Onboarding buddy programs: why they work + 5 steps to success

Most of us have probably experienced those first-day jitters when starting a new job. Getting used to a new office and colleagues, and trying to navigate the company culture in the first few weeks can be tough. But what if there was someone there to answer those questions you don’t want to ask your manager, to show you how the office equipment works, who could explain all the unwritten rules?

Enter the onboarding buddy! An onboarding buddy is there to support new hires, to be a friendly face, and someone to talk to. The benefits of an onboarding buddy are oh-so-many - not just for new hires, but also for managers, and even the onboarding buddy themselves! Sounds like a win-win(-win), right? 

So without further ado, let’s dive into what exactly an onboarding buddy is, the benefits of having one, and how to do it right!

What is an onboarding buddy?

An onboarding buddy is just that - a buddy! A person from the company who supports the new hire and is their first point of contact outside of HR and the manager. As the name suggests, an onboarding buddy has a more informal role compared to a manager. While managers, and HR deal with the formal aspects of a new job, like administrative tasks, training, and goal setting, the onboarding buddy is there for general support and friendship.

Onboarding buddies can support new hires by answering questions about unwritten rules, company culture, or non-work related questions like where to find the best lunch spot. These questions might feel more comfortable when asked to a colleague than to a manager.

What’s the difference between an onboarding buddy and a mentor? 

While an onboarding buddy helps new hires integrate into the work environment by offering day-to-day support and friendship, a mentor is focused on the new hire's long-term development and career growth. A mentor helps guide the new hire in building their career, offering advice and support in navigating their professional path within the company.

What is an onboarding buddy not?

Now that we’ve cleared up what an onboarding buddy is, let’s clarify what an onboarding buddy is not.

For example, an onboarding buddy is not responsible for the new hire’s goals and performance, and should not direct the new hire's work. This is the manager’s responsibility, together with the new hire. 

Likewise, a buddy is not responsible for the new hire’s onboarding journey. Usually, a buddy is around for the first few months - at first more intensely, and gradually less and less until the new employee has settled into the company.

And remember, you don't have to become best friends with your buddy. It's all about being a support and point of contact during those first few weeks.

What are the benefits of an onboarding buddy?

There are several benefits of having a buddy program in your onboarding process. Here are a few examples!

For the new hire

Having an onboarding buddy for the first period of a new job has several proven benefits.

• A happy workplace. Using a buddy system is helpful for promoting workplace friendships. And since happy employees are productive employees, it’s a win-win!
• Higher job satisfaction. In a study, new hires with an onboarding buddy reported 36% higher satisfaction than those without one (HBR).
• A familiar face. Let’s face it, whether the company is big or small, it might be overwhelming for a new person to try to figure out which colleagues they will be seeing the most. Having an onboarding buddy as a go-to person can make this experience easier and give a sense of security.

For the company

There are several reasons why onboarding buddies are a good investment for a company. For example:

• Better onboarding process. An onboarding buddy enhances the onboarding experience for new hires. In turn, employees who are happy with their onboarding process are more likely to want to stay with the company for 3 years or more (SHRM)
• Early productivity boost. 56% of new hires who met with their onboarding buddy at least once in the first 90 days felt that their buddy helped them become productive quickly. With more than 8 meetings, this percentage even rises to 97% (Microsoft).
• Saving time. Of course, managers and HR are responsible for helping new hires get settled into their new workplace. But having an onboarding buddy can lift some of the workload by helping new employees navigate the social environment and the company culture.

For the buddy

That’s right, being a buddy also benefits the buddy!

• Develop leadership skills. Being someone’s go-to person for questions and passing on your knowledge will broaden your area of expertise and give you confidence and a sense of leadership.
• Expand your network. By getting to know the new hire, you’re not only making a new work friend, you’re also expanding your network.
• Help others. The feeling of helping others feel comfortable in their new workplace is a reward in itself.

Who can be an onboarding buddy? 

Well, pretty much anyone! Preferably, it’ll be someone who’s been with the company for a while and knows it well. It could be someone from the new colleague's team, or why not pick someone from another team? This will help promote communication between teams and contribute to a positive company culture. 

