How to be a good onboarding buddy: 8 tips

If you've been chosen to be an onboarding buddy, congratulations! It's a rewarding role that can make a significant difference in someone's first days at your company. Plus, it's a fantastic opportunity for you to grow and learn as well. Let us explain why.

[.callout-small]Curious about the buddy system and how to set up an onboarding program? Dive into this blog for practical tips and insights.[.callout-small]

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Benefits of being an onboarding buddy

An onboarding buddy isn't just beneficial for the new hire – it’s great for you and the company too. New hires get a warm welcome, the support they need, and a smoother integration into the team. For the company, this leads to a stronger onboarding process, increased productivity, and a more positive work culture. And for you, as an onboarding buddy, there are some valuable benefits as well.

For you, it’s a chance to:

• Build leadership skills: Being an onboarding buddy is a great way to practice leadership. By guiding someone new through their first days, you’ll get better at communication, empathy, and mentorship.
• Grow your network: Helping new hires isn’t just good for them – it’s a great way for you to connect with people from different departments and expand your professional circle.
• Feel good about helping: There’s something really rewarding about making someone feel comfortable and confident in their new role. Knowing you’ve made a difference can be incredibly satisfying.
• Improve your communication skills: Regularly interacting with new hires can help you get better at conveying information clearly and effectively, which is a win for everyone.
• Boost team morale: Contributing to a positive onboarding experience can lift the whole team’s morale. When new hires feel welcomed and supported, it makes for a happier, more cohesive team.

What tasks does a buddy have? 

A buddy is a coworker who helps a new employee navigate their first weeks at work, making it easier for them to find their way in the company. Importantly, the buddy should not be a manager or team leader but a co-worker from the same team or another team. Ideally, it should be someone who has been with the company for a while and knows it well.

The exact tasks a buddy will have depend on how the onboarding process is organized. A buddy might take on the following tasks:

• Introducing new employees to the team: Help new hires get acquainted with their coworkers and build connections.
• Being the first point of contact: Be available to answer questions and provide support during the first few weeks.
• Communicating informal rules: Explain the unwritten rules and norms, and help new employees understand the company culture.

Check out our buddy checklist for a complete buddy checklist.

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Do’s and don’ts for onboarding buddies

[.callout-small]Find out if you have what it takes to become an onboarding buddy[.callout-small]

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How to be a good onboarding buddy: 8 tips

1. Reach out to the new hire before day one 

Make the new hire feel welcome even before their first day.Send a friendly message through email, LinkedIn, or your onboarding platform. Introduce yourself, share how excited you are for them to join, and let them know you’re here to help with any questions (and where they can best reach you).

At this point, it would be helpful to already know a bit about the new hire: ask for a resume, check out their LinkedIn profile or ask the hiring manager for information.

2. Help your new hire feel at home in the workplace

On their first day, make sure to swing by and introduce yourself in person. It’s a great way to start off on the right foot and show that you’re approachable. Give them a tour of the office, or have someone who knows the ropes do it, so they know where everything is – from their desk to the break room and all the essentials.

Before the day wraps up, check in to see if they have any questions or need anything clarified. This will help them feel supported and more comfortable as they settle in.

3. Share your knowledge

Remember, you’re the expert – so share your expertise! Provide new hires with the information they need to succeed in their role. Tell a bit more about the company, let them know which colleagues they’ll interact with most, and answer any questions about internal communication channels. Tips and tricks are always helpful. For example, explain the best times to approach certain team members or share insights on effective communication styles within the team.

However, be careful not to overwhelm them:

• Introduce information gradually: Give them time to digest new information.
• Repeat key points:  Go over important details more than once to help them remember.
• Encourage questions: Let them know it’s always okay to ask questions, so they feel supported.

4. Explain the unwritten rules

Since unwritten rules are, by definition, unwritten, new hires might not know to ask about them. So, if there are unofficial office spots, make sure to tell new colleagues before they settle in on another colleague’s favorite chair. If a colleague’s birthday is coming up and you’re pitching in for a present, let the new employee know in time. And don’t forget to inform them about small but important details, like the kitchen cleaning schedule or dishwasher duties.

5. Check in on your buddy!

Regular check-ins are crucial, especially in the beginning. Schedule weekly check-ins, send messages, or approach them at the office. Some people are shy and might need a nudge to ask questions. By reaching out with, “Is there anything I can help you with?” or “What do you need?”, you show you’re there to support them.

6. Give (constructive) feedback

Even though you're not a mentor, giving feedback is still valuable. Ask the new hire how they prefer to receive feedback—do they like face-to-face conversations or are they okay with a quick message? How often would they like to get feedback?

When delivering feedback, it’s important to be straight to the point to avoid confusion. That being said, you should still deliver the feedback in a nice and uplifting way. If there is something that could have been done better, make sure to tell exactly how instead of just pointing out that it needs to be improved.

And don’t shy away from giving positive feedback! It will let your new colleague know what they are doing well and boost their confidence.

7. Use gamification to break the ice

That’s right - games could be a great ice-breaker when getting to know each other. Especially games with questions and conversation-starters. In the onboarding buddy toolbox, you can find a conversation starter game with great questions for getting to know each other.

8. Introduce your new colleague to key people 

Help the new hire settle in by introducing them to important contacts within the organization. This isn’t just about their immediate team; make sure they meet people from other departments they’ll be working with often. Give your colleagues a heads-up that the new hire will be reaching out, and encourage planning coffee dates or informal meetings to build these connections early. This will help the new hire feel more integrated and supported.

Bonus: Invite them to lunch yourself to make them feel even more welcome.

The virtual onboarding buddy

Starting a new job remotely can make it even harder to get onboard and feel like part of the team. Without the spontaneous interactions and casual conversations that happen in the office, it can be challenging to connect with colleagues and find your way within the company. In this situation, having a (virtual) onboarding buddy can be especially valuable, offering support and helping the new hire feel comfortable more quickly.

Tips for being a virtual onboarding buddy:

• Be available: Let the new hire know they can reach out to you anytime with questions or concerns, no matter how big or small.
• Schedule regular check-ins: Set up regular video calls to stay connected and provide support. These can be daily or weekly, depending on what the new hire needs.
• Use multiple communication channels: Encourage the use of email, chat, and video calls to keep the lines of communication open.
• Share resources: Provide links to important documents, company policies, and helpful guides to help the new hire get up to speed.
• Encourage virtual social interaction: Suggest virtual coffee breaks or team-building activities to help them feel more integrated.

Conclusion

Being an onboarding buddy is a rewarding and fun experience. You get to help new hires feel welcome and supported, all while developing your own skills and contributing to a positive workplace culture. Whether you're guiding someone in person or remotely, your role is key to their smooth transition into the company. 

By staying positive and proactive, you can make a big impact on their first days and help them feel at home in no time. Remember, your support can set the tone for their entire career journey with the company. Enjoy the experience and good luck!