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How to Engage New Hire in Preonboarding Phase during Virtual Hiring


Pre-Onboarding is the time between the date of offer acceptance and the date of joining. Pre-Onboarding is a period of time that presents a unique opportunity for the employer to welcome new hires and introduce them to their future colleagues. It will help make their induction period easier and keep them motivated while they’re working through their probation period. Studies have indicated that this interval is crucial to the recruitment and further retention of employees. Yet, it remains an extremely overlooked aspect of Human Resource Management. If this aspect is implemented strategically, a company can reap huge benefits out it and maximize the productivity of its new hires.

Different types of practices for engaging candidates in preboarding phase:

1. Treat them as part of the organization, even before they have joined:

When a new hire has accepted to join the organization, they have made a certain level of commitment to themselves and the organization. Often there is a period of radio silence where the new hire is expected to join on a date and the hiring manager is keeping his fingers crossed. The best practice is to accept them and treat them as part of the organization. Some simple strategies like sharing the names and getting phone calls from their hiring managers, mentors, buddies go a long way in making them feel welcome. Provide them with an email id and social media account. Having a working e-mail and internal social media account shows them that they are part of the team, and it makes them easier to connect with.

2. Create a unified experience of Pre –

Onboarding and creating the first impression can’t be left to an individual’s Choice and schedules: Create a structured PreOnboarding plan with clear roadmaps, timelines, activities. Use tools that allow easy access and are mobile-friendly to leave a connecting experience.

3. PreOnboarding Gamification:

We can have a scoreboard where we can show the names and current scores of all the users who are enrolled in the induction program. Based on the badges and rewards points we can showcase the user’s list on the scoreboard.

4. Predict No-Shows in Your Organization:

Being the HR of the organization you can predict the analysis of new hires whether they are likely to join, neutral to join, or least likely to join. All the analysis is based on the engagement and time that new hires spend with the portal. it also shows a high rate of accuracy.

5. Office/Facility Tour, VR Tour of Office :
New Hires often want a chance to view their new office and how their workspace looks and feels like. You can provide a Digital Tour of its offices across India using engaging content like videos, 360°office office tours, and pictures. You can also give an option to candidate to view all the facilities: Nearby Hotels PG Information Eatery Outlets Hospitals Metro Station Parking Space Cafeteria And much more.

Lack of preonboarding result into the following challenges:

1. Lower Retention Rate:

Lower employee retention/attrition is a challenge for every organization. In a study of over 1000 employees, 31% quit their job within six months of joining. This was the result of poor implementation of Pre-Onboarding and Onboarding practices. Lower retention rates increase inconsistency in the overall performance of the organization and create a lot of uncertainty.

2. Administrative and Logistical Cost:

While hiring new employees, a lot of administrative as well as logistical expenses are incurred. These include workforce, sourcing cost, paperwork, printing, and indirect cost including the cost of open headcount, no show, etc. All these expenses can be avoided or reduced by going digital and implementing a Pre- Onboarding process.

3. Increase the risk of a candidate changing their mind:

In an increasingly competitive recruitment environment, there is always a chance that your candidate gets another, more attractive offer or uses yours to negotiate better terms with their current employer. Besides the competition part, there is the fact that changing jobs is always stressful and can be experienced as a truly life-changing event. As such, it’s possible that a candidate questions whether or not they have carefully weighed
the pros and cons and eventually decide not to join your organization.

Convinced about the value of pre-boarding? Here are some guidelines to follow:

1. Welcome email (or postcard):
It may only be an email or postcard to you, but for the recipient – your future colleague – it means a lot. Receiving a welcome message from your future manager and team members makes people feel welcome and expected.

2. It’s the thought that counts:

A small present like a notebook, a coffee cup or a pen is always nice to get. Yes, these things are goodies, but they make people feel that they are part of the team. If on top of that some of these goodies are meant for your better half and/or your children, the attention becomes even more personalized.

3. Shall we go for lunch?
A new job is, first of all, a new team, new people with whom we will spend nearly 40 hours a week. Being invited to a lunch, or to an after-work event is a perfect occasion for new hires to chat with future colleagues in order to get to know them


Shall we go for lunch? A new job is, first of all, a new team, new people with whom we will spend nearly 40 hours a week. Being invited to a lunch, or to an after-work event is a perfect occasion for new hires to chat with future colleagues in order to get to know them.

“Talent is the multiplier. The more energy and attention you invest in it, the greater the yield”

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