In my previous blog I explained what a buddy program is and what the benefits and goals of a buddy program are. But knowing the theory is only half the battle. Today, I will dive into more detail, as I will be running you through a step-by-step guide how to set up a buddy program at work.
The best part? You don’t need a massive budget or complex systems to get started. With the right approach and some careful planning, you can create a buddy program that transforms your new hire experience.
Step 1: Design the buddy program framework
The first thing you need to do is establish why you are setting up a buddy program. Is it because you want new hires to feel more confident in their role, to increase their time-to-productivity, or because you want to improve employee retention? Whatever your reasons, having clear objectives from the start will guide every decision you make about your program’s design.
Once you’ve nailed down your ‘why’, it’s time to map out what your buddy program should actually look like. Here are the key elements you’ll want to consider:
- Key responsibilities of the buddy (and what is not part of their tasks)
- Length of the buddy program
- Meeting frequency between the buddy and the new hire
- Program scope (all departments or a section)
- Eligibility requirements
- Focus areas of the support (e.g. help with system access, system training, finding facilities, sharing company culture, emotional support)
- Communication channels
- Program boundaries
Think of this as creating your program’s blueprint. The more detailed you are at this stage, the smoother your implementation will be later on.
No matter what your specific goals are for setting up the buddy program, keep in mind that one goal should always be to increase (time to) productivity and to integrate new hires into the organisation as soon as possible. This universal objective will help keep your program focused and measurable.
Step 2: Draft the necessary documents
Now that you have a general idea of what the buddy program should look like, it is time to draft the necessary documents. This might be a bit of a chore, but having clear documentation from the start will save you headaches later on.
Buddy Program Information Sheet and Checklist
Draft a buddy program information sheet which explain the ground rules of the program, a buddy checklist that outlines all the tasks the buddy needs to execute, and an information sheet for the hiring manager with a possible checklist.
Think of these documents as your program’s instruction manual, as it ensures everyone knows exactly what they’re supposed to do and when. Eventually, this leads to a better execution of the program.
Automate and Standardise Information
Also, think about how you want everyone to access the information. Are you going to hand out physical documentation, or do you want to use an online tool or system in which the tasks can be implemented, monitored and executed?
In today’s digital world, online tools usually work better because they’re easier to update and track. If possible, try to automate as many tasks as possible and keep it visible for important stakeholders.
For example, as an HR responsible or a hiring manager you might find it useful to keep track of the progress of tasks, in order to steer people where needed.
Draft Short Surveys
It is also useful to compile short surveys at specific phases of the buddy program. Send one to the new hire in their first week to measure baseline expectations. Then, draft surveys for 30, 60 and 90 days into the program. Keep it short and simple to keep the new hires engaged. You can also draft a short survey for the buddy itself to gauge expectations and experiences.
Feedback and Learning Styles
Last, set up a document that explains how buddies should give feedback. This will help them to understand the impact of different styles of feedback. Also, not everyone knows how to give effective feedback naturally, so this guidance is crucial. Three key elements of feedback are the three C’s: Clear, Constructive, Collaborative.
Additionally, draft a document that talks about learning styles. Different people have different learning styles, so adjusting your method when teaching someone a new skill, process or procedure is important. Here’s a pro tip: send the new hire a short survey right at their start to inquire aboutlearning styles.By doing so, you can share this information with the hiring manager and the buddy so that they can adjust their style accordingly.
Step 3: Find participants
Now that you’ve drafted all the necessary documents, it is time to find participants for the buddy program.
Choose the Right Buddy
Research from Harvard Business Review shows that buddies work better when they report to the same manager as the new hire. These buddies get better feedback ratings and understand the new person’s job much better. When a buddy doesn’t really know what the new hire’s role involves, both people can end up feeling frustrated.
Make Sure Buddies Have Enough Time
Before you pair someone up as a buddy, check how busy they already are with their regular work. You might need to move some of their tasks to other people or put some projects on hold. This gives the buddy proper time to help the new person without getting overwhelmed. If you don’t do this, the buddy will struggle to do both their own job and support the new hire properly.
If you need to find new buddies each time a bunch of new hires come in, consider setting up an online channel (e.g. Slack, Microsoft Teams) titled #buddyprogram and post news about incoming hires. You can also use this channel to ask for volunteers based on your selection criteria.
Step 4: Organize a buddy training session
To maximize the effectiveness of your buddy program, consider organizing a buddy training session. During buddy training sessions, cover three essential areas: clearly outline what the program expects from participants, define the buddy’s specific responsibilities, and share practical advice on creating positive mentoring experiences.
Help buddies understand their boundaries (what they should and shouldn’t do) and give them concrete examples of how to support new hires effectively.
Interactive Training Activities
Make the training engaging by including hands-on exercises. Consider incorporating interactive games that demonstrate different types of feedback and help buddies practice giving constructive, supportive guidance.
Role-playing scenarios, communication exercises, or group activities work particularly well for this purpose. This interactive approach helps buddies understand how their communication style can make or break a new hire’s experience, giving them a safe space to practice before they’re paired with actual new hires.
Step 5: Monitor Progress and Conduct Regular Evaluations
Monitoring the progress of your buddy program is very important, as it allows you to spot what is going well and what needs improvement. The short surveys you designed at step two are perfect to measure this. Another way to evaluate is to meet with the buddies to ask more in-depth questions about their experiences.
When problems arise, act fast
If a buddy-new hire pairing isn’t working, don’t wait for the formal review period. Have backup buddies ready and clear processes for switching pairs when needed. Document what went wrong to prevent similar issues in future matches.
Act on the feedback
Use the feedback you collect to refine your program continuously. Update training materials based on common challenges, adjust program duration if needed, and share success stories to keep momentum high. You can also create a buddy alumni network where experienced buddies can mentor new ones.
Recognize your buddies’ efforts
Whether it’s a simple thank-you note, public recognition in team meetings, or including buddy participation in performance reviews, showing appreciation keeps volunteers engaged and attracts new participants. Remember, these people are volunteering their time to help others succeed. A little recognition goes a long way.
Conclusion
Creating a successful buddy program is straightforward when you follow a structured approach. Here are the five essential steps we’ve covered:
- Step 1: Design your buddy program framework with clear goals and objectives
- Step 2: Draft all necessary documents, checklists, and surveys
- Step 3: Find the right participants and match them thoughtfully
- Step 4: Organize buddy training sessions with interactive elements
- Step 5: Monitor progress and conduct regular evaluations for continuous improvement
The beauty of this approach is its flexibility, as you can adapt the content of these steps to fit your organization’s unique culture and needs. What matters most is getting started prepared and refining as you learn.
The investment in time and resources will pay off through improved new hire experiences, faster integration, and stronger team relationships. Most importantly, a well-designed buddy program creates a culture of support that benefits everyone, not just the new hires.
