How to Preboard Employees for Seamless, Effective Transitions

Effective preboarding makes new hires feel welcomed, informed, and prepared before their first day. It’s the important phase before onboarding, covering the first few weeks and months after a new hire’s first day.

This article will guide you through how to preboard employees, offering practical tips and a comprehensive preboarding checklist to streamline the process.

Whether preboarding remote or in-person new hires, these strategies will help you avoid common mistakes, foster engagement, and ensure a smooth and effective transition into your organization.

The key elements of a successful preboarding process

Successful preboarding involves several key elements that help new hires feel prepared, supported, and connected. Here are some essential practices to ensure an effective preboarding process:

Early communication and engagement

Regular communication between accepting an offer and starting a role builds trust and reduces first-day anxiety. Consistent touchpoints help new hires feel welcomed and informed, reinforcing their decision to join the company.

Send new starters personalized welcome emails with information on your organization’s history, values, and team structures. Share company swag and offer meet-and-greets with future colleagues to help your new hires feel like part of the team.

Providing necessary resources and information

Equip new hires with essential resources and information, including company policies, benefits and probation details, and job expectations during preboarding. Provide IT setup guides to help them feel prepared before they start.

Send documents like tax forms, employment contracts, non-disclosure agreements, and an employee handbook. Organize these for easy access through a centralized digital folder where new starters can view and sign forms conveniently.

A digital portal or welcome kit containing important resources, interactive training materials, and videos is also beneficial to familiarize new hires with company culture.

Assigning a buddy

Assign a buddy or mentor during preboarding to enhance new hire experiences.

Buddies offer guidance, answer questions, and provide insights into the company’s culture, easing the transition and helping new hires feel more connected before their first day.

Select a buddy who is knowledgeable about the role and the organization, enthusiastic about mentoring, and (ideally) from a similar department or role as the new starter. Schedule an introductory meeting and encourage regular check-ins to support the new hire.

A preboarding checklist for HR specialists

A structured approach to preboarding ensures a smooth and effective process. Here’s a comprehensive checklist of what to complete before a new hire’s first day:

Check 1: Send a welcome email

• Create a personalized “welcome to the team” email template for managers and team leaders
• Include a welcome note from leadership and an introduction to company culture
• Provide key information such as the new hire’s role, start date, team contacts, and a brief outline of what to expect during preboarding
• Send a guide on company culture or invitations to company events to familiarize the new hire with the organization’s values
• Send the email 1–2 days after the offer acceptance

Check 2: Set up necessary paperwork and accounts

• Provide access to pre-employment paperwork (e.g., tax forms, contracts, NDAs), ideally through a digital portal
• Ensure deadlines are clear, and set up automated reminders for document completion
• Arrange the creation of new hire accounts for email, company systems, and all necessary tools at least one week before the start date
• Ensure all documents are signed and that accounts are ready at least three days before the new hire’s first day

Check 3: Schedule orientation and team introductions

• Draft an agenda for the new hire’s first week, including HR orientations, IT setup, and introductions with key stakeholders
• Schedule virtual meet-and-greets or team lunches during the preboarding phase to build rapport early
• Communicate the schedule to the new hire at least one week before they start

Check 4: Assign a buddy or mentor

• Select a buddy or mentor for the new hire, ensuring they are familiar with the role, are interested in being a buddy or mentor, and are approachable
• Ensure the buddy is prepared to provide role-specific guidance and cultural insights
• Schedule an introductory meeting between the buddy and the new hire before the start date
• Encourage regular touchpoints between the buddy and the new hire during the preboarding phase, starting 1–2 weeks before the first day

Check 5: Prepare IT and workspace setup

• Coordinate with the IT department to prepare all equipment (e.g., laptop, phone) and software for the new hire
• Verify the work area or virtual setup for remote employees, ensuring it aligns with the new hire’s preferences and job requirements
• Confirm all equipment is delivered or set up at least three days before the new hire’s start date

Check 6: Create a preboarding timeline

• Develop a timeline for key preboarding activities, including when paperwork is due, when accounts will be set up, and when key meetings are scheduled
• Stagger document and resource sharing over several days to prevent information overload
• Use automated reminders or calendar invites to keep both the new hire and internal teams on track
• Ensure all major preboarding steps are completed 1–2 days before the new hire’s first day

