Between the signing of the employment contract and the first day at the company, 28% of candidates backtrack. This crucial period, called pre-onboarding or preboarding, often determines the success or failure of a hire. Here's how to turn that time into a stepping stone to successful integration.
What is pre-onboarding?
Pre-onboarding refers to the phase between the acceptance of the job offer and the first day at the company. During this transition period, the new employee signed but has not yet taken up his duties.
This step is often overlooked by human resources. However, it is a strategic moment where everything can change for the employer as well as for the candidate.
In a tense job market, securing a recruitment no longer stops at the accepted application. The real challenge starts later, and every action counts to ensure successful integration.
Pre-onboarding vs onboarding: what are the differences?
The preboarding process prepares for the arrival of the new employee. Onboarding accompanies him when he takes up his post once on the company's premises.
These two phases are complementary and form a coherent integration process for new employees. Neglecting one compromises the effectiveness of the other and the retention of talent.
How long does preboarding take?
The duration may vary depending on the candidate's notice, from a few days to several months. In France, it generally extends from 4 to 8 weeks before taking up a job.
Some notice periods can last up to 3 months for managers. The longer this period of time, the more the risk of withdrawal increases for the candidate.
Why pre-onboarding has become essential
An effective preboarding strategy meets three major business challenges:
- Prevent ghosting,
- Improve retention,
- Accelerate the productivity of the newcomer.
Businesses that neglect this phase suffer a lot of losses. An aborted recruitment process represents an average of 6 months of lost salary, not to mention the impact on the employer brand.
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Good to know
57% of candidates and recruiters have experienced ghosting (Indeed/OpinionWay). 22% of employees leave their new job within the first 45 days. Effective pre-boarding increases retention chances by 58% (SHRM).
The phenomenon of ghosting: a real threat to your recruitments
Ghosting refers to the sudden disappearance of a person without explanation. This phenomenon affects all sectors, including the public service, and all job levels.
The main causes: lack of communication, too long deadlines, better proposal elsewhere. Anxiety about the new work environment also plays a major role.
The pre-onboarding process is the direct answer to this problem. It makes it possible to maintain contact and reduces the uncertainty of the future employee.
The impact on employee retention and engagement
A talent that is welcomed before arrival develops a stronger sense of belonging to the new company.
This preboarding phase lays the foundations for a positive and lasting experience. It creates a first impression that influences the entire working life within the company.
The 3 pillars of effective preboarding
A structured welcome for your new hires is based on three fundamental pillars. Communication, Connection and Clarification form the “3 Cs” framework for engaging your future collaborator.
Communication: maintaining the link with the new employee
Regular communication reassures the person that they are choosing to join your organization. She must find the balance between presence and discretion to promote trust.
Prefer regular weekly follow-up by email or phone. Adapt the channel to the preferences of your new colleague to facilitate exchanges.
Good to know
Typical timeline: D+1 welcome email, W+1 manager call to discuss the project, W+2 documentation and company policies sent, W+3 informal meeting with the future team, D-7 confirmation of practical details.
Connection: create a link with the team and the company
Connect the newcomer to their environment before they arrive. A video presentation with a photo of each colleague humanizes the relationship and helps to anticipate the first day.
Offer an opportunity for an informal meeting such as an afterwork.
Clarification: remove doubts and organize arrival
Provide clear and necessary information: schedules, office access, dress code. Anticipate administrative questions by sending documents to be completed in advance.
Share the schedule for the first few weeks and the planned training courses. Transparency reduces stress and builds trust in the employer.
Digital learning, accelerator of your preboarding strategy
Digital training platforms transform the preboarding experience. They make it possible to familiarize the employee with the company before arrival thanks to tools adapted.
The microlearning is particularly suitable for this pre-onboarding phase. Short and engaging modules prepare without overloading the new employee.
Why digitize your preboarding practices?
Digitization via pre-onboarding software offers several decisive advantages. 24/7 online accessibility, personalization of the journey and standardization of the experience for all.
It reduces cognitive load during the first day. The employee arrives with solid knowledge about the company, its culture and its social protection.
Progress monitoring makes it possible to collect points of attention. You can thus plan and adapt your support in real time to obtain better results.
Mistakes to avoid in your preboarding management
Some mistakes compromise the effectiveness of your strategy and can lead to a bad experience. Identifying them makes it possible to adopt best practices and to look for solutions.
Radio silence: the worst mistake
Lack of communication is the main cause of withdrawal before taking up a job. A candidate with no news imagines the worst and questions his choice of a new job.
The person remains open to other opportunities and can look elsewhere. A few simple messages are enough to maintain the link and encourage engagement.
Information overload
Massively sending documentation and procedures has the opposite effect. Working memory has a limited capacity, especially in times of transition to a new position.
Choose a gradual and fractional approach throughout the process. Distill each piece of information over the weeks for better integration.
The lack of personalization
A standardized welcome is no longer enough to recruit and retain the best talent. Each person expects an experience adapted to their profile and their future life within the team.
Consider the position, experience level, and personality. Personalization demonstrates the attention paid by the employer and makes the promise of the interview a reality.
Measuring the effectiveness of your preboarding
Managing your preboarding process requires accurate indicators. They allow you to continuously improve the management of the reception of your new recruits.
The KPIs to follow
Measure the withdrawal rate between signature and first day as a key result. Track engagement on shared content via your pre-onboarding software.
Evaluate the satisfaction of new employees and the time needed to reach productivity. The retention rate at 3 and 12 months reveals the positive long-term impact on retention.
Feedback, the key to continuous improvement
Systematically gather feedback from new employees to organize a better welcome. Their advice and suggestions fuel the improvement of the process.
Incorporate assessment moments into the journey to discuss openly. Each recruitment promotion enriches your system and is part of your HR success.
Preboarding is no longer an option for businesses that want to successfully recruit and retain. It is a strategic investment to secure your hires and guarantee sustainable integration.
By taking care of this essential part of the journey, you transform hesitant candidates into committed employees as soon as they arrive. Organizations that master this stage are getting a head start in the war for talent.
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