4 weeks to go - A preboarding plan that works

By Helena Rex

We believe it's essential that both our clients and candidates have a great experience – starting from the moment they sign their job offer.
Imagine you have hired a candidate who will be joining your team in just four weeks. That time between signing and the first day is more than just a waiting period – it’s a powerful opportunity to build connection and excitement. That’s why we’re proud to highlight a preboarding concept that truly makes a difference.

We spoke with Helena Rex, who has developed and refined this process over the years together with teams and new colleagues across several inspiring workplaces. The result? A preboarding experience that truly connects with heart, head, and humour.

Preboarding isn’t just a nice gesture – it’s a strategic opportunity.
When someone says yes to a new job, something more than a countdown begins. That’s when we have the chance to create a sense of belonging, build a connection, and say: You’re already one of us.

The moment it begins: when the excitement kicks in

There’s something special about the moment after someone accepts a job offer. Excitement, anticipation – and maybe a few nerves. That’s exactly when our 4-week countdown begins.

"Four weeks. Four touchpoints. Four chances to say: We see you. We're excited you are joining"

Preboarding with heart, head, and humour

This concept has evolved, shaped together with teams and new colleagues at several fantastic workplaces. We’ve tested, adapted, laughed, and collected memories along the way. Because it’s not just about sharing information. It’s about creating a feeling. And letting the culture shine through before day one.

With a focus on the three h’s:

• Heart – to show care and warmth
• Head – to provide clarity and the right tools
• Humor – to bring joy and ease the nerves

Some of my all-time favorites

Here are a few preboarding ideas that have truly made an impact:

• A hand-painted portrait of the team (yes, there were lots of laughs)
• Polaroid photos – can you match the faces to your new teammates?
• An invitation to a karaoke night or cinema tickets
• A USB stick with all the practical info – beautifully packaged and delivered with flowers
• A personalised cake delivered home, complete with balloons and a custom message

The list goes on – but the feeling remains the same. When we let the culture be felt before the first day, we build anticipation, connection, pride, and create joyful memories from the very start. And isn’t that exactly what we want?

Employer branding in action

This is employer branding at its most tangible. When we show who we are, not just what we do. When we build culture, not just onboarding processes.

Helena Rex is a passionate change leader and business strategist

with extensive experience in both entrepreneurial scale-ups and established companies. She is the founder of Rexeffect and the Sweden Employer Branding Summit. Helena helps organisations grow by combining strong leadership, customer focus, and a deep belief that when people grow—businesses grow.