Onboarding Buddy Guide
Congratulations! You have been asked to be an onboarding Buddy for your ANR unit. One of the purposes of being assigned as a buddy is to welcome the new employee and reaffirm their decision to join ANR.
On this page:
What is an onboarding buddy?
What an onboarding buddy is not
Importance of onboarding buddy
Buddy responsibilities
Process suggestions
Tips
What is an onboarding buddy?
An onboarding buddy is a peer coach who assists the new hire to navigate the ANR system. A buddy partners with the new employee for the first few months of their employment to assist them by:
- Offering encouragement and resources to help introduce them to the ANR culture
- Explaining basic operational issues
- Supporting their immediate productivity on the job
- Helping them build confidence
- Exemplifying ANR values
Toward the end of the few months, you and the new employee can discuss with the supervisor if and how to continue the relationship.
What an onboarding buddy is not
An onboarding Buddy is not:
- Responsible for the entire onboarding process
- A mentor who is involved with developing an employee
- A supervisor, responsible for the new employee’s job performance
The buddy is not positioned to resolve performance, policy, or disciplinary matters. However, the buddy can share opinions on how to resolve these matters. Ultimately, a buddy directs a new employee to the supervisor to resolve a relevant issue(s).
Importance of Onboarding Buddies
Benefits to the new employee
- Early productivity
- One-on-one help
- Understanding of how things get accomplished
Benefits for the Buddy
- Leadership development
- An increased network
- Opportunity to support others
Benefits for UC ANR
- Increased employee engagement & retention
- Enhanced onboarding process
- Increased employee productivity
Buddy Responsibilities
Buddy responsibilities include any of the assigned tasks your supervisor asks you to provide for the new employee and in general:
- Meet the new employee on his or her first day and establish a rapport
- Hold weekly meetings for 10-15 minutes in duration; the buddy can communicate acceptable boundaries for extra calls/emails
- Answering questions and referring the new employee to pertinent resources
- Introduce the new employee to others
- Answer the new employee’s general or routine questions
- Respect confidentiality
Invite the new employee to eat lunch together at least once per month for 2-3 months - Taking the new employee for an expanded tour of the work location
Process suggestions
Before the employee’s first day
- Meet with your supervisor to learn clear role expectations
- Learn about the employee via LinkedIn or by accessing their resume
On the employee’s first day
- Stop by the new employee’s work area or office to introduce yourself and your role
- Provide the new employee with your contact information
- Invite the new employee to eat lunch with you in your local breakroom
First week
- Introduce the employee to the rest of the program/unit or others in the building that the employee may be collaborating or interfacing with
- Share information on local lunch or café options
- Learn about their work experience, hobbies, and goals
- Share with the employee your role, how long you have been at ANR
- Describe the office culture
- Explain where to get technology help, processes for ordering office supplies, using office equipment like photocopiers, travel policy, or other help
- Show safety plans, IIPP, emergency exits and safety information postings
First two weeks
- Act as a training resource on processes, procedures, or system tools (ANR Portal, Collaborative Tools, UC Learning Center, IT HELP, HR Help, Outlook Calendar...etc.)
- Guide the new employee with work specific to the role/unit/program
First few months
- Schedule meetings together to enjoy over a hot drink
- Check in between meetings to see if the employee has questions
- Continue to introduce the employee to others
Invite the employee to relevant work or social events - At the end of a few months, discuss with the supervisor if and how to continue the relationship.
Tips
You do not have to be an expert or know everything to be a buddy. Just focus your attention on assisting the new employee with an open mind and with a good attitude and identifying resources as needed. Ask questions like “What do you need?” or “How can I help?”.
Do’s
- Offer feedback
- Be patient
- Talk about each other’s communication preferences as you likely have different styles
Don’t
- Don’t be judgmental
- Don’t try to cover everything at once
- Don’t try to force a relationship; it may take time to develop one
Sources: NYU, MIT, SHRM, Image by Gerd Altmann from Pixabay, Image by user1505195587 from Pixabay