Congratulations! Your new hires have signed their job offers. Now there’s a waiting period while they wrap things up at their old jobs and/or take time off before they start. How do you ensure they stick around till Day 1? Enter preboarding, a crucial yet often overlooked phase that bridges the gap between job offer acceptance and the first day on the job. Let's explore what preboarding is, why it's essential, and dive into best practices to keep your new hires excited before Day 1.
Quick Links
- What is Preboarding, or Pre-Onboarding?
- Preboarding vs. Onboarding
- Why is Preboarding Important?
- 8 Tips to Keep Your New Hires Engaged During Preboarding
- Automate Your Preboarding With a New Hire Readiness Platform like Symba
What is Preboarding, or Pre-Onboarding?
Preboarding, also referred to as pre-onboarding, is the critical phase that occurs between the moment new hires sign their job offers and their official start dates.
Preboarding might be a couple days, a week or two, or even a few months, depending on how long your new hire needs to provide notice to their current employer, or finish school if they’re a new grad. There might be other extenuating personal or professional circumstances that affect how long the preboarding period lasts.
Preboarding vs. Onboarding
Onboarding is the process and experience of getting new employees integrated into the company and prepared to succeed as both an individual and team member. It encompasses everything from paperwork and enrolling in benefits to training, integrating into company culture, building camaraderie with coworkers, and more. Onboarding isn’t just a moment in time; it’s a journey.
While many people often think of onboarding as beginning on Day 1, preboarding is actually the initial phase of onboarding, and one that should not be skipped. If you think about onboarding as a timeline, preboarding happens from the moment someone accepts their job offer to Day 1 on the job, and the rest of onboarding can carry on for up to a year or even more.
Why is Preboarding Important?
According to a recent Gartner survey, a staggering 50% of respondents that accepted job offers subsequently backed out before their scheduled start dates. Additionally, 35% of candidates reported receiving four or more job offers during their last job search. The survey also revealed that even after accepting a position, 47% of candidates remained open to other job offers, with 42% believing they could find a better job if they continued their search. These statistics underscore the fragility of the post-acceptance period.
New hire reneging can also be costly. The average cost for hiring an employee is just under $5000, and scales up with more experienced hires; the average cost-per-hire for executives is $28,329. There’s not just a monetary cost associated with rehiring. Recruiters, the hiring manager, and other team members involved in the process now have to spend additional time sourcing and interviewing new candidates, conducting additional background and reference checks, and more.
Preboarding acts as a preemptive measure against the costly consequences of turnovers, while simultaneously laying the foundation for a positive and engaging relationship with your new hires, establishing brand affinity and building community before they even start. By leveraging this phase effectively, companies can reduce the risk of losing top talent, instill a sense of excitement in their new hires, and cultivate a positive perception that extends beyond Day 1.
8 Tips to Keep Your New Hires Engaged During Preboarding
Send a Welcome Package and Message
A well-crafted welcome package and message can set a positive tone for your new hires’ journey with your company. As soon as they accept their job offers, make sure you extend a warm welcome via email, text, and/or phone call. Consider including a welcome video from your CEO or leadership team, introducing the company culture and expressing excitement about their upcoming journey. You should also collect their addresses as soon as possible and send a welcome gift package. In addition to company swag, playful items like a Dammit Doll or Piñatagram can infuse an element of fun. For more ideas, check out Snacknation's list of 42 new employee welcome kits.
Start Paperwork Early
Prevent Day 1 from turning into an overwhelming administrative marathon by commencing paperwork and orientation tasks early in the preboarding phase. Share the company handbook, policies, and any relevant procedures well in advance. This not only allows new hires to familiarize themselves with the company's operational framework but also sets the stage for a smoother onboarding process. Provide answers to frequently asked questions (FAQs) that new hires commonly have, addressing any potential concerns before they arise. Furthermore, consider assigning small, manageable onboarding tasks to new hires ahead of time like signing an NDA or evaluating insurance options. This not only helps in gauging their engagement but also encourages a proactive and participatory mindset.
