Strider Blog - Hiring, remote work, software development

Preboarding Strategies: Long-Term Retention From The Start

Written by Strider Staff | July 03, 2025

Hiring doesn’t end with a signed offer. Between that “yes” and the first day on the job, there’s a key opportunity to set the tone for a successful working relationship. That’s where preboarding comes in.

It’s your chance to welcome new employees, get ahead of logistics, and start building a connection that drives long-term engagement.

In this article, you’ll find everything you need to know about preboarding—and how to make it work for your team.

What is Preboarding?

Preboarding starts the moment a candidate accepts your offer and ends on their first day at work. While it might sound like a brief transition, this period is crucial in how new employees perceive your company and how prepared they feel to hit the ground running.

It’s a phase often overlooked, but when done right, it can boost confidence, reduce early turnover, and build engagement before the actual onboarding process even begins.

Timing and Duration

So how long does preboarding last? It depends. The timeframe can range from just a few days to several weeks, depending on how far apart the offer acceptance and start date are.

Because of that, your preboarding plan should be flexible in length but consistent in quality. Whether it lasts five days or twenty, the experience should feel structured, informative, and aligned with your company’s culture.

Why is Preboarding Important?

Preboarding could have an impactful effect in shaping the first impression your new hire will carry into their role.

Think of it as the first real glimpse they’ll get of your company beyond the interview process.

Is your team organized? Are expectations clear? Is communication timely and supportive? These early signals influence how confident and motivated someone feels before they even log in on day one.

Setting the Tone for the Experience Ahead

When preboarding is done right, it gives new employees a sense of structure and clarity. They're not left guessing about what comes next, which reduces anxiety and builds momentum.

A strong preboarding process signals that your company values preparation, communication, and employee experience. These aren’t just nice-to-haves, but rather they’re foundational traits that influence employee retention and engagement.

Freeing Up the First Days for Meaningful Work

Another reason preboarding matters is the practical side: paperwork, account setup, and benefit enrollment. Completing these tasks before the official start date gives internal teams, like HR and IT, time to get everything ready.

By the time your new hire begins, their tools are in place and they’re not stuck troubleshooting login issues or reading through policy documents.

Instead, they can spend those first few days focused on learning their role, meeting the team, and getting aligned with what success looks like.

The Link Between Early Experience and Job Satisfaction

According to research from Robert Half, job satisfaction is closely tied to positive work culture, fair expectations, and supportive management. Preboarding gives you a head start in delivering all three.

It sets clear expectations early, offers a glimpse into the team dynamic, and shows that your company invests in employee success from the beginning. That kind of thoughtful preparation can make the difference between someone feeling like a temporary hire or a long-term team member.

What Happens During Preboarding?

Preboarding isn’t just about sending a welcome email. It’s a behind-the-scenes phase where managers and internal teams set the stage for a smoother start. While new hires may only see part of the process, there’s a lot happening to make sure their first days are productive and welcoming.

Assigning a Mentor or Point of Contact

One of the most effective things a manager can do during preboarding is assign a mentor or go-to person for the new hire.

This creates a support system right from the start. Having someone available to answer questions, share insights about day-to-day tasks, and help navigate the company culture makes onboarding feel more personal and less overwhelming.

Preparing the Team

Is your team ready to welcome someone new? Preboarding is the time to make sure they are.

Communicating the hire’s start date, role, and responsibilities ensures that everyone knows what to expect and how to support the transition.

This step helps avoid confusion and creates a more inclusive environment where the new hire feels anticipated, not like an afterthought.

Organizing Job-Specific Resources

Managers should also use this time to gather relevant documentation or create guides that are specific to the new hire’s role. This could include access to tools, internal processes, or context on ongoing projects.

Reviewing Goals and Defining Priorities

Another smart move? Taking a moment to outline short-term goals for the new hire’s first few weeks. What should they focus on first? Who should they meet?

Defining these early priorities helps avoid the common “what should I be doing?” moment and builds clarity from day one.

How Can Preboarding Optimize the Onboarding Process?

Preboarding acts as a warm-up that gets new employees familiar with the essentials before they even step into their roles.

