The magic of an onboarding buddy

Of course, you have everything perfectly arranged for your new employee. A nice laptop, pre-programmed with all the useful apps, and a comprehensive online onboarding program. A smartphone in a stylish case, naturally featuring your company logo. Perhaps there is even a new company car shining in the parking lot. What more could your fresh colleague want?

Well, how about some warm, personal attention? Research shows that no matter how well you have arranged the hard employment conditions, contact with colleagues and the work atmosphere can make or break an onboarding.

Just think about yourself. Do you remember what your own first day at work was like? How it felt when you stepped over the threshold like a fish out of water, looking for your new workspace? Exactly. Genuine attention from an understanding colleague makes a much bigger impression at such a moment than the most expensive laptop or the fanciest car. Do you feel lonely and lost in a strange work environment? Then you will check out. It’s as simple as that.

The moral of this story: provide a buddy who rolls out a warm red carpet for every new employee. It should be someone who shows the way around the building so you don't get lost when you need to find the restroom. A great buddy is an insider who builds bridges to interesting people to get to know. But also someone with whom you feel safe enough to ask questions about the dress code, what time lunch is, or where to report in sick.

Invest in onboarding buddies. It pays off for both the new colleague and the organization. But don't just go around bombarding everyone with a free spot in their calendar to be an onboarding buddy. Make your choice carefully and ensure the right conditions are in place. We are, of course, happy to share a few tips.

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1. Ambassadors

A good onboarding buddy has your organization completely in their DNA. They are an ambassador of the purest kind, who goes to work whistling and radiates joy. No, it doesn't have to be an uncritical, over-the-top salesperson who evokes resistance rather than a connection with the new colleague. A bit of healthy criticism or humor is fine from time to time, as long as it doesn't detract from the vision and the ‘why’ of your organization.

It is a good idea to appoint not just one, but several buddies. This prevents overloading that one popular colleague and also offers freedom of choice. Sometimes there is no click between the newcomer and the buddy, or there is such a tsunami of new colleagues that it is impossible to handle alone. Moreover, it is nice to be able to share experiences with another buddy from time to time. Because an onboarding buddy is only human, after all!

2. Time

Of course, it takes time to introduce a new employee to an organization. Take that into sufficient account. Prevent onboarding from becoming an afterthought by ensuring the buddy has enough space in their calendar.

Therefore, reserve specifically earmarked hours for the onboarding of new employees. Not just during the first few weeks of work, but also in the months that follow. Because that is exactly when it counts if you don't want to lose your new colleague in the hustle and bustle!

3. Preparation

Don't just throw your buddies in at the deep end. Give them enough materials so they don't have to reinvent the wheel themselves. A few examples of useful things?

• A checklist with everything that needs to be covered in the first few weeks. From how the copier works to the alarm system code, from vacation requests to the first-aid kit: it helps if you can simply check off a topic.
• Tips for conducting introductory meetings. Some employees are not used to having personal conversations with strangers. It helps to provide some conversation techniques in advance, in text or, for example, with a short instructional video.
• A list of contact persons who are interesting for the new employee. It can be an interesting mix of diverse stakeholders: from HR, the facility manager, and the confidential advisor to the director; everyone has their own role in the organization and can surely tell the new colleague something useful.
  

4. Long term

Once the new employee has been working for a few weeks and feels settled, it might be tempting to let them go. Wait a little longer! That is precisely the time to keep your finger on the pulse. A good landing in an organization takes time. On average, it takes a year to really get used to new colleagues, the company culture, and interpersonal relationships. By keeping an extra eye on things, you increase the chance of a true integration into the organization.

So, ensure a few contact moments between the buddy and the employee during the first year. By sending a reminder to both at set times, you keep everyone on track. Feel free to package such a notification for a follow-up moment as a friendly invitation to catch up. A free cup of coffee with cake at the local bakery or a sandwich in the company canteen ensures that the moment of attention is felt as a treat rather than a chore. Good for job satisfaction!

5. Ask for feedback

Of course, the buddy regularly asks the new employee how they like the new job. Still, it is a good idea to ask the employee via a survey during the first year where the onboarding could be sharpened. Are there training needs, is there a need for extra guidance, are there ideas for a fun staff outing, or are certain facilities missing in the organization?

By asking the employee for this kind of feedback online, you give them a chance to think it over calmly. The results of such a survey can provide important input for developing a training program, HR policy, or improving internal communication.

Don’t forget to also ask whether the employee, who is no longer brand new, might want to act as a buddy for future colleagues themselves. Then you’ve got that arranged right away too!

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Use online possibilities
From collecting documents for onboarding buddies on a dedicated knowledge platform to scheduling reminders and sending out surveys: once you have set it up properly online, you really don’t have to worry about it anymore. Need help or inspiration with this? Contact us, and we’ll think along with you!