New Employee Buddy Programme Checklist
We have drafted for you a workplace buddy programme checklist that can illustrate in a very structured way the key responsibilities and activities that you can expect to engage with your onboarding buddy. The activities are displayed in a chronological order: from the moment the buddy is created to the conclusion of the buddy programme.
Thus, this workplace buddy programme checklist has four main stages: buddy programme set-up, preboarding phase, onboarding phase, and final review phase.
Setting up a New Employee Buddy Checklist for HR
- Start the process by creating a small profile for the new hire: age, experience level, role, key interests, other team members involved in onboarding.
- Open a new Buddy position internally. Is there a buddy rotation rooster to pick from?
- Appoint the Buddy that best matches the profile of the new hire.
- Schedule a meeting with HR, Buddy and line manager that will be in charge of onboarding the new employee.
- Discuss, decide and divide onboarding responsibilities:
- Who will do what?
- and when?
- Draft a preliminary onboarding plan, highlighting the lines of responsibilities for each key figure (the buddy will have a clear social role; the line manager will be in charge of role specific activities; is there also a mentor involved?).
- Provide the Onboarding Buddy with access to customisable message templates to set communication in motion.
- Optional: Record a welcome video message from the Buddy to the new hire.
New Employee Buddy Programme Checklist: Preboarding Phase
- The buddy sends an introduction email to the new hire: what will it mean for the new employee to be paired up with a buddy?
- Optional: the buddy submits the welcome video message to the new hire.
- Optional: The buddy arranges a quick get-to-know-you session. It can be done remotely, or if possible, by booking an informal meeting at the office – it can be a coffee break, or a lunch. (Note: It is up to the new hire to decide what is most comfortable at this stage.)
- Prior to the first day on the job: the buddy sends a message confirming the meeting time and location for the first day. (Note: Remember to express excitement for meeting the new hire and making him/her feel welcome to the company.)
- Prior to the first day on the job: The buddy ensures that the new hire’s work space is clean, that all equipment is prepared and laid out at the workstation – computer, phone, ID card etc.
- The buddy drafts a list of key figures involved in the new hire’s onboarding process across departments (ex: systems manager for IT onboarding, contact person for payroll etc.) and their contact details.
New Employee Buddy Programme Checklist: Onboarding Phase
First day Checklist
- The buddy meets & greets the new hire at the company reception.
- The buddy introduces the new hire to their workspace.
- The buddy (optional collaborating with the line manager) formally introduces the new hire to the team.
- The buddy provides a tour of the office facilities.
- The buddy explains the use of common areas and common goods, such as refrigerator, oven, microwave, dishwasher, break area, etc.
- The buddy reviews all office equipment and procedures for ordering supplies.
- First Buddy 1:1 meeting:
- The buddy clarifies the role of the Buddy figure for onboarding, and highlights the specific role of the buddy as an informal & social coach.
- The buddy discusses social integration elements.
- The buddy reviews the buddy onboarding programme: how many meetings to expect, what kinds of activities?
- The buddy establishes how to get in touch in case of need.
- The buddy provides an agenda for the orientation week.
- The buddy provides the list of key figures for onboarding across departments (ex: systems manager for IT onboarding, contact person for payroll etc.) and their contact details.
- The buddy addresses any additional inquiries from the new hire.
First Week Checklist:
- The buddy arranges cross-team introductions.
- The buddy introduces the new hire to other teams and departments.
- If needed, cross-team introductions can be carried out for the entire first month (especially in the case of larger companies).
First Month Checklist:
- The buddy books follow up meetings with the new employee on a weekly basis.
- The buddy can still engage in informal (and short) check-ins with the employee (for example, just coming over at lunch time to ensure everything is ok).
Key information and feedback to be collected in buddy meetings:
- Is the new hire settling into the company with ease?
- Is there anything else missing?
- The buddy arranges a monthly social activity with the new hire and the team. Examples: a Friday bar, a cake break etc.
- The buddy informs the new hire about company perks and non-financial benefits, such as employee discounts, wellness programmes etc.
- If available, the buddy will inform about social clubs within the company (for example: fishing club, board game club, film club etc).
- At the end of the first month: review the buddy onboarding checklist:
- What has already been covered?
- Determine additional questions.
- if necessary, reconfigure additional new hire buddy program checklist items.
Second Month Checklist:
- The buddy books follow up meetings with the new employee on a bi-weekly basis.
- The buddy reviews company perks: employee discounts, wellness programme, gym membership etc.
- The buddy addresses any additional inquiries from the new hire.
New Employee Buddy Programme Checklist: Evaluation Phase
This takes place at the end of the trial period or the end of the onboarding programme.
- Final buddy check-in with the new hire.
- The Buddy relationship may continue informally if desired or needed by the employee.
- Buddy programme evaluation:
- determine speed to productivity,
- general sentiment from the employee, the buddy and the line manager.
- HR drafts a lessons learned document to inform new buddy programme implementations.
You can download this checklist template below and get started with customising your own buddy onboarding checklist.
Download the Onboarding Buddy Checklist template
A buddy onboarding programme is the epitome of building a culture based on trust and friendship. Not only are you supposed to learn your new job role inside out, but you are also supposed to be integrated in the company culture. You are expected to start feeling engaged and connected. You are expected to gain motivation for being in that specific job and in that specific company.
introdus is proud to introduce a Buddy Platform which inspires instant connection. You and your fellow employees will gain confidence, higher engagement, retention and, as a result, you will likely become productive faster.