INTRODUCTION

Implementing a buddy system in the work environment not only provides benefits
for the new employee, it can also be valuable to the organization. Providing a
workplace buddy ensures that the new employee has someone to talk to, which is
important in the first nerve-wracking weeks of a new job. A formal buddy system
can also become an unstructured knowledge share.

WHAT IS A BUDDY SYSTEM?

A buddy system is an onboarding and knowledge sharing method used to orient
new employees. It involves assigning him or her to a workplace buddy. The buddy
is an existing employee who guides the new project manager through the first few
weeks or months on the job. It should include a formal documented process that
outlines the buddies’ responsibilities as well as what items they should cover over
the first few weeks or months of employment. The buddy system should also
encourage the new employee to share project management tips, tools, knowledge,
and techniques they learned from previous work experiences. The knowledge
sharing goal is to incorporate new ideas and technologies that enhance the
organization. Finally, a workplace buddy gives the new employee an opportunity to
offer confidential feedback about how the onboarding process is going.

The Oxford English Dictionary defines the ‘buddy system’ as: “A cooperative
arrangement whereby individuals are teamed up and assume responsibility for one
another’s welfare.”

WHAT IS A BUDDY?
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A buddy is someone who partners with a new employee during his or her first few
months of employment. He or she is a colleague assigned to assist the new hire to
get through the first nerve-wracking time period of being in a new position. He or
she provides insight into the day-to-day activities of the company and is there to
help the new project manager fit in more quickly. Typically, a buddy would make
him or herself available to show the new hire around the office, go over procedures
and policies, and generally help the new hire become familiar with the company's
inner workings and culture. Ideally, a buddy is a great communicator who can
easily provide information and encourage the new hire to express their thoughts
and concerns in a safe setting. He or she should be the type of employee the
organization wants to duplicate.

BUDDY RESPONSIBILITIES

Knowing “what is expected” is one of the most important questions that contribute
to employee satisfaction, according to a Gallup Q12 study. New employees face a
steep learning curve when they start with a new company. If the organization
approaches orientation strictly based on job-related information, this provides little
opportunity for communicating information that socializes the new employee.
Building cultural competence is a process, not a one-time event. The good news
about the buddy system is that you do not need a large staff or a great deal of time
or funds to launch an effective program.

Relationships matter. Current employees who act as buddies must want new
employees to succeed and be committed to helping them. A workplace buddy may
be the first point of contact for the new employee and should be capable of
establishing rapport quickly. The organisation want the new employee to feel
comfortable and safe asking questions and bringing up issues with their buddy. An
effective program primarily requires a culture of openness and teamwork.

The hiring manager should take buddy selection almost as seriously as the hiring
decision itself. The buddy becomes an ambassador for the organisation,
communicates the company culture, and relates non-job specific but important
information. Make sure the buddy employee has time to perform this work and is
not on the critical path for urgent deliverables. Consider reducing assignments that
could keep the buddy away from the new hire. A buddy should be accessible to the

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new project manager, so position him or her near the new hire (e.g., in the same
physical space, if possible).

TASKS TO BE PERFORMED BY THE BUDDY:

1. Teaching/or tutoring, such as explaining unfamiliar tasks;

2. Explaining how to use office equipment, obtain office supplies, make travel
arrangements, and the like;

3. Socializing the new employee on company's guidelines, norms, culture, and

unwritten guidelines;

4. Sharing insights on how things are done in the organization;

5. Involving the new employee in social or informal activities, such as lunch,

coffee, and such.

CHARACTERISTICS OF A GOOD BUDDY

When selecting a buddy it is important to choose an employee who has a

well-rounded knowledge of the company and its mission and value. It is equally
important that he or she have a positive outlook and is willing to be the face of the
organization. Additional characteristics to look for when selecting a buddy include:

1. Has a willingness and ability to mentor others;

2. Has demonstrated strong past performance;

3. Has the time to be accessible to the new employee;

4. Is skilled in/has knowledge of the new employee's job;

5. Is a peer of the new employee;

6. Has excellent communications and interpersonal skills;

7. Is well regarded and accepted by current employees.

8. A buddy should epitomize your company's values and be familiar enough with
the formal and informal organizational structures to be a reliable source of
information. An appropriate buddy will possess a positive outlook on the
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 company and be able to use their perspective to encourage a sense of pride and
loyalty in the new employee.