Check 7: Maintain ongoing communication

• Schedule regular check-ins with the new hire during the preboarding phase to address any questions or concerns
• Set up weekly check-ins with the new hire until their start date
• Use tools like surveys to gather feedback on preboarding experiences to identify areas for improvement
• Ensure the buddy, HR, and managers are available for additional support, with ongoing communication starting one week before the start date
• Send a post-preboarding survey or conduct a quick interview after the first week to gather feedback on the preboarding experience

How to customize the checklist for different roles

Customizing the preboarding checklist for different roles or departments provides new hires with the most relevant support and resources. Here are three examples:

Preboarding tips for better new hire experiences

Here are some tips to ensure your preboarding process enhances your new hire’s experience and sets them up successfully:

1. Keep it simple

Avoid overwhelming new starters with too much information. Stagger preboarding tasks, such as paperwork and introductions, over several weeks. Ensure each step is manageable and assign a clear point of contact for questions and support.

2. Provide a glimpse of their first week

Share a preview of the first week, including key meetings, HR orientations, and introductions with team members. This will help new hires prepare mentally and set clear expectations for their first few days.

3. Incorporate your company culture

Personalize preboarding to reflect company values by sending new hires company swag, organizing casual meetups, or arranging virtual introductions. These make new hires feel welcome and provide an early introduction to the company’s culture.

4. Schedule informal meetings

Set up informal meetings or virtual coffees between new hires and their managers or buddies to help ease first-day nerves and build rapport.

5. Make it engaging

Engage new hires using interactive elements, such as onboarding videos, virtual team-building activities, or welcome messages from senior leaders. Tailor these to the new hires’ interests to enhance engagement and make preboarding more enjoyable.

6. Regular check-ins

Maintain consistent communication through regular check-ins or virtual touchpoints to keep new hires informed and supported through preboarding.

7. Start early

Initiate preboarding as soon as the offer is accepted. Provide essential information and share company-related content, building excitement and reinforcing the new hire’s decision to join the company.

8. Alleviate uncertainty

Help curb first-day jitters by completing admin work early and offering opportunities to meet team members and learn about the company’s culture, easing any concerns that new hires may have.

9. Leverage technology

Use preboarding apps or digital platforms to automate communication and provide resources in a staggered manner, helping to maintain consistency, particularly when onboarding multiple new hires at once.

10. Customize preboarding

Tailor the preboarding process to specific job roles.

For example, marketing employees may benefit from early access to branding resources and social media tools. At the same time, senior leadership roles may require introductions to key stakeholders and strategic planning documents.

11. Collect and act on feedback

Gather feedback from new hires on their preboarding experiences using surveys, one-on-one interviews, or informal conversations. Gather insights and identify areas for improvement to create better preboarding experiences for future new hires.

Additional tips for remote new hires

Remote new hires require extra attention to feel engaged and connected despite their remote locations. Here are some additional tips for remote new hires:

1. Offer virtual office tours and introductions

Virtual tours are a great alternative to in-person tours, including guided video tours, virtual introductions to key team members, and virtual meet-and-greets. These create a welcoming environment for remote new starters.

2. Send a remote work starter kit

Equip remote new starters with a remote work starter kit containing office supplies, ergonomic equipment, guides on remote work practices, and other resources relevant to remote roles.

3. Facilitate informal virtual socializing

Schedule informal virtual meetups, such as coffee chats or virtual team-building activities, to provide remote new starters with relationship-building opportunities. These help foster a sense of belonging regardless of a new hire’s location.

Examples to illustrate our preboarding tips

Here are some examples of how to bring the preboarding tips to life:

1. Personalized preboarding through virtual coffee chats

At growing tech companies, pair each new hire with a buddy before they start. Schedule virtual coffee chats to introduce new hires to key team members and provide additional insights into company culture. This helps new hires feel connected and provides opportunities to ask questions before starting.

2. Customized role-specific preboarding

At digital marketing agencies, customize preboarding based on each new hire’s department. Creative new hires, for instance, can receive early access to design tools, templates, and brand guidelines, while sales new hires can be introduced to key product resources and customer success strategies.

