This article is for HR professionals responsible for employee onboarding and adaptation.
Definition of Employee Pre-Boarding
Employee pre-boarding is the entire process of onboarding a new employee, which begins with an interview and ends with the employee's full adaptation to the new job. Preboarding means the preparation for the start, first day and weeks of an employee. Pre-boarding is a part of the employee onboarding, which deals with the activities between the candidate is accepted and the first day, when the employee actually starts the new job.
- the goal of pre-boarding is to prepare everything so that the employee's onboarding goes smoothly
- includes preparation of formal documents, preparation or purchase of work aids and preparation of the workplace
- includes the preparation and execution of an employment contract
What Does the pre-boarding include?
Pre-boarding includes all activities from the moment the job candidate is accepted to his first day at work. It is a very complex process, which is not only a part of HR, but also involves many other people and departments in the company. The organization has to coordinate very well all the involved departments that are in charge of starting and preparing the work environment.
Who Participates in Employee Onboarding?
The onboarding process involves several people within the company, not just the new hire and HR. Here's a breakdown of the typical participants:
- HR Manager or HR Generalist: Responsible for all formal requirements, documentation, the employment agreement, and other paperwork.
- Office Manager or Administrative Assistant: Handles issuing work equipment, keys, and other access badges to the company.
- Facilities Manager: Prepares the workspace and work environment.
- IT Manager or IT Specialist: Provides a computer and sets up access to company systems and applications.
- The New Hire's Direct Manager: Introduces the new employee to the team and the day-to-day work environment, including an initial welcome meeting.
Everything starts when a candidate is hired
Pre-boarding preparation typically begins immediately after the job offer is accepted. This preparation usually includes these activities:
- Preparing and sending a welcome letter or email
- Preparing the employment agreement for signature and other HR documentation and paperwork
- Preparing company policies, and the employee handbook
- Handling formal requirements arising from employment law
- Creating accounts in company systems and applications, setting up e-mail, etc.
- Preparing passwords, access badges and keys
- Preparing work equipment
- Preparing the workspace
- Purchasing work equipment, if necessary
- Informing future team members about the new hire
See how you can set up an onboarding checklist in Aptien.
How to Create an Employee Onboarding Checklist
- See how you can set up such a checklist for employee onboarding in Aptien.