What Is the Taubman College Buddy System?
The Buddy System is a vital part of Taubman College’s onboarding program. The HR staff selects a current employee (usually from a different team than the new person to help them meet other people) and invites them to serve as a buddy to a new hire for a time period of three to four months. While starting a new job is exciting, we know that it can be intimidating to be the new person. By connecting our new employee with a buddy, our goal is to provide them with a positive, friendly resource who can not only help them answer questions, but can also help socialize them into our community.
- Information for Current Employees on How to Be a Buddy
- Information for New Employees on What to Expect from Their Buddy
Why Use a Buddy System?
Research has shown that there are many positive effects of having an onboarding buddy. Below are just a few reasons why implementing a buddy system is crucial to the success of not only our new hires, but Taubman College as a whole. For example:
- Buddies assist with the unwritten rules: While new hires certainly bring an expertise to their new position, they still need to know how things operate here at Taubman College. Context is key, and our buddies have the experience to share those little things about how we operate, who the key stakeholders are, as well what our cultural norms are.
- Buddies boost productivity: Having a buddy who can help out and answer questions along the way boosts confidence and makes for a quicker learning curve which results in higher productivity. Furthermore, managers will be able to spend less time on lower-level operational issues and focus more on higher-level tasks.
- Buddies improve job satisfaction for new employees leading to higher retention rates: Finding a sense of belonging, or socialization, is one of the most important factors in employee satisfaction and retention. Buddies provide a safe space and an immediate friend at work for our new team members who are still navigating what their expectations are, and how they can fit in. It can be intimidating to be the new person, but our buddies help to integrate our new employees so that they feel less as an outsider and more as a valued member of the Taubman College community.
Buddy Program Expectations and Timeframe
The Taubman College Buddy System should be beneficial for all parties involved. For new hires, it is an opportunity to make a work friend and find their place within our community. For our buddies, our hope is that this experience will provide them with the chance to enhance their leadership and mentorship skills. Managers will benefit from the efficiency created by the buddy system and find that their new employee is able to contribute more, sooner than expected. In order for all of these positive outcomes, we have outlined the following expectations and timeline for a successful execution of this program below:
- Buddies should be committed to being available to their assigned employee for at least three to four months.
- A positive, non-judgemental role model.
- The first point of contact for any questions, concerns, ideas, etc. that the new team member may have.
- Someone to share insights on how things are done around Taubman College, including helping the new team member understand our systems and procedures.
- A colleague that is ready to share their wealth of knowledge on the culture and community here at Taubman College. They are not only a great resource, but a friendly, welcoming presence!
- Most importantly, someone that will help the new team member to have a smooth onboarding process and transition into their new role.
General Timeline
- New Employee’s First Week
- Welcome email from buddy introducing themselves
- Introductory meeting
- Exchange of communication standards (email address, google calendar, phone number, etc.)
- New Employee’s Second Week
- Welcome meeting/lunch
- Answer questions they may have thus far
- Rest of First Month
- Weekly check-ins
- Months Two through Four
- At least once a month check-ins
*Taubman College will pay for one buddy lunch
While orientation may only be the first week or two of an employee’s onboarding process, continual contact with a buddy over the course of their first few months is pivotal. In fact, it greatly increases the chances of our new employee to become a more integrated, happy, and productive member of our team. As a buddy, it is important to establish the best means of communication with their assigned team member. More importantly, we want buddies to remember that their participation is a critical part in supporting our new team members during this transition period.
How to be a GREAT Taubman College Onboarding Buddy
On behalf of Taubman College, thank you for participating in the Buddy System as part of our onboarding and integration process for new employees! We are thrilled to have dedicated and inspired buddies like you to welcome our future colleagues and provide them with an instant connection to the Taubman College community. This document will cover how to be a successful buddy, details on your responsibilities and expectations, and useful tips for creating a relationship with your assigned new hire.
By first understanding the goals and expectations of this program, you will be able to create a framework that will guide you through upcoming interactions. Below is a list of what we hope to achieve throughout this process:
- The new team member will feel welcomed, supported, and valued as a member of the Taubman College community.
- The initial confusion and uncertainty faced by all new employees will be lessened.
- The new team member will be socialized into college guidelines, norms, and culture.
