Onboarding Starts Before the First Day: 5 Essentials for Preboarding

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Contents

• Personal welcome: the first impression counts
• Organizational clarity: structure instead of stress
• Making culture and values tangible: integration starts early
• Communicate role and expectations transparently
• Preboarding as a team task: who does what and when
• Conclusion
• Frequently asked questions

TL;DR

Preboarding is the phase between signing the contract and the first day, and it is the most important lever for connecting with new employees early on an emotional level, preparing them organizationally, and so reducing uncertainty, strengthening commitment, and making the start noticeably easier. Five essentials make the difference: a personal welcome for emotional security, organizational clarity on start time, contacts, and tool access, making culture and values tangible early on, transparent communication of the role and expectations (30/60/90-day goals), and coordination as a team task with clear responsibilities for HR, the manager, IT, and a buddy. Anyone who puts these five points in place in a structured way reduces uncertainty, strengthens commitment, and creates a genuine sense of welcome.

!Two women in a job interview: an experienced interviewer with curly hair, an orange cardigan and a laptop listens attentively to a candidate with long dark hair who is speaking with expressive gestures. They are in a modern office with glass walls.

Author: Dominik Becker · Published: 30/07/2025

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A good start does not begin on the first day. When you connect with new employees early, you create security, orientation, and a genuine welcome. In this article we show you five concrete essentials that make your preboarding more human, more structured, and more successful.

1. Personal Welcome: The First Impression Counts

Nothing shapes the start as strongly as a personal first impression. An individually worded welcome message, a short video greeting from the team, or a first introduction over a call. Gestures like these convey emotional security and show: "We are looking forward to having you!" Studies confirm that early experiences of belonging reduce uncertainty and strengthen commitment to the company.

A buddy system can work real wonders here too. A dedicated point of contact in the team provides orientation and builds trust early on.

2. Organizational Clarity: Structure Instead of Stress

What happens on the first day? Who is my contact person? Do I already have access to the tools I need? Organizational questions like these are top of mind for new employees and should not go unanswered.

Good preboarding clarifies:

• Start time and location (on site or remote?)
• Contacts in the team and in IT
• Access to email, tools, calendar, and so on
• Status of work equipment (for example, laptop shipping)

Communicating these points clearly reduces stress and at the same time shows your professionalism as an employer. According to Haufe, structured preparation can make the later onboarding much easier.

3. Making Culture and Values Tangible: Integration Starts Early

People want to be part of something. Not just employees, but contributors. That is why it is essential to introduce new colleagues to the company culture before they even start.

Whether through a short welcome video from leadership, an invitation to a virtual team lunch, or a presentation of your values on an interactive landing page: the sooner new employees sense what you stand for, the faster they can identify with your company culture and the team.

Especially effective: formats in which real team members share their experiences. Authentic, personal, and connecting. According to AIHR, this boosts not only motivation but also long-term commitment.

4. Communicate Role and Expectations Transparently

Many new employees start with a question mark in their mind: "What exactly is expected of me?" The result: uncertainty and a delayed ramp-up to productivity.

Yet, according to Talentech, 81% of new hires want more information about their own role. And this is exactly where good preboarding comes in:

• What goals apply for the first 30/60/90 days?
• What does the onboarding plan look like in concrete terms?
• Which KPIs or projects are coming up?

The clearer you communicate here, the better the start goes. And the faster "new" turns into "fully on board".

5. Preboarding as a Team Task: Who Does What and When

Preboarding is not a one-woman show run by HR. It is a coordinated team task. And it works especially well when it is clear who takes on which part and when.

A typical setup might look like this:

• HR: Coordination, communication, sending out materials
• Manager: Expectations, goals, cultural integration
• IT: Technical equipment and tool access
• Team member (buddy): Interpersonal integration and everyday questions

Prof. Dr. Hausmann recommends a process-oriented, audience-specific preboarding structure with clear roles and responsibilities.

Podcast Recommendation

From preboarding, to choosing the right onboarding buddies, all the way to administrative support. In this podcast episode, Marcella Klumpp from Volocopter shares valuable tips and best practices from the field.

Conclusion

Preboarding is more than an organizational process. It is the first step toward genuine commitment. With the right essentials, you shape this step deliberately and effectively.

Download the Onboarding Checklist

Make the difference for new employees.

• 20 structured steps for pre- and onboarding that works end to end, from signing the contract to the end of the probation period.
• Tips for emotional entry points such as welcome packages, team lunches, or remote coffee meetings.
• Clear orientation and fast implementation through field-tested processes, recommended tools, and a helpful checklist structure.

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