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10 Best Practices to get Preonboarding Right


Pre-Onboarding is primarily designed to get new hires up to speed and ready for their first day of work. Typical Pre Onboarding activities include providing information, frequent contacts, providing training, benefits sign-ups, and taking actions to increase their commitment to the firm before they start. Pre-Onboarding is the time between the date of offer acceptance and the date of joining. PreOnboarding 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 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 of it and maximize the productivity of its new hires. It’s that last point often at the root of employee dissatisfaction – and good communication between the new hires and HR should start even before joining and beginning of work. Many times, the key of effective preboarding period leads to best of onboarding period

Below are some of the best practices collected from across the regions and industries and can be easily applied in most of the scenarios.

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 getting phone calls from their hiring managers, mentors, buddies, go a long way in making them feel welcome. Share the names and contacts for mentors and buddies to increase their chances to communicate.

2. Help them understand their job responsibilities before they join to avoid any confusion later.

New hires having clarity of roles and expectations perform better than those who are unclear about their roles and responsibilities. Have them reconfirm their job description and share expectations so that they are ready to achieve it from the day go.

3. Provide a channel of communication.

Keep the channel of communication open to answer any unresolved queries. The new hire should not shy away from asking the questions if not answered by the FAQ.

4. Get them to absorb the organizational culture and ethos.

Videos and interactive sessions with current employees as to how they live the culture is far more impactful than the stacks of documents. If possible, create a personalized video to make them feel special and welcome.

5. Connect with the teammates.

When appropriate, enable their teammates to get to know the new hire before they start by giving their teammates a link to their LinkedIn profile, or just send them a bio. Encouraging the teammates to also email or text them, to offer invitations to connect on social media, or just provide the new hires with links to the social media sites of the team’s employees.

6. Create a plan for their success.

New hires who have preset activities based on the success profile of the successful employees get productive faster. Share a plan that will make them successful in the new role.

7. Ensure that their manager is present and available on their first day of work.

8. Limit first-day documentation to confirmation rather than spending their time filling endless forms.

The first day on any job is the one with the highest motivation level. Make use of this day to inoculate the new hire as to why he is hired and why everyone is 100% confident about his/her success. This can only be achieved if the administrative process of onboarding is reduced to a minimum of confirmation of pre-filled and verified forms rather than filling them up.

9. Provide prescheduled meetings with managers and key employees.

Let them know that you have activities already scheduled for them. It could be the meeting with the team, HR, Facilities, finance, and other business units. All the people who can create a positive influence on the new hire should have pre-scheduled meetings with them. Make sure that the providing of space, work tools, and equipment is closely integrated with the onboarding process.

10. Make it a celebration for everyone.

It’s like welcoming a new member to your family. Make it the most memorable day of their career, so that when they go back home after the first day, they look forward to the next.

To know more about how you can engage your new hires in preboarding and onboarding stage:

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