This onboarding step costs companies handsomely: 4 tips for a better approach

Many organizations invest time and resources in a good onboarding process, but forget a crucial step: preboarding. The moment between signing the contract and the first day at work is often overlooked, even though this is an important stage in the new employee's journey. How do you make new employees feel connected to your organization even before their first day at work? In this blog, you'll discover why preboarding is an unmissable part of onboarding and how to use it effectively.

What is preboarding and why is it so important?

Preboarding is the period from the time a new employee signs the contract to the first official day of work. It is the ideal opportunity to already familiarize employees with the organization, the company culture and their future duties. This prevents a cold start and helps employees become productive and engaged faster.

Benefits of preboarding:
- Faster integration: new employees are more likely to feel comfortable and know what is expected of them.
- Increased engagement: a good preboarding process reduces the chances of dropping out before someone actually starts.
- More efficient onboarding: sharing information in advance leaves more time during the onboarding phase for in-depth and personal coaching.

The risks of inadequate preboarding

Not actively preboarding new employees can have negative consequences. Without clear communication and engagement in the period before the first day of work, uncertainties can arise and motivation can decrease. In some cases, employees even decide to withdraw their contracts before they have even started.

Common problems with poor preboarding:
-Uncertainty about the new role and organization
- Lack of bonding with the company and colleagues
- High no-show rates on the first day of work
- Additional workload for HR and managers to catch up on information

The essential elements of an effective preboarding program

A strong pre-boarding program makes employees feel welcome and well prepared to start their first day at work. This can be done in a variety of ways, depending on the organization and the specific position.

1. Clear and timely communication
Make sure new employees receive all practical information well in advance. Think about their start date, working hours, login information and any supplies such as a laptop or access passes.

What you can do.
- Send a welcome email with practical details and an introduction to the team.
- Share a digital handbook or intranet page with frequently asked questions.
- Offer a contact person they can turn to with questions.

2. Get to know the company culture
One of the biggest obstacles for new employees is getting used to the company culture. Giving them insight into how the organization works beforehand will help them feel at home faster.

What can you do?
- Send a video in which the CEO or a team leader briefly talks about the company's mission and values.
- Provide access to an online learning environment with introductory materials about the organizational culture.
- Schedule a virtual coffee meeting with prospective colleagues.

3. Digital onboarding modules
Digital preboarding modules help new employees gain advance knowledge about their position and the tools they will be using. This saves time during official onboarding.

What you can do.
- Offer e-learnings on systems, business processes and core competencies.
- Send an interactive tour of the office or digital workplace environment.
- Introduce employees to internal tools such as Slack, Microsoft Teams or a CRM system.

4. Create a warm welcome
Make new employees feel valued even before they have started. A personal touch contributes to a positive experience and increases engagement.

What can you do?
- Send a welcome packet with company materials or a personal message.
- Have the team record a short video introducing themselves.
- Give new employees access to an internal community where they can get to know colleagues in advance.

How preboarding enhances onboarding

A good preboarding program makes onboarding go more smoothly. Because employees have already gained basic knowledge, the onboarding phase can focus on depth and interaction rather than administrative issues.

How preboarding and onboarding work together:
- Preboarding provides the initial introduction, onboarding builds on that.
- Administrative tasks can be completed in advance, so the first day of work is all about experience and interaction.
- Employees feel immediately engaged, reducing the likelihood of rapid attrition.

Successful preboarding in practice

More and more organizations are recognizing the importance of preboarding and investing in digital solutions to effectively mentor new employees. Companies that employ a structured preboarding process experience less turnover in the first few months and higher employee satisfaction.

SkillsTown's role in a successful preboarding strategy

A strong preboarding program requires the right tools and support. SkillsTown offers a fully digital platform where organizations can develop preboarding modules, share internal knowledge and give new employees a smooth start. Our e-learning solutions and onboarding programs make preboarding effective and scalable.

That this works is evidenced by the collaboration with the Municipality of Hengelo. What began as a way to make onboarding more efficient grew there into an organization-wide learning culture. Thanks to a hybrid onboarding process, they save time and employees are productive faster. Do you want to integrate learning into your onboarding strategy like Gemeente Hengelo? Discover the possibilities with SkillsTown and give your employees a flying start.

Read the full customer case: How digital learning is preparing Gemeente Hengelo for 2040.

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