Buddy program

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It is my well defined tool used for retaining new employees by helping them settle down quickly.

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Buddy program

  1. 1. BUDDYPROGRAM By Vipul Saxena!
  2. 2. Objectives of Buddy ProgramInduction and Orientation Programs are conducted sothat new employees feels at home. This also meanhelping them understand our organizational Policiesand culture.Mostly a new employee is less confident and feelinsecure relating with their colleagues - senior, peer orjunior. Not knowing what’s right, or what’s acceptedhere, can make the new employee confused andhesitant in interpreting the responses of others.These concerns of new employee pale intoinsignificance, however, compared with the sheerconfusion of not knowing what’s normal in theorganization as to what’s right and wrong here -what’s expected of me - what’s the company’s culture?
  3. 3. Buddy program is a tool to accelerate the new employee’s ability to deal withthe early disconcerting issues. By implementing Buddy Program it is intendedthat: The new employee feels at home with the company, in a quick process; Straightforward queries regarding basic operational issues are dealt with ina timely and non-bureaucratic manner; The initial confusion and uncertainty faced by all new employees isreduced; Other orientation activities, such as classroom and on job training (OJT)can be related to actual real-world activities and resulting basic queries canbe resolved; New employees find out how to manage us, the company, in a supportiveand risk-reduced environment; Manger / supervisor time with new employees is reduced to deal with addedvalue issues; New employee begins to add value more quickly, leading to increasedconfidence & self-esteem;Buddy program provides one-point contact to operationally necessaryinformation. In essence, the development / performnace of the individual is notan expected output from Buddy Program.
  4. 4. Who is Buddy ? BUDDY" is one who partners with a new employee during their first Sixmonths of employment. A Buddy can be given more than one new joinees too. The BUDDY offers advice and guidance to help foster and promote theprofessional development of a new employee in initial days. He is generally asuperior performer and have good people skills. The BUDDY being highly motivated and efficient employee , he can be aneffective source of advice and encouragement. The BUDDY can offerseasoned experience in the form of training and socializing the newemployee to the work place. BUDDY should have personality that will impress and persuade the newemployee that he is someone whom he can trust. His role is to allow for acomfortable, more informal environment in which the employee can ask andreceive information about the office culture and norms and those everyday,mostly unwritten, procedures and policies that help to explain how things
  5. 5. Criteria for Selection of BUDDYBuddy is someone who has : Has patience and good communication andinterpersonal skills. Has understanding and commitment to the Companysmission, goal and values. Is proud of the organization. Demonstrates high performance. Is a positive role model who is well regarded andaccepted by current employees. Is skilled in the new employee’s job. Is a peer of the new employee. Is given time to be accessible to the new employee. Preferably, has been employed more than one year.
  6. 6. Role and Responsibility of BUDDY BUDDY’s responsibility is to help establish asense of belonging for the new employee. With aneffective BUDDY, new employee will quicklybecome a contributing member to his or her newdepartment. Buddy is not the new employees manager orsupervisor and will not be held responsible for newemployees performance. If queries ariseregarding performance, disciplinary or policymatters, while Buddy is free to give his opinionand advice on how to approach the matter, Buddyis not authorised to adjudicate or resolve thematter. New employee must be directed to theirmanager or supervisor for resolution of therelevant professional issues.
  7. 7. Buddy is to : Be an informational resource for the new employee onpolicies, procedures, work rules, norms, etc. Help socialize the new employee. Assist in training the new employee. Be a tour guide. Identify resources. Provide introductions.Buddy’s first meeting with the new employeeAfter Buddy’s name and name & other relevant information ofthe new employee has been ciculated, he will be working with, itis up to Buddy to contact with new employee at the earliestavailable opportunity. This may be on their first day or if they areinvolved in orientation training on first day, Buddy may arrangemeeting new employee over lunch or otherwise on that day.