- By making the new team member feel like they are a part of a team, it will boost their confidence, and productivity.
- Since the buddy will be one of the first points of contact for new team members, supervisors will spend less time troubleshooting and more time on added-value issues.
- The new team member will feel a higher level of job satisfaction, increasing the rate of retention.
- Both the buddy and the new hire will be able to share their knowledge and exchange ideas which could improve workflow.
- Both the buddy and the new hire will be able to enhance their leadership and mentorship skills, as well as gain valuable insights on how to improve our onboarding process.
How to be a Successful Buddy
Your positive attitude and willingness to help have already set you up to be a successful buddy! This next section suggests tips on how to engage with your assigned new hire as well as lists your responsibilities as a buddy. Furthermore, there is a checklist at the bottom for you to stay on track with your responsibilities as a buddy.
Helpful Tips for Engaging with Your Assigned Employee
- Be available and give the new hire time to warm up until they feel comfortable utilizing you as a trusted resource. Don’t force things!
- Suggest meetings over coffee/lunch/Zoom for informal conversations. Part of the socialization process of onboarding is having conversations about things outside of work.
- What are your hobbies? Where did you work before? Any hidden talents? etc.
- Many new hires subconsciously worry about being a bother to their buddy. Reassure them that you are happy to help. Encourage them to ask questions and give feedback. However, make sure to set expectations (i.e. not available after 6pm).
- It is okay if you receive questions that you don’t know the answer to. Just do your best to help them find it.
- Plan a fun non-work related activity: Tour Pierpont and the Duderstadt, go for a walk around North Campus, show them a cool restaurant near Taubman College.
- Share your experience as a new hire here at Taubman College and tell your story!
Responsibilities
- Be a positive, non-judgemental role model for the new team member.
- Be a point of contact for your assigned new hire (questions, troubles, ideas, etc.)
- Share insights on how things are done around Taubman College.
- Involve the new team member in office-related or informal activities.
- Socialize the new team member into company guidelines, norms, and office culture.
Buddy Timeline
- New Employee’s First Week
- Welcome email introducing yourself
- Introductory meeting
- Exchange of communication standards (email address, google calendar, phone number, etc.)
- New Employee’s Second Week
- Welcome meeting/lunch
- Answer questions they may have thus far
- Rest of First Month
- Weekly check-ins
- Months Two through Four
- At least once a month check-ins
*Taubman College will pay for one buddy lunch
What to Expect from Your Buddy
Welcome to Taubman College! We are thrilled to have you join our community, and we look forward to helping you transition into your new role. As a part of your onboarding process, we have assigned you a welcome buddy. They are so excited to meet you and be your confidant over the next three to four months to help you get acclimated to Taubman College. While we hope you will feel comfortable coming to any of us with questions or concerns, your buddy will be someone you can depend on as you transition into your new role. This document will give you a broad overview of what you can expect from your buddy as well as how they can be helpful to you.
What to Expect from Your Buddy
- A positive, non-judgemental role model.
- Your first point of contact for any questions, concerns, ideas, etc.
- Someone to share insights on how things are done around Taubman College.
- A colleague that is ready to share their wealth of knowledge on the culture and community here at Taubman College. They are not only a great resource, but a friendly, welcoming presence!
- Someone to help you understand our systems and procedures.
- Most importantly, someone that will help you have a smooth onboarding process and transition into your new role over the next few months.
Buddy Timeline
- New Employee’s First Week:
- Welcome email from your buddy introducing themselves
- Introductory meeting
- Exchange of communication standards (email address, google calendar, phone number, etc.)
- New Employee’s Second Week:
- Welcome meeting/lunch
- Answer questions you may have thus far – your buddy is here to support you in any way that they can! Please, don’t hesitate to reach out if you need anything.
- Rest of First Month:
- Weekly check-ins
- Months Two through Four:
- At least once a month check-ins
*Taubman College will pay for one buddy lunch
Lastly, What NOT to Expect from Your Buddy
- They are not responsible for job-specific training.
- They are not an evaluator of your progress. We hope that you will feel comfortable coming to them with any questions or concerns. This is a safe space, and questions/suggestions are always encouraged!
- They are not available 24/7. Everyone has a life outside of work; we hope that you and your buddy will establish a healthy line of communication that is accommodating for both of you.