Buddy process document Presented by : Sai Prasad,HRGO
WHY DO WE NEED A “BUDDY PROGRAM” Initial few days of any new entrant is the most critical. It is the level of comfort & ease of adjustment that an associate experiences in the initial few days that determine to a great extent how s/he views him/herself with the organization. This in turn has a great impact on the feeling of well-being of working in Hewlett Pakcard. So if a new associate's feeling of well-being is good/positive, then there is high probability that s/he will be more productive & a willing team contributor and stay on longer with Hewlett Pakcard. 29 July 2009 HP CONFIDENTIAL 2
The new associate’s first friend in Hewlett Pakcard
Someone who is available for any help / query / assistance
To make the New Entrants feel that they are “Cared for…” in the organization
To develop an excellent rapport with the New Entrant’s who have joined the organization
To act as a peer and a sounding board for the new entrant
Apart from Project Managers, help in interfacing the New Entrants with support departments like HR, Finance, Admin, REWS etc
To update the New Entrant’s about “who is who” in the Organization and some of the Organizational initiatives
29 July 2009 HP CONFIDENTIAL 3 WHO IS A “BUDDY” and WHAT DOES HE/SHE DO
Know how/Know who
Sharing work/life concerns
29 July 2009 HP CONFIDENTIAL 4 “BUDDY” ROLE FOR THE FIRST 60 DAYS
This is the period when the initial rapport is built between the Buddy and the New Entrant. The Buddy should exercise maximum care during this period. S/he must ensure that the New Entrant is feeling comfortable in the organization. They must guide the New Entrants by pointing towards the right source of information or person.
FIRST MEETING: The New entrants will come looking out for you.
Greet the new entrant and introduce yourself and give a small brief about yourself.
Make him/her feel at ease.
Make it clear to the new entrant that s/he can approach you anytime for help on his / her queries
Provide the person with your contact details
Point out the various links and support [@hp portal, contact HR , Hewitt etc.] that form part of an associate's lifeline
29 July 2009 HP CONFIDENTIAL 5 “BUDDY” ROLE IN DETAIL 0 – 10 DAYS
You could ask if s/he needs any information or assistance.
The same day take the new entrant for a round of the facility
Provide the person with important support numbers as used in that facility
Take the person along for lunch or coffee for the first week. Later you could go as and when mutually convenient.
For the first 10 days, meet the person regularly (fix a mutual convenient time) & solicit any help or assistance needed.
You could discuss about the basics. Few Examples for the first meeting - (Illustrative list not exhaustive)
How were the joining formalities?
What role/project has the person joined in?
Where is the person from [Company, ,Home town]?
What are his / her interests etc?
29 July 2009 HP CONFIDENTIAL 6 “BUDDY” ROLE IN DETAIL 0 – 10 DAYS (CONTD.)
This is the period when both the Buddy and the New Entrant have struck a rapport and they start interacting quite often. During this period, the Buddy must ensure that the New Entrant is settling well. If the need arises, this is the time when appropriate information is provided about some specific issues. Information could range from sources of information, experience working on tools or trainings etc.
Help the new entrant in understanding various tools or processes in vogue in Hewlett Pakcard. Buddy answers basic queries on some of the practices/policies in Hewlett Pakcard. This is to provide first level information and support. If anytime as a Buddy we don’t have the information, we should direct the New entrant to the right source.
29 July 2009 HP CONFIDENTIAL 7 “BUDDY” ROLE IN DETAIL 11 – 30 DAYS
Few Examples - (Illustrative list not exhaustive)
Trainings and Certifications relevant to me?
Or about the cricket team in Hewlett Pakcard
About reimbursements process in Hewlett Pakcard as experienced by an associate
Assist in Familiarization with :
HP life cycle tool in Hewlett Packcard
Performance appraisal , some basic queries
Mediassist and Medi claim policy basics
29 July 2009 HP CONFIDENTIAL 8 “BUDDY” ROLE IN DETAIL 11 – 30 DAYS (CONTD.)
This is the period of comfort. By now, the New Entrant should have been well integrated into the system. They are in the state of “Set Free”. It is here that friendships could develop and Buddy could form part of long term network of the new entrant. It is up to the buddy and new entrant from the 60th day on to continue it further.
Maintain active rapport with your assigned new entrant. Keep in touch frequently.
Be a listening board for the new entrants if they have to share any concerns. Important aspect is listening & sharing
If there is a concern that you think needs to be addressed for the new entrant, direct him / her to the right person.
A comfort feeling (in being a friend) comes to a new entrant at this stage depending on the kind of rapport built up.
29 July 2009 HP CONFIDENTIAL 9 “BUDDY” ROLE IN DETAIL 30 – 60 DAYS
Feedback from New Entrants will be taken periodically to assess the process and get specific feedback on support provided by Buddy.
The success of the buddy is measured from the following indicators:
The feedback from the New Entrants must be consistently positive, in tune with, “I felt cared for”, “I felt accepted” and my Buddy was one of the reasons for it.
The next level feedback could be from the New Entrant stating s/he got a friend the day s/he joined
29 July 2009 HP CONFIDENTIAL 10 WHAT A “BUDDY” SHOULD NOT DO The buddy WILL NOT provide Project Specific / Job Related feedback to his assigned new entrant.
29 July 2009 HP CONFIDENTIAL 11 SO LETS JUST ROCK !!
Pre joining buddy process flow… 12 Week 1- Touch Point 1 Week 3- Touch Point 3 Week 2- Touch Point 2 Meet the “Buddy”@ coffee day/Office premises, Exchange notes, re emphasizing his association with Hp and share a small gift as connect note. Within 3 days on receipt of the details of the “Prospect”, buddy connects with the prospect over a phone call. In the next 7- 10 days after touch point 1, candidate gets a mailer(E mail) Week 4- Touch Point 4 Welcome to Hewlett Packard Join Us Feedback Mechanism: Add a feedback form as part of joining forms 2 days before joining , candidate gets a personalized welcome note @ his/her house address Candidate gets a phone call from “Buddy”1 week before his/her DOJ.
Buddy Porgramme 13 Who’s involved in the Buddy process? Who is a buddy? Duration of Buddy process :0-60 days Need for a “Buddy”
Know how/Know who
The new associate’s first friend
peer and a sounding board for the new entrant
alleviate s the fear of unknown and ensures a smooth slip into the new role
To give a sense of “Caring and connect”
14 Buddy process flow Scheduling Candidate Interview Project lead Freezes on POC Offer Rollout Recruiter informs the candidate on POC( “Buddy”) Project lead informs details of Prospect to “Buddy” Buddy