AIMS AND OBJECTIVES OF BUDDY PROGRAMME

1. The new employee will feel more at home with the company, in a quicker
period;

2. Relatively straightforward queries regarding basic operational issues are dealt

with in a timely and non-bureaucratic manner;

3. The initial confusion and uncertainty faced by all new employees is lessened;

4. Other orientation activities, such as classroom and on-the-job training can be

related to actual real-world activities, and resulting basic queries can be
resolved;

5. Our new employees find out how best to ''manage'' us, the company, in a
supportive and risk-reduced environment;

6. Manger / supervisor time with new employees is freed up to deal with added
value issues;

7. The new employee begins to add value more quickly, leading to increased
confidence and self-esteem;

8. You, the buddy, are actively involved in make this a better place to work, and
our new employees more productive.

EXPECTATIONS FROM THE RELATIONSHIP

The relationship with the new employee should be open, confidential, positive and
supportive. Discussions between the buddy and the new employee should be
confidential. The company has no interest in knowing the details of any
discussions between the buddy and the new employee, and the organisation is not
involved in monitoring buddy relationships.They simply ask the buddy if they are
supportive of the company and the co-workers. The organisation discourage gossip
and speculation within a buddy relationship, particularly as many new employees
are not in a position to form an opinion on most issues during their early months
with us.
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GOALS:
1. To provide the new employee with a point of contact for general queries
regarding day-today operational issues, [such as the location of facilities,
information processing requirements and relevant company policies]

2. To help the new employee integrate with the company by providing access to
someone who is familiar with our culture, attitude and expectations.

FRIENDSHIPS AND GROWTH WITHIN THE WORKPLACE

Developing close ties with co-workers can make all the difference to the way
employees feel at work. Having someone to confide in, seek advice, and to break
away from work-related stress from time to time can encourage a positive
relationship with the organization, increasing the likelihood that employees will
enjoy coming to work.

Workplace friendships also help employees see a future within the organization, as
it gives them the prospect of growing and developing personally and professionally
within the business. Developing meaningful connections with co-workers
including members of the management team provides opportunities for individuals
to be mentored by people they respect and admire, acting as a guide to help build
the path of their future career. Businesses can greatly reduce the possibility of
employees seeking other employment opportunities by facilitating team bonding
and friendship formation, creating a culture of inclusion and togetherness, which
makes the workplace a happier and more fruitful place to be.

BUDDY PROGRAMME’S HELP TOWARDS EMPLOYEE

WELLBEING
1. Helping New Recruits Feel at Home

Buddies help new recruits meet everyone, understand the workplace culture and
how to do the basics.

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2. Make friends at work

The buddy system helps staff discover shared interests and make friends. Knowing
we have someone who shares our weird sense of humor, love of superhero capes or
Twin Peaks obsession helps make work just that little bit more awesome.

3. Informal Learning through Social Interactions

Successful buddy systems encourage informal learning, letting the new recruits
develop their skills through social interaction and observation. They learn by
communicating and observing how their buddy does things. This is an effective
way to learn. Social learning is responsible for 20% of what we know. This is why
buddy systems provide the perfect opportunity to develop new employees’ skills
and confidence.

4. Recognition

Research shows those who have a best friend at work are 43% more likely to report
having received recognition and praise for their work. The buddy system provides
a supportive relationship where new recruits can openly discuss their progress and
gain constructive feedback and recognition. This matter, with 76% of people
saying peer praise is extremely or very motivating.

5. Increase Staff Retention

For most people, their favorite jobs are often not the ones with the big money or
status, but where they feel part of an awesome team. Our colleagues can make or
break our happiness at work. That’s why having friends at work can be the
difference between employees staying with a company or leaving. No wonder,
millennials name ‘friendly co-workers’ as one of their top three sought-after
workplace features. Buddy systems foster a friendly workplace that helps increase
staff retention.

