We know that onboarding is the important period between a new hire’s first day and the end of their induction phase.

Likewise, pre-onboarding is the period of time between a new employee accepting the job offer and their first day.

However, some companies are fast-tracking the interview process in an effort to land a preferred candidate, which undermines the development of an emotional bond between candidate and role.

So, don’t wait until their start date to engage your new employee.

Instead, adopt a pre-boarding process to begin integrating them into the company fold and build emotional buy-in.

Related: Making the right job offer

Why is improving your pre-onboarding process so important?

Many companies put a lot of effort into their onboarding process – settling new hires into their roles and helping them integrate into the team. But, with competition in Australia so fierce in a skills-short market, a candidate accepting your job offer is no guarantee they’ll stick with you after signing a contract.

In fact, a shortened hiring process can cause strong uncertainty in the phase before a new hire’s start date.

Plus, with many companies now up against candidate poaching and competing job offers, employers are more likely to lose a new hire during this period.

So, although onboarding is designed to familiarise your new employee with their role and the organisation, pre-onboarding offers the perfect opportunity to stay connected with them until their first day and help them feel welcomed and valued.

Related: How to create an effective employee onboarding process

7 strategies for improving your pre-onboarding process

1. Send a welcome pack

A welcome pack will go a long way in making new employees feel part of the team well before they’ve even arrived. It can be a high pay off for minimal effort.

Branded items such as pens, notebooks, and totes. Or items that more closely reflect the values of your organisation, such as yoga mats or reusable coffee mugs.

What’s more, a signed card personally expressing how thrilled you are about them starting with the company only takes a minute and can make all the difference.

2. Get a head start with onboarding documents

It can often take a day or more for new employees to complete all the required documentation and forms. Adding the tedious task of compliance to your pre-onboarding process will free up time for a more enjoyable onboarding process and ensure your new hire’s first day is focused on their role.

Why not take care of the paperwork easily and painlessly by sending out e-docs as early as allowable?

Your new employee will appreciate the streamlined approach and HR will welcome the head start on preparing the necessary documents and assets.

3. Share your employee handbook

If your company has an employee handbook, this is a great way to answer your new hire’s questions – before they have to ask. It’s a valuable resource that will guide them from their very first day until they leave the company.

Your handbook should help them understand your company culture and perks, along with the policies, values, and behaviours expected of all employees.

Plus, new employees will be grateful to read up on the basics, such as company hours, dress code, where to park, and what equipment to bring, before their first day.

4. Welcome them to the team with an internal announcement

Sending out a company-wide email to introduce and welcome your new employee is a simple way to keep them engaged and begin building early relationships with colleagues.

You might want to share your new hire’s work history, LinkedIn profile, when they’ll start, and why you’re looking forward to having them join the company.

Encouraging members of their future team to send their own welcome messages will also help drum up excitement within the group and cultivate a sense of community.

Related: Why is employee engagement so important?

5. Invite them to a social catch-up or office visit

Including your new employee in a casual get-together or a scheduled company event offers a great opportunity for them to meet future colleagues before their first day.

It could be a casual team lunch, social drinks on the weekend, or an invitation for an informal tour of the office and where they’ll be working.

Ultimately, the more familiar faces they see on day one, the less daunting it’ll be.

6. Provide a schedule of onboarding activities

Since the onboarding process can be overwhelming for new hires, sending out a broad plan of what they can expect will help ease any nerves they have.

The plan should include:

  • An onboarding schedule
  • An outline of activities in the first week
  • A brief overview of clients and responsibilities
  • Details of any training sessions, team meetings, or company events
  • Any other details to familiarise them with the role

You could even take it one step further by sending calendar invites ahead of time to clarify the onboarding schedule.

7. Prepare any equipment and logins prior

Particularly if your new hire will be working from home or virtually, having any necessary tech and equipment ready in advance can mean a smooth transition for everyone.

Provide HR with a single, universal list of tasks to complete for all new employees, so nothing is missed.

Consider what needs to be checked off:

  • Setting up official employee emails
  • Verifying details for the payroll software
  • Creating employee IDs and access codes/cards
  • Adding employee details to the company website
  • Activating company accounts and communication tools
  • Establishing a work space, complete with computer and phone

Related: 7 key employee engagement factors that really matter to staff

Pre-onboarding done right: a sample 4-week plan

Wondering how to put it all together?

Naturally, your pre-onboarding checklist will be tailored to the size and format of your organisation, but it could look something like this:

Week 1

  • Send your new employee a welcome pack, together with a personalised email or card
  • Follow up with a digital copy of your company or employee handbook, plus any additional reading that will help with their new role
  • Introduce your new hire with a team or company-wide internal welcome announcement

Week 2

  • Send out the standardised documents and forms necessary for new hires, preferably using a secure digital platform
  • Complete any necessary background checks
  • Invite your new employee for an casual office visit, including a short meet and greet with their future team

Week 3

  • Invite them to an informal social event or team lunch
  • Email a details schedule of onboarding activities, including calendar invites for all meetings, training sessions, and events

Week 4

  • Follow up that all required forms have been completed and checked
  • Create an employee ID and set up any accounts, logins, and access details
  • Prepare the new employee’s workstation, including any necessary equipment

Here’s the takeaway on pre-onboarding

No matter your industry, it’s worth using these simple ideas to improve your pre-onboarding process. They’ll help you keep up the momentum and excitement established during the hiring process.

What’s more, using effective pre-onboarding strategies will help reduce candidate turnover by keeping new employees engaged and fostering loyalty from the outset.

If you’re still looking for your next ideal candidate in Australia, our experienced team of talent specialists can help.