Onboarding buddy systems create an informal support system for new hires to rely on as they get acclimated within your company.

Continue reading to learn what an onboarding buddy is, the benefits of assigning a buddy to new hires, steps to implement a new employee buddy system and additional tips to consider.

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What Is an Onboarding Buddy?

An onboarding buddy is a current employee who serves as a new hire’s support system through their onboarding experience. New employee onboarding buddies can assist their new hires in acclimating to the company and their specific roles.

Incorporating an employee onboarding buddy system can help new hires navigate their questions and concerns when adjusting to their new work environment. If, at any point, the onboarding process gets overwhelming or difficult though, be sure to check out Eddy. Eddy is an HR software system that helps HR professionals automate and organize everything from hiring to onboarding to payroll and more. HR professionals already have enough on their plate, don’t let outdated processes be one more thing you have to deal with.

The Difference Between Buddies and Mentors

While buddies and mentors both serve as support to new hires, their specific roles and responsibilities differ slightly.

Buddy systems are an informal onboarding support system, often pairing new hires with a current employee in a similar role. This dynamic creates a flexible relationship that new hires may be more comfortable relying on for questions and concerns they are intimidated to ask.

Mentoring programs are more formal, structured onboarding support systems. This relationship exceeds past onboarding, focusing on long-term goals and career growth within the company.

Benefits of Assigning New Employees a Buddy

There are several benefits to implementing a new employee onboarding buddy system, including:

  • Providing context. New employees are not familiar with the contextual surroundings of their work environment when they join a company. Onboarding buddies can provide context regarding who the key stakeholders are, how to navigate the organization and approach day-to-day responsibilities, what the unspoken company rules and policies are and other information.
  • Boosting productivity. Allowing new hires to shadow current employees, ask questions about the job and collaborate on introductory-level tasks via the buddy system can help them feel comfortable on the job and boost productivity early in their time with the company.
  • Improving new employee satisfaction. Pairing a new hire with a current employee who has experienced success in the role can help ease the new employee’s nerves, better train them on their responsibilities and improve overall satisfaction in the role.

Responsibilities of an Onboarding Buddy

Specific responsibilities are often called out in the new employee onboarding buddy guidelines. The following responsibilities are common for individuals participating in an onboarding buddy system in most industries.

1. Meet the New Employee on Their First Day

A new employee’s first day at a new company can be a stressful and nerve-wracking event. The new hire’s onboarding buddy should be waiting to greet them as they enter the office. An onboarding buddy can ease the tension, especially while waiting for orientation to begin.

2. Introduce the New Hire to Other Employees

In the first days on the job, the onboarding employee should make a point to introduce the new hire to as many co-workers as possible. Onboarding buddies should focus on introducing direct team members that the new employee will work with on a regular basis.

Additionally, they can ask the new hire what activities they are interested in to try and find co-workers who share similar interests.

3. Answer Questions About the Job and the Company

One of the most important responsibilities of an onboarding buddy is to answer questions about the company and about the specific position. Onboarding buddies will hold a similar role as the new hire they’re supporting, so they should share firsthand experiences that can help answer questions and ease concerns.

Since they’re on the same level of the organizational hierarchy, new hires will likely feel more comfortable asking their onboarding buddy questions as compared to asking a direct manager.

4. Take the New Employee on a Tour of the Workplace

On a new employee’s first day, their onboarding buddy should give them a workplace tour. They should highlight any areas that are unique to the company and the sections of the office that the new hire can expect to spend most of their time in.

5. Teaching the New Hire Unfamiliar Tasks

Another key responsibility that onboarding buddies own is teaching their new hire unfamiliar tasks. New employees are not expected to be able to complete every task and requirement of their new position on the first day.

The onboarding buddy should have sufficient experience in all areas of their role and be able to assist new hires on tasks where they’re lacking experience.

6. Covering the Company Guidelines, Culture and Unwritten Rules

Outside of the hard skills that need to be developed, new hires are not aware of all the company guidelines and the nuances of your organizational culture. Onboarding buddies serve as an informal support system that can help inform new hires about the culture and prepare them for any unwritten rules that apply at the company and in the office.

7. Allowing the New Hire to Shadow On The Job

Most new hires won’t be prepared to jump into their day-to-day responsibilities on the first day, or even within the first few weeks. Onboarding buddies can have their new hire shadow them on relevant tasks to get an idea of how the job is completed.

8. Hold Weekly Check-In Meetings

Along with the tasks mentioned above, onboarding buddies should hold weekly check-in meetings with their new hire for at least the first month of their tenure. This can be through a calendar hold in a conference room or via an informal lunch meeting.

In these meetings, the onboarding buddy should gauge how comfortable new employees are in the company and their role. They should be sure to answer any lingering questions until the new employee feels completely acclimated to the company.

How To Pick the Right Buddy for a New Hire

You should match new hires with an onboarding buddy who is in a similar role within the company and has experienced success in their role. It can also help to consider personality types.

“What is your impression of the new employee? Are they high energy? Are they more soft-spoken? Are they a big picture person or someone who seems to appreciate details? Pair them with an employee that prioritizes the same things as your new employee.” – Kayla Farber

The onboarding buddy should be patient and understanding, allowing the new hire to take as long as necessary to feel acclimated and confident in their role. Not only should the new employee’s onboarding buddy have extensive knowledge of the company and the role, they should also display a strong reflection of the organizational culture and values.

Tips for Creating a Successful Onboarding Buddy System

Aside from the steps mentioned above, here are a few tips on creating a successful new employee onboarding buddy system.

  • Be patient. New hires are nervous and won’t understand everything on the first day. Be patient with them and make sure to confirm that the new employee is confident in each task they are introduced to.
  • Offer feedback. Feedback in the form of constructive criticism and praise can expedite a new hire’s productivity in their role. Onboarding buddies should offer advice on how to better approach tasks that new hires struggle with and provide praise for a job well done.
  • Don’t try to cover everything at once. Overwhelming a new hire with information will only hinder their progress when onboarding. Onboarding buddies should take it slow and make sure their new hire completely understands what they’re covering before moving on to the next piece of information.
  • Don’t try to force the relationship. Not all working relationships are perfect from the start. There may be a difference in personality type or learning style between a new hire and their onboarding buddy. Instead of trying to force the relationship or abandoning it altogether, take time to allow the relationship to form naturally.

If you’re looking for even more ways to simplify the onboarding process for you and your new hire, consider using Eddy to automate many manual processes that are getting in your way. For example, Eddy allows your new hire to onboard themselves. Everything from creating their own Eddy profile to digitally signing documents can be done by the new hire on their own. That’s roughly 5 hours per new hire that you can spend elsewhere. Reach out to us today!

Questions You’ve Asked Us About Onboarding Buddies

Not every new hire requires an onboarding buddy, though assigning a buddy can help them acclimate to the company quickly and improve their morale early in their time with the company.
You can’t force a relationship and should allow time before taking action if the new hire and their buddy don’t get along right away. If the partnership continues to provide no benefit for either party, you can consider replacing the current onboarding buddy with a different employee or using a different method to help the new hire get acclimated to their surroundings.

Eddy is the all-in-one HR tool built with you in mind. The robust features and ease of use will benefit your company both inside and outside your HR team.

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