6. Boost Productivity

As we discovered earlier, having close friends at work can make us 50% happier.
The good news is, happy workers are 12% more productive. Yet, it’s not just being
happy that makes the employees more productive. Friendship at work also supports
knowledge sharing within the company, which increases productivity and
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innovation. Work friendships encourage better employee communication and
collaboration because the foundations for successful teamwork are already in
place.

7. Develop confidence

People are more likely to be innovative and creative if they have a support system
behind them. If they have someone validating that what they are doing is right, and
encouraging them to do their best, then they build more confidence in themselves.
The downside to this is that the new or young employee might take after the older
employee and adopt his negative behaviors and attitudes. Be careful with how the
people are paired together. It is best not to buddy up two clashing personalities or
have one who is too dominant over the other.

8. Addresses emergency situations

Response is quicker during emergency situations if there is someone looking out

for the employee. If he/she were working alone and meets an accident, then it
could take hours or even days before he/she is found. Having two people instead of
just one address a hazardous situation is better so they can help one another.

9. Decrease external risks

Workers who are always in transit and travelling to different places or those who
handle valuable goods and cash are at risk. But, pairing them up with someone
might already deter crime from happening. There is also more accountability
because people have been found to behave better when someone is around, even if
he/she is not a supervisor. However, do not use the buddy system as a way to spy
on the employees. They may ask the buddy to evaluate his partner, but it should be
transparent to all parties involved, and make it clear that the evaluations is to help
the employee improve at work.

10. Creativity

It provides people with ample space for creativity and change and this onboarding
buddy programme provides new employees with useful stability.

HOW TECHNOLOGY CAN SUPPORT FRIENDSHIP AT WORK

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1. Get to Know Each Other Online

Use social learning features to encourage employees to learn about each other on
the message boards. Invitation can be sent to newbies to share ‘Fun Facts’ about
themselves, to find out what everyone has in common. Supportive buddy-only
group chats can also be created. Newbies can share their experiences and chat here
before letting their personalities loose on the wider company.

2. Mobile Apps

Personalized learning apps mean newbies never need be without their buddy. The
apps can keep buddies connected through Chat features. They are also a great tool
to keep the conversation and fun flowing through features such as, ‘Question-a-
Day’ and daily buddy challenges.

3. Online Quizzes

Create buddy-matches, by using quizzes to pair buddies and newbies, based on

their shared interests. It could also run Mr & Mrs style quizzes to find out who
knows the most about their buddy. Keep engagement high by awarding points for
right answers, so buddies can compete for top spot on the leaderboard.

4. Engaging Online Learning

If you rather not have a real-life buddy system, why not use online learning to
create a virtual buddy? It could provide new starters with online training to support
their onboarding process. This could include everything from the essential
company policies to mobile learning games that help newbies remember
colleagues’ names.

5. Builds relationships between co-workers

When people work in solitary, they are not given a lot of opportunities to interact
with others. This could lead to job dissatisfaction and, in turn, poor productivity.
Making people work together also fosters collaboration as goes the saying "two
heads are better than one."

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6. Welcomes new employees

Not everyone is a natural when it comes to fitting in. Partnering a new employee
with an older one would help make the former feel more at ease at the work place.
The latter can also act as a mentor so that the new employee would learn the ropes
faster than if he/she were just blindly trying to understand systems and processes at
work on his own.

CONCLUSION
Creating a buddy system for a new hire requires some investment and should be
handled with care. However, it isn't difficult or expensive to implement this type of
program. The rules are simple—make sure the chosen is willing and competent
buddy; create the minimum set of documentation; and revise it as new hire is
made. Set an end date for the formal buddy relationship. Watch for the things that
do not work so that can guidance can be given to both the experienced and new
employees. A new hire will need to ask questions anyway, so make sure there is an
effective system in place to deal with those questions. A buddy system can
dramatically reduce the time a new hire requires to be productive and lead to
greater retention.

REFERENCE
1. www.linkedin.com
2. www.wikipedia.com
3. www.growthengineering.co.uk
4. www.pmi.org
5. www.breathehr.com

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