Explore the 10 easy steps to creating a buddy system to support new young employees in your organisation.
The transition from education into the professional working world is an exciting yet often daunting journey for young people. New roles, unfamiliar environments, and the pressure of wanting to succeed can feel overwhelming.
As employers, creating a supportive and nurturing environment is crucial to nurturing and retaining these young people. One effective way to achieve this is by setting up a buddy system. In today’s post, we will take a close look at how you can do that.
What is a buddy system?
A buddy system is a mentoring approach where a new employee is paired with a more experienced colleague (their “buddy”) to guide them during their initial days and weeks with the organisation.
Buddy systems are often slightly less formal than traditional mentoring relationships but serve many of the same purposes.
Why create a buddy system?
There are so many great reasons to put a buddy system in place. Just a few of them include:
Faster integration
Having a designated person to turn to speeds up and streamlines the integration process for young employees when they join your company. They become familiar with the company culture, norms, expectations, and working practices more quickly.
Personal connection
The early days in a new job, when you do not know anyone, can feel isolating. A buddy provides a personal and friendly touch, making the newcomer feel valued and welcomed.
Informal learning
Much of the most valuable learning in the workplace happens outside of formal training environments. Buddies can provide insights, share experiences, and offer practical tips to their mentees.
Boosts confidence
Knowing there’s someone they can turn to can significantly boost a young employee’s confidence, making them more proactive and engaged and allowing them to become productive members of the team more quickly.
How to set up a buddy system
Now that you understand the benefits of a buddy system, here are ten easy steps to help you create one that works.
Identify the purpose
Before implementing the buddy system, be clear about its objectives. Do you want to accelerate onboarding, improve retention rates for young employees, enhance skills during the first days on the job, or create a more friendly environment? Your objectives will shape the programme and how it is run.
Define the buddy role
Both the new employee and their buddy should be clear about the role and what it does and does not entail. While the buddy is a guide and mentor, they are not a line manager and their job is not to oversee tasks or assign work.
In addition, while a buddy should be supportive and kind, they are not equipped to deal with serious issues and should know when to hand these off to a more appropriate person. Setting boundaries is crucial.
Select the right buddies
Not every experienced employee will make a good buddy to a newcomer. In selecting your “buddies”, look for employees who:
- Are good communicators
- Have a positive attitude towards the organisation
- Have a track record of good teamwork and collaboration
- Are patient and empathetic
- Want to serve as buddies. Employees pushed into the role against their will are unlikely to perform it well.
Train your buddies
Even if your chosen buddies are experienced employees, they may need guidance on how to provide effective mentorship. We recommend providing training sessions for those who will be serving as buddies.
During this training you should cover what is expected of them as well as aspects of good mentorship including effective communication, handling questions and uncertainties, offering constructive feedback, and creating a safe space for the new employee.
Schedule regular check-ins
Schedule periodic check-ins with both the buddy and the new employee. Start with bi-weekly check-ins, then change to monthly once the system is established and working well. This allows you to gauge the effectiveness of the system and make any adjustments that may be necessary.
Encourage open communication
The foundation of a good buddy system is trust. Encourage both parties to be open, honest, and constructive. If either party feels the buddy relationship isn’t working or that they are not a good fit for one another, they should feel free to voice their concerns.
Define the duration of the buddy relationship
While the initial weeks of an employee’s time with your organisation are crucial, the buddy relationship doesn’t have to be limited to just this period. Consider extending it, possibly for as long as a few months.
As the new employee grows and gains confidence, the nature of the relationship might evolve to more traditional mentorship or even professional collaboration.
Create a feedback mechanism
You will need to put a structured feedback mechanism in place for both new employees and their buddies. Proactively solicit insights from both the young employees and their buddies about their experiences, challenges, and suggestions. This feedback will help you to refine your buddy system and make it even better.
Celebrate successes
Recognise and celebrate the achievements stemming from the buddy system. Whether it is a project successfully completed, a new skill mastered, or positive customer feedback received, acknowledging these achievements boosts morale for both the buddy and the new employee. Recording these achievements also helps to showcase that the system is working.
Adjust and refine your system
No system is perfect from the beginning, and your buddy system will likely need to be amended and improved as time goes on. Based on feedback and observations, you can make any necessary tweaks to ensure that it is working as intended. As with anything in the workplace, perfection is not what matters. Instead, continuous improvement is key.