Involve Immediate Team Members
Integration into the team is a critical aspect of successful preboarding. Foster a sense of belonging by involving the new hires' immediate team members from the get-go. Record a personalized video from the team, allowing each member to introduce themselves and share insights into their roles and fun facts. For in-person positions, you could arrange a team lunch if the preboarding period is long to encourage in-person interactions before Day 1. Additionally, pair new hires with a department buddy who can serve as their go-to resource for non-HR-related questions. This proactive approach not only aids in acclimatization but also establishes a support system within the organization.
Build Community
Encourage new hires to introduce themselves to the broader company community through pre-recorded video messages or written blurbs. These introductions can then be featured alongside a link to their LinkedIn profile in an HR newsletter, shared across internal communication channels, or posted on the company intranet so current employees can learn more about their incoming colleagues and say hi. In cases where multiple new hires are starting around the same time, you could organize a virtual or in-person meet-and-greet session just for them. This facilitates camaraderie among the new cohort and provides an informal platform for networking.
Introduce Employee Resource Groups (ERGs)
Another way to integrate new hires into the company prior to Day 1 is to introduce them to your employee or business resource groups. This can be a powerful way to foster belonging from the get-go and show new hires that the company promotes an environment where employees can come as their authentic selves and cares about diversity, equity, and inclusion.
Share Schedules in Advance
Provide your new hires with a sneak peek into their Week 1 schedules. This not only helps them mentally prepare for their initial days but also enables them to plan accordingly for commutes, any doctor’s appointments, caretaker responsibilities, etc. Collaborate with their respective teams to gather insights into any specific trainings, projects, or activities planned for the first week. By sharing this information in advance, you contribute to a sense of transparency and organization.
Send an Email/Text the Night Before Day 1
It’s the night before your new hires start! Send a friendly email or text as a gentle reminder of what to expect on their first day and to make sure they have everything they need. This communication is especially crucial for remote roles, ensuring that their tech infrastructure is ready to go. Confirm that necessary tools are downloaded, and provide clear instructions on when and where to log in to kick off their first day. For in-person roles, offer details on arrival times, entry procedures, and any check-in processes with front desk or security personnel. Most importantly, get them excited
Conduct a Survey After Day 1
The post Day-1 survey serves as a valuable feedback mechanism to assess the effectiveness of your preboarding efforts. By understanding new hires' perspectives and experiences, you gain insights into what worked well and areas for improvement. Pose questions about the overall preboarding process, elements that got them excited about the company, and any suggestions they may have. Use this feedback to implement changes and enhancements, ensuring a continuous cycle of improvement for future preboarding initiatives.
Automate Your Preboarding With a New Hire Readiness Platform like Symba
Provide Access to Resources Before Day 1
Most corporate tools remain inaccessible until Day 1, posing a challenge for new hires eager to prepare. Symba addresses this gap by serving as the home base for new hires as soon as they accept their job offers. Our platform can acts as a repository of essential resources, including onboarding checklists, the company handbook, insurance information, and other relevant documents. By granting early access to these resources, Symba empowers new hires to navigate the preboarding phase with confidence and familiarity.
Automate Preboarding Workflows with Symba Journeys
Efficiency and consistency are paramount in preboarding. Symba Journeys enable the automation of preboarding workflows, such as sharing paperwork, facilitating community building, and more, allowing you to schedule touchpoints like emails, events, and surveys at strategic intervals. By automating these processes, you not only keep new hires engaged but also ensure they receive the right information at the right time. This streamlined approach reduces manual work, minimizes the risk of oversight, and contributes to a seamless preboarding experience.
Data and Visibility
Informed decision-making requires insights, and Symba provides the data and visibility needed to gauge new hire engagement effectively. Track key metrics such as platform logins, event RSVPs, and email interactions to gain a comprehensive understanding of your new hires' interactions with your preboarding experience. Additionally, utilize surveys within Symba to gauge new hire sentiment and gather feedback. This data-driven approach equips you with the tools to continuously refine and enhance the preboarding experience, ensuring it aligns with the evolving needs and expectations of your new hires.
Preboarding is the secret sauce to keeping your new hires engaged, excited, and committed even before they step through your office doors, or login online on Day 1. Implementing these best practices and leveraging a new hire readiness platform like Symba ensures a seamless journey from job offer to productivity.
