Preboarding
Covers everything between offer acceptance and Day 1, setting up logistics and building early confidence so new hires arrive ready to learn
Onboarding is a key stage in the employment journey for both the new hire and the employer. For the new hire, it's a chance to learn about the role and the workplace they're joining. For the employer, it's an opportunity to put their best foot forward and reassure the employee that they made the right choice. It also gives both sides time to see whether the fit feels right.
In this article, we'll go over the details of the onboarding process: what it is, what it involves, and why it's important. Read through the entire article or jump to the bottom for the latest news and updates about onboarding.
Onboarding is a planned process that:
Onboarding is commonly associated with completing forms and documents, but it's much more than that. It's all about making new employees feel welcome and introducing them to the new workplace they'll be a part of.
Onboarding is a shared effort. HR often leads the process, but hiring managers, IT, health and safety, and peers all have important roles.
The onboarding process may look different across organizations, but it follows a basic structure that involves:
Let's look at each step in closer detail:
As the name suggests, preboarding is everything that happens before the new hire joins the company. It's the organization's first chance to build trust with the employee.
Common preboarding actions include:
A preboarding process that's thorough and intentional enhances engagement until the new hire's first day.
Orientation usually happens on the first day or first week. It gives new hires a big-picture view of the organization. It usually covers:
There tends to be information overload at this stage, so keep orientation practical and paced. Mix short presentations, Q&A, and other activities for some variety. Avoid long lectures that leave people drained.
Next comes focused training for the actual job. The goal is clear: help new hires reach basic proficiency as soon as reasonable. This step usually blends:
While some training elements are common across job functions – basic health and safety, for example – good role training is tailored. A customer service rep, HR coordinator, and field technician will need very different plans.
The last step is helping new employees feel like full-fledged members of the organization. This goes beyond building skills and into belonging. This stage might include:
Onboarding doesn't stop at the training stage; it continues well into integration and support. It's here where the skills and knowledge learned are embedded into a new joiner's daily work life.
Most onboarding programs move through four core steps, from preboarding to integration. Select each stage to see a brief overview of what it involves.
Covers everything between offer acceptance and Day 1, setting up logistics and building early confidence so new hires arrive ready to learn
Gives new employees a big-picture view of the organization, including how it works, what it values and the essentials they need to get started
Focuses on job-specific skills and expectations, helping new hires reach basic proficiency through guided practice and regular feedback
Extends onboarding into belonging and growth, using ongoing check-ins, relationships and development to fully embed employees in the organization
Many organizations treat the first 90 days as a critical window. This period often shapes whether a new hire feels confident, stays engaged, and decides to stay. This is especially important in an industry that constantly faces workforce shortages.
"In trucking and logistics, the first 90 days are a critical retention window in an industry facing ongoing labour shortages and a highly mobile workforce," says Angela Splinter, CEO of Trucking HR Canada. Her team developed an online onboarding guide for company owners, managers, and HR managers in the trucking industry.
While the first 90 days are crucial for most roles in trucking and logistics, one year is ideal for drivers. "What we hear consistently from employers is that getting drivers to the one-year mark is the 'sweet spot' for retention – and that starts with getting onboarding right," Splinter says. "HR professionals should focus on structured onboarding that combines clear expectations, safety training, and regular check-ins with strong relationship-building."
In practice, the first 90 days should include:
For HR, the 90‑day mark is also a chance to review. Are there early warning signs of a poor fit or a preventable problem? Are new hires getting the support they were promised in recruitment?
When drafting or refining your onboarding plan, factor in these six elements:
New hires need to know what success looks like. They're eager to do a good job, and knowing what to aim towards will help them in this endeavour.
Managers should explain:
It helps to have these outlined in the employee handbook or an internal guide, but having the manager go over them adds a more personal touch. It offers an opportunity for a two-way exchange, a key step in building rapport with new joiners.
People stay where they feel connected, so onboarding should build ties across the organization. A useful approach includes:
A quick note about naming a buddy or peer mentor: putting some thought into matching a new hire with a buddy or mentor speaks volumes. It tells your new colleague that you took the effort, and that the match you chose was intentional.
Nothing kills energy faster than showing up without the basics. Every new hire should have the right tools from day one. That usually includes:
An onboarding checklist for internal teams is a must-have. Outlining who handles what will help ensure that everything is ready for the new joiner's first day.
Adults learn by doing, so onboarding should mix content with exercises, scenarios, and real work. Instead of long theory sessions, try a mix of learning modules, role plays, and quick quizzes. Include immersive learning by arranging a visit to a satellite office, factory, or warehouse. Go for a variety of approaches that appeal to different learning styles.
A good learning and development plan helps equip employees to do their job. It's also an effective retention tool.
Modern Canadian workplaces must consider equity, diversity, and mental health. Onboarding should reflect that focus from the start by:
For guidelines and best practices on diversity in the workplace, read these insights from the top DEI employers in Canada.
Organizations often know that onboarding is important but still struggle to get it right. Some frequent mistakes include:
"The most common mistake is treating onboarding as a one-day event instead of a critical workforce strategy – especially in an industry where turnover is costly and safety is paramount," Splinter says. She emphasizes the basics:
"Getting these fundamentals right leads to stronger retention and safer operations across both driving and non-driving roles."
To find out if your onboarding works or could use some improvement, examine these factors:
Top employers know that a good onboarding program impacts retention, safety, and business performance. In the trucking industry, that focus becomes even sharper.
"They design onboarding with a clear goal: getting drivers, in particular, to the one-year mark, where retention significantly improves," Splinter says. "These employers combine structured processes with strong human support, including mentorship, buddy systems, and consistent communication.
"They also tailor onboarding to the realities of the job, ensuring drivers feel connected even when working independently. The result is a more stable workforce, safer operations, and a stronger employer brand."
Strong onboarding supports almost every HR goal you care about: retention, productivity, engagement, safety, and inclusion. It shows employees that your promises about culture, support, and growth were real, not just text in a job advert.
For Canadian HR leaders, onboarding is one of the few levers you fully control. Use it well, and you turn every new hire into a faster, more committed contributor to your organization's success.
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