It sets the tone for the relationship between the employer and the new hire, influencing whether they arrive on day one excited, prepared and ready to contribute, or anxious, disengaged and questioning their decision.
A recent CIPD report revealed alarming trends: more than a quarter of employers have been ghosted by new recruits who fail to show up on their first day. Nearly half of new hires resign within weeks of starting. These trends carry significant financial and cultural consequences, ranging from wasted recruitment resources to harm to an employer's brand reputation.
Read more: How to onboard successfully in a post-pandemic world
A structured pre-boarding programme offers a powerful solution to these challenges. However many employers make avoidable mistakes during this critical period, undermining their efforts to build a positive relationship with their new hires.
Here are six common pre-boarding pitfalls to avoid, and practical strategies to ensure success.
1. Do nothing
The most glaring mistake is neglecting the pre-boarding period altogether. Not engaging with your new starter after the offer letter can leave them feeling undervalued and disconnected. This radio silence might lead them to reconsider their decision or entertain competing offers – a real risk in today’s competitive job market where 35% of candidates receive four or more offers during their search and 50% of candidates that accepted job offers subsequently backed out before their scheduled start dates, according to Gartner data.
Solution: Stay engaged from the moment the offer is accepted. Send a warm, personalised welcome message from the HR manager or CEO. Use automated systems to schedule regular touchpoints, such as emails, calls or virtual check-ins.
Demonstrating interest and enthusiasm reassures new hires that they’ve made the right choice.
2. Failure to build excitement
A new job should feel exciting. Failing to build this excitement can leave new hires feeling uncertain or unmotivated. Ignoring this emotional aspect misses an opportunity to make your workplace memorable for the right reasons.
Read more: Two-thirds in HR struggle with onboarding
Solution: Create moments of delight during pre-boarding. Consider sending a company-branded welcome gift. A gesture as simple as a notebook, mug, or T-shirt can make a big impact. Share a video introducing the company’s mission, values and culture. Include testimonials from existing employees to highlight why your workplace is exceptional.
3. Avoid information overload
Bombarding new hires with excessive paperwork and complex materials on their first day can create stress and confusion. Instead of feeling prepared, they may feel overwhelmed before they’ve even started.
Solution: Use the pre-boarding phase to clear any admin, but spread out information out in manageable chunks. Use a digital platform to deliver bite-sized training modules, such as e-learning sessions on company policies, values and expectations. Complete essential paperwork like contracts and tax forms well in advance, giving new hires time to review and ask questions at their own pace.
4. Lack of personalisation
Generic, system-generated communications can make new hires feel like just another number. Without personalised engagement, new employees may struggle to feel a sense of belonging before day one.
Solution: Tailor pre-boarding interactions to each individual. Address emails and messages by name, acknowledge the specific role they’re stepping into and include personalised onboarding schedules. Introduce them to their team through informal meet-and-greet sessions, pairing them with a buddy who can help them acclimatise to the company culture.
5. Ignoring anxiety and concerns
Starting a new job can be daunting. Four out of five new hires experience pre-start jitters. Ignoring these feelings can lead to disengagement and cold feet.
Solution: Alleviate anxiety by providing clarity. Share a detailed first-day agenda, including arrival time, location and any materials they should bring. For remote roles, ensure that the person has the necessary tools, such as login credentials and virtual meeting links, in advance. Additionally, send a friendly reminder email or text the night before their start date to reinforce support and accessibility.
Read more: Onboarding
6. Not embracing digital pre-boarding solutions
Traditional pre-boarding methods can feel outdated and inefficient, especially in today’s mobile-driven world. Without accessible, engaging, and secure processes, new hires may feel disconnected or unprepared.
Solution: Leverage digital tools to elevate pre-boarding efficiency and engagement. Platforms that offer robust features tailored to modern workforce needs, such as mobile accessibility, are key. Allow new hires to access resources anytime, anywhere, making the process flexible and convenient. E-learning modules that provide personalised, bite-sized learning modules will help employees understand policies, culture and expectations before day one.
Pre-boarding is no longer a ‘nice-to-have’, it is a strategic necessity in a competitive talent market. Avoiding these common mistakes can transform your hiring process, reduce no-show rates, boost engagement and accelerate productivity.
The pre-boarding experience is your first opportunity to showcase your organisation’s values, culture, and commitment to your people. Don’t let a bad first impression undermine trust, diminish excitement, or lead to second thoughts about joining your company.
By Dan Buckley, CEO of software business Cognexo