Onboarding Success: Create a Buddy Program in 5 Steps

Introduction

Starting a new job is an exciting but often nerve-wracking experience. Many companies are easing this transition by implementing buddy programs. But what exactly is a buddy program, and how can it elevate your workplace? In this blog, we’ll explain buddy programs and their possible benefits, then walk through five steps to set one up.

What is a Buddy Program?

You might be asking, what exactly is a buddy program? In essence, a buddy program is an informal support system within an organization where experienced employees—buddies—are assigned to help new hires acclimate to their roles and the company culture. Unlike formal training sessions, buddy programs offer new employees a friendly face and a go-to person who can answer questions, provide guidance, and help them navigate their new work environment. This is peer support that complements formal training, not manager assessment. Acas induction guidance for Great Britain describes buddy support alongside manager review.

Why Implement a Buddy Program in Your Workplace?

A buddy program can offer support during onboarding. Here are three possible benefits:

1. Smooth Transition: New recruits can feel supported and welcomed from their very first day, easing their transition into the company.
2. Cultural Integration: Buddies can help new hires understand and integrate into the company’s values and norms, with opportunities to build a sense of belonging.
3. Increased Engagement: Connections with coworkers may help new hires feel engaged, motivated, and committed to the organization.

Developing a Buddy Program: 5 Key Steps

Creating an effective buddy program doesn’t have to be complicated. Here are five steps to get you started:

1. Define the Role: Clearly define the role of a buddy to ensure the program’s success. Outline their responsibilities, such as helping new hires get familiar with the workplace, understanding company procedures, and integrating into the team. Specify the expected time commitment, whether it involves daily check-ins, weekly meetings, or being available as needed. Setting clear expectations from the start is key to ensuring both buddies and new hires know what to expect.

   Scope: Buddy support complements formal training; leave assessment to the manager.

   Illustrative commitment: Try brief daily check-ins in week one, then weekly check-ins for the following month. Agree a contact window and name a backup buddy or program-owner contact for absences; adapt this arrangement to the new hire’s needs.

2. Choose the Right Buddies: The success of your buddy program hinges on selecting the right employees for the role. Choose individuals who not only have the necessary experience and expertise but are also approachable, communicative, patient, and empathetic. They should be genuinely interested in helping others and creating a positive, inclusive atmosphere. A professional connection matters; personal sharing should be optional for both buddies and new hires.
3. Provide Training: Even the most well-intentioned employees may need guidance on how to be effective buddies. Offer basic training that covers how to provide support, handle common new-hire questions, and encourage open communication. Training might include tips on active listening, setting boundaries, and recognizing when a new hire needs additional help. Equipping buddies with the right tools and knowledge empowers them to be a valuable resource for new employees.

   Suggested routing: Direct work questions beyond the buddy’s knowledge to the manager or program owner. For sensitive HR concerns, provide an HR or other designated channel rather than having the buddy handle the case.

4. Set Clear Objectives: Establish specific goals for your buddy program. What are you trying to achieve? Whether it’s increasing retention rates, boosting job satisfaction, or strengthening team bonds, your goals should shape the structure of your program. For example, if retention is a priority, support throughout the new hire’s first year could be an option—not a requirement. Tailor the duration to your goals and the new hire’s needs.
5. Gather Feedback: A successful buddy program evolves through feedback. Regularly check in with both new hires and buddies to see how the program is working and where improvements can be made. Ask new hires about their experiences—what they found helpful, what could be improved, and how supported they feel in their new role. Likewise, gather insights from buddies about their experiences, any challenges they’ve encountered, and suggestions for enhancing the program.

   Illustrative review: After the first month, review both sides’ feedback and agree whether to adjust support or rematch. Tell participants what will change and why. CIPD’s employee voice guidance emphasizes listening to and acting on feedback.

Benefits for New Hires and Buddies

New Employees May Gain:

• Support: Help with questions and concerns
• Guidance: Insight into company culture and procedures
• Connection: Early opportunities to build relationships with colleagues

Experienced Employees May Benefit From:

• Leadership Experience: Opportunity to develop mentoring and leadership skills
• Increased Engagement: Possible gains in job satisfaction through helping others
• Recognition: Acknowledgment of their role in shaping the team’s success

Final Thoughts

A buddy program is more than just a warm welcome—it can support new hires during their first few months on the job. By providing both support and connection, buddy programs can help new hires feel welcome and included. Whether you’re looking to improve your onboarding process or strengthen team dynamics, a buddy program might be just what your organization needs to thrive!