For many companies, onboarding doesn’t begin until the day a new employee starts work. But the employee journey actually begins earlier—as soon as the employment contract is signed.
The period between signing the contract and the first day of work is called preboarding. When done right, this phase can help ensure a smoother, more predictable, and more professional start.
Good preboarding doesn’t have to be complicated. It often comes down to simple steps: clear information, good structure, practical preparation, and a sense of being welcomed.
What is preboarding?
Preboarding is the phase from the time a new employee signs their employment contract until their first day on the job.
During this period, the company can provide useful information, answer common questions, and build an early relationship. This may include practical details, an introduction to the company, its values, the workday, health, safety, and the environment (HSE), equipment, contacts, and a plan for the first week.
Preboarding is not the same as onboarding. Onboarding typically begins on the first day of work and can last for several weeks or months. Preboarding focuses on the preparations leading up to the start date.
The goal is simple: The new employee should show up on their first day feeling less stressed, with a better overview, and a clearer understanding of what to expect.
Why is preboarding important?
The period between signing the offer and the start date can be a vulnerable phase. The candidate has accepted the job but may still have questions, uncertainties, or practical details that haven’t been clarified.
If there’s no communication during this period, their enthusiasm may wane. If, on the other hand, the company follows up with relevant and useful information, it can reinforce their positive impression of the employer and make the transition into the new job easier.
Effective preboarding can contribute to:
Preboarding is therefore not just about sending out information. It’s about creating a good start before the start.
5 Tips for Smart Preboarding
1. Start early
Preboarding should begin as soon as the employment contract is signed. The first point of contact doesn’t have to be lengthy or elaborate. A simple welcome message can be enough to show that the process is underway and that the new employee is expected.
Feel free to say:
A good rule of thumb is not to leave the new employee wondering, “What happens next?” When communication is clear, the experience feels more professional and less uncertain.
2. Make expectations clear
A lot of information is often provided verbally during interviews, phone calls, or emails. But that doesn’t necessarily mean everything will be remembered.
That’s why preboarding should be used to reiterate and clarify the most important points. What will the new employee’s typical workday look like? What is expected in the role? What routines, guidelines, and practical details should the person be aware of before starting?
This may include information about work hours, the workplace, work attire, equipment, absences, health, safety, and the environment (HSE), role expectations, and a plan for the first day.
When expectations are clear before the first day of work, it becomes easier for the employee to arrive prepared. It also makes follow-up easier for managers.
Customer Perspective:
“If it’s unclear what the expectations actually are, it becomes difficult to meet them as well.”— Julie Vines, HR Manager at Inselo Logistics
3. Keep it short and relevant
Preboarding shouldn’t be an information dump. The new employee doesn’t need everything before their first day on the job. The most important thing is to provide the right information, in the right amount, at the right time.
Long documents, thick employee handbooks, and numerous emails can make the experience overwhelming. That’s why preboarding should be structured into short, clear modules.
A simple preboarding process might include, for example:
Think “the most important things first.” The rest can come during onboarding.
This is especially important in companies where many employees aren’t sitting in front of a computer all day. In that case, the content must be easily accessible, simple to understand, and quick to complete.
4. Build a sense of belonging before the first day
A good start isn’t just about practical information. It’s also about feeling welcome.
Preboarding can be used to give the new employee a first glimpse into the culture, values, and people of the organization. This could be a short welcome video, an introduction to their immediate supervisor, an introduction to the team, or small personal touches that make it easier to connect.
The goal isn’t for the employee to know everyone before their first day. The goal is to lower the barrier to entry.
Effective measures might include:
When new employees know who they’ll be meeting and who they can ask for help, their first day feels less daunting.
5. Systematize preboarding
Many companies already have much of the content they need. The challenge is often that the information is scattered across emails, documents, presentations, verbal messages, and employee handbooks.
This can easily lead to a different experience from person to person.
By consolidating preboarding into a digital solution, it becomes easier to give all new employees the same great start. HR and managers gain a better overview, and the employee has one clear place to find the information.
A digital preboarding solution makes it easier to:
This provides more structure, better quality, and less reliance on individuals.
Customer perspective:
“It looks good. It looks professional. It’s pretty old-fashioned to receive a PDF file and just be told to read through it. With XtraMile, there’s more engagement and a generally better impression of the company.”
— Julie Vines, HR Manager at Inselo Logistics
What should a simple preboarding program include?
A good preboarding process doesn’t have to be long. Start with the most important things, and build on them as you go.
A simple checklist could include:
The most important thing is that the content is easy to understand, easy to find, and relevant to the new employee.
Preboarding provides a better start
Preboarding is about making smart use of the time before the first day on the job.
When new employees receive clear information, a practical overview, and a sense that they’re welcome, the transition into their new job becomes easier. It provides a more secure start for the employee, better structure for HR and managers, and a more professional first impression of the company.
Good preboarding doesn’t have to be complicated. But it should be well-thought-out.
With XtraMile, companies can create digital preboarding journeys that bring together information, expectations, and an introduction all in one place. This makes it easier to give new employees a great start—even before their first day on the job.
Want to see how this works in practice?
Read here about how Inselo implemented preboarding with XtraMile, and how they use digital preboarding to give new employees a more secure, clear, and professional start.