It’s a good idea to try to match the new hire with someone they are likely to get along with. For example, what interests does the new hire have? Try to match them with someone with the same interests!

Some characteristics to look out for:

• Great communicator: A buddy should be easy to chat with, sharing tips and encouraging the new hire to learn and explore on their own.
• Role model: A buddy should live out the company’s values and be someone others look up to.
• Positive vibes: A buddy should bring good energy and help the new hire feel comfortable and pumped about their new role.
• Knowledgeable guide: A buddy should know their stuff and be ready to share their wisdom to help the new hire settle in.
• Patient: A buddy should be okay with answering the same questions more than once. Learning is a journey, and new hires often need to revisit things as they start to understand more.

[.callout-small]Reading tip: How to become a good onboarding buddy[.callout-small]

Implementing an onboarding buddy system in 5 steps 

Now that you know what an onboarding buddy is, the benefits, and how to pick the right one, it’s time to get your buddy system up and running. Here are 5 steps to set it up and give your buddies the support they need:

1. Design the buddy program and frameworks

Outline what your buddy program should look like, including purpose, roles, ground rules, duration, and so on. The program should establish the following:

• Expectations for the new hire, buddy, and manager
• Knowledge the buddy should share
• Duration of the program and an end date
• Requirements for check-ins and follow-ups

2. Find participants

Create a process to find and select volunteers who want to become onboarding buddies. Consider who in your team or other teams are suited as a buddy, based on the characteristics mentioned earlier in this guide. 

Also, make sure to reprioritize the buddy’s workload. When matching a new hire with an onboarding buddy, consider the onboarding buddy’s current workload. 

3. Create a buddy checklist

Give your buddies a handy checklist with specific topics and tasks to cover with the new hire at each stage of the onboarding journey.

Include things like: checking out the new hire's LinkedIn or resume to get to know them, sending a friendly welcome email, giving an office tour, and doing daily check-ins.

You can share this checklist as a PDF, set it up as tasks in Asana, or use your onboarding platform to create a checklist with automatic reminders.

[.callout-small]Need more ideas? You can find an example buddy checklist in our e-book.[.callout-small]

4. Host a Buddy Training Session

Before welcoming new hires, run a quarterly training session for buddies. It's a great way to get everyone on the same page about what's expected, clarify the buddy's role, and share some practical tips to keep things running smoothly.

For a fun twist, include an exercise like ‘Feedback-it ball’ to highlight the value of different feedback styles. See more information on this exercise in our Onboarding Buddy Toolbox.

5. Evaluate and debrief with the buddy and new hire

After the buddy program ends, take time to review and refine it for future hires. Identify areas that need improvement to better support both new and experienced employees. Gather feedback from the new hire with questions like:

• How’s the job going so far?
• Any unexpected surprises? What were they?
• How has your buddy been helpful (or not)?
• Have you felt comfortable asking your buddy questions?
• Should we change anything in the buddy program?

This feedback will polish your buddy program so new hires are getting the support, information, and friendship they need to excel.

[.callout-small] For a ready-to-use template, check out the buddy program evaluation in our e-book.[.callout-small]

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Supporting remote employees: The role of a virtual onboarding buddy

More and more people are working from home or in hybrid setups. That means starting a new job remotely is becoming common, but it can also be challenging. A virtual onboarding buddy can make a real difference.

In an online setting, the lack of spontaneous interactions can be tough for new hires. One-on-one guidance and a buddy system are even more crucial for remote workers who miss out on the usual face-to-face interactions. To help them succeed, consider tweaking your buddy system—schedule regular video chats during the first month and gradually reduce them as the new hire gets settled. Make sure they know they can always reach out to their buddy with any questions, big or small, and that regular check-ins are just a message or call away.

Tip: Use technology for a smooth buddy experience

Buddies juggle multiple tasks, so using technology can lighten their load. A platform like Appical can streamline the onboarding process, track progress, send automatic reminders, and create task checklists to keep everything organized.

Conclusion

If you haven’t already invested in an onboarding buddy system - this is your sign to do so! Helping new hires feel at home at a new job not only enhances their experience with your company - it also boosts their productivity. And who doesn’t want to work at a company that promotes positive work relationships?

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