The hiring process doesn’t end with a “yes.” A new hire’s impression of your company begins well before their first day. Without a structured pre-onboarding and onboarding process, you risk losing top talent early. Poor onboarding activities leads to disengagement, regret, and high turnover.
Done right, onboarding drives long-term success. Employees who go through strong onboarding are 69% more likely to stay for at least three years. The first few days and weeks often determine whether great people stay or leave.
In this blog, we’ll break down what works, what doesn’t, and how you can refine each step of your onboarding process to boost productivity, engagement, and retention.
What Is Pre-Onboarding?
Pre-onboarding is the process of engaging and preparing a new hire between the moment they accept the job offer and their official first day at work. Often referred to as preboarding, this stage is a crucial yet frequently overlooked part of the overall employee onboarding process.
Unlike traditional onboarding that begins on day one, it helps new hires feel informed, connected, and confident before they even start the job. It includes everything from completing necessary paperwork to meeting team members, learning about company culture, and setting expectations.
Why Pre-Onboarding Matters
The moment a candidate says “yes” to your offer is when meaningful engagement should begin. This often underestimated phase, commonly called preboarding, is more than a nice-to-have. It is a strategic opportunity to set the tone for a positive onboarding experience, reduce uncertainty, and establish a strong connection before day one.
A new hire is still forming perceptions about your company. Silence between offer acceptance and their start date can lead to second thoughts, disengagement, or even withdrawn offers. On the other hand, a thoughtful early experience shows professionalism, intent, and genuine care. It helps the employee feel like part of the team before they have even stepped through the door.
Handled well, this stage makes new employees feel valued, lowers anxiety, and builds anticipation for their new role.
Preboarding Best Practices
1. Stay Connected Before Their First Day
A new hire should never feel like they’re in limbo. Ongoing communication builds trust and maintains momentum. Schedule check-ins, send welcome messages from their manager, or invite them to informal meetups. Even a Slack welcome channel or a virtual coffee chat can reinforce that they’re joining a supportive and proactive workplace.
Why it matters: Silence breeds uncertainty. Consistent contact fosters confidence.
2. Provide a Clear Preboarding Checklist
A lack of clarity creates stress. Help new employees feel prepared by sharing a tick list that covers essential steps and what to expect during their first week. This might include:
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Completing HR paperwork
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Setting up email and software access
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Submitting required documents
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Reviewing the onboarding agenda
Why it matters: A checklist reduces confusion and improves day-one readiness.
3. Make Introductions Before They Start
People join people, not just companies. Introduce your new team member to their direct colleagues ahead of time. Arrange casual chats or invite them to attend a virtual team huddle.
Why it matters: Early introductions foster familiarity, making the first day more comfortable and engaging.
4. Share Company Ethos and Training Materials
Culture can’t be fully captured in a handbook. It has to be experienced. To help your new hire feel connected, send a welcome packet that reflects your company values. Include videos, culture decks, and even internal newsletters. If possible, share optional reading or online training that will help them ease into their new role.
Why does it matter? Cultural alignment begins before day one. By sharing these insights early, you lay the foundation for a deeper connection and long-term commitment.
5. Prepare Managers and Teams for the Arrival
Pre-onboarding isn’t just for the new hire. It’s for the team as well. Make sure everyone involved in the onboarding process knows their role. From assigning onboarding buddies to scheduling welcome meetings, this coordination ensures a consistent experience across departments.
Why it matters: Internal alignment creates a smoother, more coordinated onboarding journey for your new employee.
The Benefits of an Onboarding Process
A memorable onboarding experience is more than a series of tick boxing exercise or a one-day orientation. It’s a critical phase that shapes a new employees first impression, supports their transition, and lays the foundation for long-term success. Companies that invest in structured and effective onboarding programs experience better performance, higher retention, and more engaged team members.
Here are the key benefits of a well-executed employee onboarding process:
1. Increases Employee Retention
Having an effective onboarding experience can significantly improve employee retention. Studies show that 69 percent of employees are more likely to stay with a company for three years if they experience a strong onboarding program. When new hires feel welcomed, supported, and aligned with company values from the start, they are far less likely to leave within the first year.
