the devices ready for the new hires at least a week earlier, so that any unseen or spontaneous issue can be taken care of.
🔴 Cultural Disconnect in Remote or Hybrid Settings
For remote and hybrid employees, pre-onboarding can lack the personal touch of in-office introductions. Companies must work harder to build a sense of belonging and ensure that virtual activities are as engaging as in-person ones.
Summing Up
The pre-onboarding process in today’s time is a critical phase that sets the foundation for a successful employee journey. By properly ensuring communication, handling administrative tasks efficiently, and focusing on cultural alignment, companies can create an engaging and welcoming experience for new hires.
While there are challenges, such as information overload or technology issues, mastering best practices can help overcome these hurdles and ensure that new employees feel prepared, valued, and excited to join the team.
By investing in a thoughtful and structured pre-onboarding process, organizations can boost employee engagement, enhance productivity, and improve long-term retention.
And, to learn about more ways to enhance employee engagement workplace productivity, check out yosuite.ai/blog.
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