RR Policy 0-4 - Buddy Program Policy
What is the Buddy Program?
The Buddy Program matches new employees with experienced staff members for their first few months of employment. This relationship is intended to:
Provide the new employee with a point of contact for general inquiries regarding day-to-day issues—both formal and informal. This includes information about policies, dress code, work rules, and other workplace issues in which the new employee might experience uncertainty.
Foster a comfortable relationship in which the new employee can access someone who is familiar with the corporate culture, norms, and expectations of the company.
Who is a Buddy?
New employees often experience confusion and uncertainty as they strive to learn the “ins-and-outs” of a new workplace. A Buddy is someone who offers advice and guidance throughout this introductory period and by doing so, helps the new employee integrate into the workplace with ease and confidence. These efforts help reduce the “outsider” feeling that a new employee may experience while also adding value to the on-boarding process of an organization.
What are the roles and responsibilities of a Buddy?
In addition to being a direct point of contact, an element of the Buddy’s responsibility is to help establish a sense of belonging for the new employee. With an effective Buddy, a new employee will quickly become a contributing member to his or her new department and team. To help accomplish this quick growth, the Buddy’s responsibility is to:
Act as an informational resource for the new employee on policies, procedures, work rules, norms, etc.
Help socialize and involve the new employee in workplace activities.
Assist with instruction and training.
Act as an “office tour guide”
Identify resources and explain important details about the workplace, corporate culture, and organization.
Introduce the new employee to other staff members.
When acting as a Buddy, it is important to remember that the individual is not the new employee’s manager or supervisor. As a Buddy, the individual is also not responsible for the performance of a new employee. If questions arise regarding performance, or policy matters, the Buddy should direct the new employee to their appropriate manager or supervisor.
How to Select a Buddy
When selecting a Buddy, he or she should:
Have a personal presence that will impress and persuade the new employee that he or she is someone who can be trusted.
Be a superior performer in his or her own right.
Possess good communication and people skills.
Support and demonstrate commitment to the company’s vision and values.
Be an effective source of advice and encouragement.
Have been employed more than one year (preferably).
Be familiar with the new hire’s role and responsibilities.
Have excellent time management skills.
What a New Employee Expects from His or Her Buddy
General advice
Guidance
Encouragement
Positive attitude
Confidentiality of shared information
Honest feedback
Clear information
Help in understanding the culture of an organization and finding out how to get things done.
Assistance in building networks and insight into how to make them effective and productive.
Establishment of the best form of communication - email, telephone, in-person
Buddy Handout: Getting Started
Step 1: Set up an Introductory Meeting
Your first meeting with the new employee should be introductory in nature and used to clarify your role as a Buddy and the purpose of the Buddy Program. You may also take this opportunity to show the new employee around the office, make introductions with co-workers, and ensure he or she has all the necessary equipment/materials to get started.
Step 2: Set up Regular Meetings
Following the initial meeting, ensure that you set up regular meetings with the new employee to provide them with a specific time slot to discuss any non-urgent questions and/or concerns. These meetings should occur every week and be long enough to provide you with an opportunity to follow-up on the progress of the employee (roughly between 30-60 minutes).
Step 3: Provide On-going Support
As the new employee begins to work independently, communicate your availability for extra help and questions. Mention that you are available for immediate issues which prevent or affect work performance, but that non-urgent questions and concerns should be left for weekly update meetings. As the new employee becomes more familiar with the workplace and his or her job tasks and responsibilities, you can expect to receive fewer inquiries. As part of your supporting role, be sure to inform and involve the new employee in any workplace/staff activities.
TIPS
Do not worry about being perceived as the "expert." Your experience is important to the new employee.
Be patient and positive. It takes time to develop a relationship. Don’t try to cover everything right away. New employees need to be allowed enough time for growth.
Do not try to force a relationship.
Look for a preferred style of communication and/or cultural identification. When in doubt, ask them about their preferred communication styles.
Do not try to turn the new employee into your clone. That person may have a different style from yours. Let the new employee develop.
Listening may be, at times, more important than giving advice.
Do not be judgmental.
Do not lose heart because of a new employee’s failures. You cannot always ensure success, but you can help that person to begin again more intelligently. You can help them see a failed experience as valuable by honestly identifying where it went wrong. Buddies can often prevent failure from happening to a new employee a second time.
Keep a good attitude and stay in a teaching spirit.