By the time onboarding begins, they already have a sense of how the company operates, what the culture looks like, and where their team fits in.

Creating Room for Practical Onboarding

Wouldn’t it be more valuable if onboarding could focus less on orientation and more on performance? That’s exactly what preboarding enables.

When new hires arrive already knowing the company’s mission, structure, and key tools, you can use onboarding time more effectively.

You can start connecting them with cross-functional partners, walking them through job-specific tasks, and helping them understand how their role contributes to broader goals.

Building Early Alignment and Confidence

When employees start with a baseline understanding of your company, they’re more confident in their first interactions. They understand internal terms, recognize key people, and know where to find help.

That early clarity leads to faster ramp-up and fewer missteps, which saves time for both the new hire and their manager.

Basic Setup for an Optimal Preboarding Experience

A strong preboarding experience doesn’t need to be complex: it just needs to be intentional. 

Taking a few simple steps can go a long way in helping new employees feel prepared, welcomed, and informed before they even start.

So what should be included in this process?

Start With a Welcome Email

This first message sets the tone. It should confirm the hire, express excitement, and let the new employee know what to expect next.

It’s also a great place to introduce their point of contact, answer common questions, and reinforce that they’re already part of the team, even if they haven’t officially started.

Include a Welcome Kit

Whether physical or digital, a welcome kit helps introduce the company’s identity and values.

It can include branded materials, an employee handbook, helpful links, or a guide to company culture. This adds a personal touch that helps the new hire feel seen and included.

Make Sure the Equipment is Ready

If you're hiring remote or hybrid talent, shipping laptops and other necessary gear before the first day is a must.

For on-site roles, confirm that everything will be set up and functional. No one wants to spend their first day troubleshooting a missing charger or locked account.

Getting this right shows that your company values preparation and respects their time.

Introduce the Team

Don’t wait until day one to make introductions! Sharing a short team overview or setting up a casual pre-start call can help the new hire feel less like a stranger.

This step is especially important when hiring across borders, as it helps build rapport before jumping into work.

Share a Pre-Start Timeline

Give the new hire a simple breakdown of what will happen between now and their first day.

Will there be a call with HR? When will they receive their equipment? Who should they reach out to with questions?

A clear timeline reduces uncertainty and makes the waiting period feel more structured.

Check in Before the First Day

A short follow-up message or quick call a few days before their start date can reinforce excitement and answer last-minute questions.

It’s a small gesture that reminds them they haven’t been forgotten and that the company is looking forward to their arrival.

What to Avoid During Preboarding

While preboarding is an important part of the hiring process, it’s easy to go overboard or mismanage the flow of information.

So, what should you avoid during this phase?

Overloading With Information

One of the most common mistakes during preboarding is sharing too much at once.

It might feel helpful to send every document, link, and guideline right away, but that can lead to information fatigue. Instead, think about what’s truly essential before day one.

Keep it simple, relevant, and easy to digest. The goal is to spark curiosity, not bury them in reading material.

Unstructured communication

Sharing unproductive or disorganized information is another issue. Without clear planning, different teams might send overlapping or contradictory messages.

To avoid confusion, assign clear responsibilities for each part of the preboarding content. Who explains the benefits? Who shares access to tools? Who introduces the team?

When attributions are clear, the experience feels more cohesive and professional.

Going Silent Before the Job Starts

Have you ever accepted a job and then heard nothing for weeks? Silence between the offer and the start date can make candidates feel uncertain or disconnected.

Even if you don’t have daily updates, simple check-ins — whether by email or a short message — can keep the line of communication open and show that you're engaged.

Investing in Preboarding as a Strategic Move

Keeping preboarding focused, organized, and intentional helps ensure your new hire arrives confident, not confused. It’s all about doing the right things at the right time.

A well-planned preboarding experience shows new employees that your company values preparation, communication, and people. It makes the first day less about catching up and more about diving in.

By investing in this often-overlooked phase, you’re not only improving onboarding but also setting the foundation for higher retention, stronger performance, and a better employee experience from day one.

For more informed and hands-on content on how to thrive with remote teams, follow Strider's founders on LinkedIn: Nicole Barra and Neal Camp