Pre-Onboarding Toolkit: Must-Have Resources For HR Professionals

May 20, 2024

In a study conducted by Kronos, alarming statistics emerged: 76% of companies were revealed to be insufficient in using pre-onboarding procedures, while only 47% of them assessed had their employee retention practices to be effective. Pre-onboarding and onboarding are major factors in the employee experience. A structural pre-onboarding checklist is a great help for HR managers and newcomers as it guarantees a smooth onboarding experience.

Here’s what we’ll cover in this article:

  • Role of HR Managers
  • A Step-By-Step Checklist for HR Teams for the Pre-Onboarding Phase
  • The Pre-Onboarding Toolkit: Essential Resources for HR Professionals
  • Enhance Your Welcome Process with Techademy
  • FAQs about Pre-Onboarding

Role of HR Managers

Human Resource managers unquestionably need to have the onboarding process for recruits as a responsibility. They act as linking pins between the departments and the stakeholders, and they have the responsibility to bring all of them together to provide the new workers with an interesting and consistent onboarding process. Unlike in the past, when their role was entirely administrative, modern HR executives are now strategic partnership holders in talent attraction and retention.

The onboarding process does not focus on just compliance and the paperwork. Rather, it is about cultivating a feeling of belonging and empowerment from the first day of the new job. Through a thoughtful and effective onboarding process, which is both inclusive and interactive, the HR managers will contribute to candidates’ improved satisfaction, productivity, and retention.

A Step-By-Step Checklist for HR Teams for the Pre-Onboarding Phase 

1. Send a Preboarding Email

Before the beginning of the work relationship, share an informal e-letter with your new worker. Note important points like a short description of the training program, its duration, expected outcomes and more.

2. Assign a Mentor 

Team the shortlisted candidates with a mentor or a buddy who can spend time with them and provide their support and guidance during the pre-onboarding period. This person should be professional within the organization, responsive to questions, and guide the company culture and processes.

3. Share the Company’s Story

Spend some time explaining the background of your organization, mission statement, and values, which will give a personal interest to the shortlisted candidate. 

4. Set up L&D Pre-Joining Learning Programs

Spot talent to find which candidate fits which job role. The HR team can collaborate with L&D to implement assessment tools or simulations to evaluate the skills, problem-solving abilities, and, ultimately, the high-potential candidates

With a clearer understanding of their skills, they can be engaged in interactive learning via customized modules specific to their job roles. Providing your potential employees with access to a learning platform makes this preboarding step seamless. 

Offer your new hires a simulated environment that mirrors real work scenarios and allows them to explore, experiment, and gain practical insights. This pre-onboarding engagement activity and learning experiences will instill confidence in them before they even begin their roles.

5. Follow Up and Gather Feedback

Schedule a follow-up meeting after a couple of weeks to see how the potential employee is learning and receive feedback on their pre-onboarding process. Take this chance to deal with the queries they may raise and customize the procedure accordingly. Implement feedback mechanisms such as surveys or one-on-one discussions to gather insights. Use this feedback to identify areas for enhancement and refine your pre-onboarding procedures.

The Pre-Onboarding Toolkit: Essential Resources for HR Professionals

A comprehensive onboarding system is similar to a finely tuned orchestra, with each component forming a collective harmony that allows shortlisted candidates to acclimate smoothly. Here are the must-have resources that comprise a comprehensive pre-onboarding toolkit for HR professionals:

Role-Specific Learning Labs

L&D teams are usually the ones that provide role-specific training. However, it is HR that plays the role of quality assurance, regulating adherence and practices specific to the company. Whether it’s a software tutorial or a departmental process, HR must contribute by presenting candidates with tailor-made training initiatives in virtual labs, depending on the role they perform in the organization.

Technology Setup

Working together with the IT department, HR needs to provide potential candidates with the technological tools they need to learn about their tasks effectively.

Initial Evaluations & Assessments

An employer should not underestimate the importance of the pre-onboarding phase, during which the shortlisted candidates either adapt to the job or get evaluated in terms of their performance. The HR department must perform periodic evaluations via comprehensive assessment platforms like Techademy to assess how new workers are doing and to identify where additional help may be required.

Ongoing Support

HR’s responsibility does not limit itself to the orientation period; it involves continuous support and development possibilities. Other than the workshops, HR must promote various mentorship programs, which result in a conducive environment for long-term growth and career development.

Enhance Your Welcome Process with Techademy

Techademy has worked with about 500 companies to deliver a wide variety of solutions aimed at removing organizational hurdles.

Through multi-platform engagement (Techademy Virtutor app, Yaksha, MakeMyLabs, and LXP), we provide exclusive pre-joining and in-job learning by combining technology, analytics, and personal support. Our Learning Before Joining program is tailored to each job role and company, providing the following:

  • An integrated solution that removes learning gaps with an intelligent virtual classroom experience.
  • Reduced time to deployment.
  • Cultivating a culture committed to continuous learning and equipped to provide post-deployment assistance.
  • Acknowledgement of new generation members with respect to the new culture of remote working environment.

Using our services, organizations can have more confidence while recruiting new staff without bothering about whether they can cope with their company’s culture, specific job roles, and overall targets. Need a step-by-step guide through the demonstration? Contact us today!

FAQs About Pre-Onboarding Toolkit

Q. Why does pre-onboarding differ from the usual onboarding?

Preboarding starts even before the formal job starts, giving new workers a chance to familiarize themselves with their roles early on with useful information and resources.

Technology facilitates the setup of computers and access for new members so that everything is ready to work smoothly either at the office or remotely on the first day.

An HR department may employ objective data collected from the pre-onboarding performance evaluation and then analyze the progress of candidates to see if better measures need to be set in place.

About The Author

About Techademy

The accelerated pace at which businesses are rushing toward digitization has primarily established that digital skills are an enabler. It has also established the ever-changing nature of digital skills, and created a need for continuous digital upskilling and reskilling to protect the workforce from becoming obsolete.

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