3. Interactive onboarding platform

For multinational companies, use preboarding apps to engage new hires before they start. Includes videos from the CEO, virtual office tours, and customizable preboarding timelines. Invite new hires to provide feedback through the app, ensuring managers receive valuable insights for improving future new hire experiences.

Common preboarding mistakes to avoid

Pay attention to these common preboarding mistakes that detract from a positive, seamless experience for new hires:

Inadequate communication

Failing to maintain regular communication during preboarding can lead to feelings of uncertainty and disengagement. Without proper touchpoints, new hires may feel disconnected, unprepared, and demotivated, culminating in a negative first-day experience.

Combat this by creating a structured communication plan that:

• Sends regular updates to your new hires, keeping them informed about their upcoming roles and what to expect
• Offers opportunities to ask questions
• Engages new hires through personalized messages
• Schedules check-ins and meetups to help build rapport

Use a digital portal or automated email sequence to streamline communications and help new hires feel valued and excited about joining the company, providing a smoother role transition.

Information overload

Bombarding new hires with too much information can be confusing and overwhelming. New hires may struggle to retain important details or feel unprepared and anxious about their new roles when this occurs.

Instead, pace the flow of information, including documents, policies, and resources, in manageable chunks. Start with high-priority tasks, like paperwork and job expectations, and gradually introduce more complex materials, such as company culture and IT setup.

Consider using a digital portal to distribute materials in a staggered manner, helping new hires stay engaged and informed without feeling overwhelmed.

Lack of personalization

Treating all new hires the same without considering individual needs or roles leads to disengagement and a lack of connection with the new company.

Address this by personalizing preboarding and tailoring the process to each new hire’s department, work style, or specific job requirements. Technical roles may require more emphasis on IT setup and systems access, for instance. In contrast, managerial roles may benefit from early leadership courses and meetings with key stakeholders.

Also, address the needs of remote vs. in-office new hires. Remote employees may need extra support with virtual tools and cultural integration, while in-office employees could benefit from in-person meetups or office tours.

Measuring the success of your preboarding process: Methods

Measure the success of your preboarding programs to support continuous improvement and ensure they meet the needs of your new hires at your organization. Gather and act on the following:

How to collect data and feedback

Gather feedback from your new hires to identify areas for improvement. Understand how your preboarding support and resources are perceived to help refine the program and enhance future experiences.

Send short, targeted surveys post-preboarding to collect feedback on how well-prepared your new hires felt before they started. Ask about communication, resources, and overall satisfaction to provide insights into what worked well and what didn’t.

Consider one-on-one interviews for deeper insights and a more personal understanding of preboarding experiences. Combine quantitative survey data with qualitative insights to form a well-rounded view of your preboarding’s overall effectiveness.

How to act on the data/feedback

Once you’ve collected feedback, use its insights to refine and improve proboarding. Identify common themes or areas where new hires felt less supported and address them in future preboarding phases. If communication was an issue, implement more regular check-ins or automated updates.

Ensure your preboarding program remains aligned with your company’s culture and business goals by periodically reviewing it. Update your resources and messaging as company values shift or new strategic objectives arise. Involve key stakeholders, including HR and department leads, to ensure the preboarding experience stays relevant and supports broader organizational goals.

Leverage Deel for scalable and effective preboarding

Deel Engage provides powerful tools for enhancing and streamlining your preboarding and onboarding processes, including:

• Customizable pre- and onboarding workflows: Create tailored preboarding workflows based on specific roles—include automated tasks, preboarding checklists, and schedule personalized introductions to provide new hires with a structured and relevant preboarding experience
• AI-powered training: Develop interactive training modules using AI, track new hire progress, and provide early access to essential learning materials to get new hires up to speed before they start
• Interacting content: Incorporate engaging welcome videos, virtual office tours, and quizzes to introduce new hires to company culture and facilitate a smooth transition
• Continuous feedback and improvement: Collect feedback to gather insights on new hire preboarding experiences and use them to refine your process and meet evolving needs
• Free HRIS: Deel HR, our global HRIS solution, is always included for free

Book a demo to discover how we can help you build a structured preboarding experience that fosters connection, reduces uncertainty, and sets up your new hires for success.