2. Boosts Productivity and Performance
Onboarding is the process of integrating employees into their new role with clarity and direction. Effective onboarding reduces time-to-productivity by providing the right tools, training sessions, and expectations. Employees who know what success looks like from the off and are more confident and motivated to contribute early.
3. Enhances the Employee Experience
A thoughtful onboarding experience improves the overall employee experience. From the first welcome email to the first team meeting, every touchpoint matters. A smooth, engaging, and well-structured onboarding journey shows that your organisation cares about its people, which improves morale and employee satisfaction.
4. Strengthens Company Culture
Onboarding is not just about learning about the job but also about embracing the company values. Sharing values, goals, and the bigger mission helps new team members connect with the purpose behind their work. This cultural alignment improves engagement and encourages a sense of belonging.
5. Builds Confidence from the Start
Starting a new job is filled with uncertainty which is why a consistent and streamlined onboarding process gives new hires clarity about their role, responsibilities, and expectations. When employees start their journey with confidence, they are more likely to succeed and stay engaged.
The Hidden Costs of a Poor Onboarding Process
First impressions matter. A disorganised or impersonal onboarding experience can lead to lost talent, wasted resources, and long-term cultural damage. Without a consistent strategy, businesses risk avoidable setbacks.
Here’s what can happen when onboarding falls short:
1. New Hires Disconnect Early
When new hires show up and no one’s ready for them, or worse, when there’s silence between offer and start date, they start questioning their decision. Uncertainty, lack of direction, and no sense of belonging can cause them to mentally (or literally) check out before they even begin contributing.
Impact: High early attrition. Wasted recruitment effort. Immediate productivity loss.
2. Onboarding Gaps Create Performance Bottlenecks
Without structured guidance, most employees spend their first few weeks figuring out basic tasks instead of building momentum. They may miss deadlines, misunderstand expectations, or become overly reliant on their manager for answers, slowing down the entire team and making your new employee feeling overwhelmed.
Impact: Delayed ramp-up. Lower output. Frustration across departments.
3. Increased Risk of Negative Reviews and Reputation Loss
New employees talk. Whether it’s on social media, job review sites, or with peers in the industry, a bad experience gets shared. Today’s candidates are doing their research and poor onboarding can tank your employer brand before it even gets a chance to shine.
Impact: Decline in candidate interest. Recruitment challenges. Damaged reputation.
4. Long-Term Engagement Takes a Hit
When the start of someone’s journey is bumpy, it’s hard to rebuild momentum. Even those who stay might not fully engage. They may do the job but never truly connect with the mission, the team, or the company culture. And over time, that disengagement spreads.
Impact: Increased amount of employees leaving. Quiet quitting. Missed potential.
How Mexa Solutions can Help
At Mexa Solutions, we understand that successful onboarding starts well before a new hire walks through the door. Our recruitment and talent solutions are built to support every stage of the hiring journey, from attraction to integration. We work closely with your business to ensure that candidates experience a smooth transition into their new role with a focus on connection, clarity, and culture.
Whether you’re building a pre-onboarding checklist, refining your onboarding program, or adopting onboarding software, our team helps you create a seamless process that keeps top talent engaged and excited.
By helping you align hiring with long-term growth strategies, we not only reduce early turnover but also show you ways to keep your top talent.
Ready to create a winning first impression that lasts? Visit our Ultimate Hiring Tips for 2025 for practical insights and expert guidance on attracting, engaging, and retaining the best in the market.
Sort Your Process Out Today to Engage New Employees From the start
To sum up, a well-planned process is key to making new hires feel valued and set up for success. By focusing on pre-onboarding and using a clear onboarding checklist, you ensure a smoother transition, higher engagement, and long-term retention. A strong onboarding experience pays off, benefiting both your new hires and your business.
FAQ’s
What is the difference between pre-onboarding and traditional onboarding?
Pre-onboarding is the process of engaging and preparing a new hire before their first day. It involves completing paperwork, introducing them to the team, and setting expectations to ensure a smooth transition. Traditional onboarding, on the other hand, begins on the new hire’s first day and typically focuses on formal training, company policies, and role-specific tasks.
What is an onboarding checklist?
An onboarding checklist is a detailed guide that helps HR teams and managers ensure they complete all necessary steps to integrate a new employee into the company. It includes tasks like setting up workstations, completing paperwork, introducing the new hire to the team, and providing training resources.