Preboarding Programme: 6 Best Practices
When companies are fully aware of the strategic objectives and benefits of structured and effective Preboarding, they can draft a Preboarding programme that will actually make a difference for the employee:
1. Reviewing the Job Role Description and Basics
It is a good idea for the Preboarding programme to contain information regarding the role description, an overview of the functional area and the organizational structure of the department and team. This will provide you with an idea of how you will fit into the team and department.
Additionally, even if the employment contract already contains information regarding your role, the Preboarding programme can allocate additional space for further clarifications, to ensure that there is no misunderstanding of what the role actually entails.
2. New Hire Forms
Administrative work is simply unavoidable when starting a new job. However, rather than submerging you with paperwork on your first day on the job, it is a lot more efficient to have everything ready during the Preboarding stage. The Preboarding programme should allocate time to filling up all necessary paperwork: tax forms, signing up for pension and insurance, codes of conduct, privacy notice and confidentiality agreement etc.
3. Equipment Set-up
We know how important it is to have your equipment ready when starting a new job. Therefore a Preboarding programme should devote time to set up equipment: both hardware and software configurations should be completed prior to your first day on the job.
We have devoted extended space on our blog-HR to the IT pre- & onboarding process, including also an IT Onboarding Checklist and tips for ensuring a smooth IT set-up process.
4. Building Connections: Team Introductions
Having your team leader and future coworkers take the time to make for example a welcome video, can make you feel truly welcome to the organization. It can also provide opportunities for building meaningful connections in the future.
The Preboarding programme can be enhanced by introducing a buddy system. The new hire buddy onboarding programme is designed as a fast lane towards cultural integration.
5. Organisational Culture
Generally speaking, employees want to get an insight into their new employer’s organizational culture even before starting the new job. Our pre- & onboarding Survey 2021 revealed that 68% of the employees visited the company website and carried out research in order to prepare themselves before starting their job.
Furthermore, when questioned about how important it was for the employees to receive information about their new workplace, 65.2% of employees qualified it as very important and 26.1% of them as important. Thus, 91.3% of all participants of the survey think that receiving information prior to the first day is required.
This points to the fact that employees want to know all about the company culture, what it stands for and what it seeks to accomplish, its CSR and so on. Any well-designed Preboarding programme must account for this.
5. First Day Practicalities
Lastly, it is preferable for the employee to have been informed about practicalities such as where to meet on the first day, if there is anything they should bring on the first day, lunch arrangements, transport and parking options etc.
This will help to ease the new employees’ nerves prior to their first day.
Benefits of Preboarding
A Preboarding plan for new hires can be extremely beneficial as it prepares them for their first day. It can help new hires to feel less anxious about starting at a new place, and help them to connect with their new colleagues even before their first official day at the organization.
Simone Sonn, Talent Acquisition & Employer Branding at LEO Pharma, one of our clients, also highlights that: “the key to eliminating the anxiety of new hires is to give them a good start.” A good start involves a Preboarding process.
Judging from the newly published industry data, the necessity of implementing a Preboarding programme is becoming more and more clear. 83% of best-in-class companies start onboarding new hires prior to their first day at their new job. Additionally, nearly half of those companies (46%) indicate that their onboarding starts upon offer extension. Thus, it starts prior even to acceptance, according to research from Aberdeen Group.
The whole team at introdus, employee onboarding software, is devoted to crafting the best possible employee experiences and that start with an effective Preboarding process. We are lucky enough to have tens of thousands of employees use our product, which gives us an insight into what you actually want and need when starting a new job.
This is why we are committed to learning and sharing the knowledge of what the employees expect, what actually works for them, and the gaps existing in current pre- & onboarding practices.