  8. 8. Contents of meetings and discussions Buddy’s first meeting with new employee should be introductory in nature.He should take him around all the departments, introduce them to theircolleagues, and direct them to there work station/cabin. He would alsoexplain him operation of an equipment or system they need in order tocommence work. Buddy need to be familiar with the content of theorientation training, so that they do not duplicate any training being providedthere. Buddy should inform the new employee his contact details, and make itclear that he is available to them as & when required. Buddy should infiormthem that he will be meeting them regularly, and that non-urgent issuesshould be defered until those times. However, if any bottleneck that ismaterially hindering their work or performance can be discussed with himimmediately. Buddy must ask them if they have any initial queries or issues, and resolvethem and leave the new employee to get on with their assignment. Buddyneed to remember, his role is to help the new employee get on with the taskat hand and not to prevent them from doing so.
  9. 9. Frequency and timing of meetings Buddy must meet the new employee regularly for at least 15-20minutes, once a week during their first month and at least once amonth thereafter. This meeting is often best conduct over lunch or inan informal setting, and used to discuss any non-urgent issues thenew employee may have. During the working day, it may be reasonable to expect as many as3 - 5 brief queries a day from the new employee in the first fewdays, reducing down to one or two a day thereafter. Although every new employees is different, however after 2-3months, you may hear little or nothing from them on a daily basis. ITWILL BE A GOOD SIGN. If Buddy is getting large number ofurgent queries even after first month, It is a pointer to bottle necksin the system which Buddy must resolve by meeting new employeeand relevant Deptt head/heads. It is expected that Buddy and the new employee meet duringworking hours. Sometimes, Buddy and new employee agree tomeet on a social basis, outside working hours. This is an entirely a
  10. 10. Expectations of the Company from the Relationship Relationship between Buddy and the new employeeshould be open, confidential, positive and supportive. All queries raised during their discussions should beconfidential. The company neither has interest inknowing the details of any discussions between Buddyand the new employee, nor in monitoring Buddyrelationships. The Company expects the relationship to be supportiveto the company and new employee. Buddy must avoidgiving his view/opinion on a issue not known to him orabout any existing employee’s professional matter /personal life which can be termed as gossip and maybecome rumour, particularly as many new employeesare not in a position to form an opinion on most issuesduring their early months.
  11. 11. What a new Employee Expects from BUDDY ? General advice. General Guidance. Encouragement. Positive attitude of BUDDY. Shared information/query is kept confidential. Honest feedback. Clear information. Help in understanding the culture of an organizationand finding out how to get things done. Assistance in building networks and insight intohow to make them effective and productive. Establishment of the best form of communication --e-mail, telephone, in-person.
  12. 12. Tips for Buddies Be patient and positive. It takes time to develop a relationship.Don’t try to cover everything right away. Buddies need to allowenough time for growth. Don’t try to force a relationship. Look for a preferred style of communication and/or culturalidentification Don’t try to turn the new employee into your clone. That personmay have a different style from yours. Let the new employeedevelop. Listening may be more important than giving advice. Don’t be judgmental. Don’t lose heart because of a new employee’s failures. You cannotalways ensure success, but you can help that person to beginagain more intelligently. You can help them see a failed experienceas valuable by honestly identifying where it went wrong. Buddiescan often prevent failure from happening to a new employee asecond time. Keep a good attitude and stay in a teaching spirit. Don’t worry about being perceived as the "expert." Your experienceis important to the new employee.
  13. 13. Termination of Relationship The Buddy relationship between you and the newemployee will be terminated if either: Three months expires, or on request by either party. The Buddy relationship operates under a no-faulttermination mechanism. This means that if eitherthe Buddy or the new employee so requests, theBuddy relationship immediately ends. The newemployee is allocated another Buddy, and theBuddy can be allocated to a different newemployee.“NO EXPLANATION WILL BE SOUGHTOR OFFERED, NO DISCUSSION/BLAME WILLFOLLOW.
  14. 14.  Submission of Reports to HR Department On Termination of Relationship, Buddy must file a Report to the HRDeptt in a prescribed without revealing exact details of the query bythe new joinee, so that HR system can reduce the concerns for futurenew joinees. Benefits to Buddies Give something back to your Department. Share accumulated knowledge and experience for organisationgrowth. Gain a better understanding of yourself through helping others. Maintain or create a fresh perspective. Helps him Groom him as Leader. Rewards /Awards for BUDDY HR Deptt monitors the performance of BUDDY in terms of efforts andpain taken by the Buddy in achieving the Objective of the BuddyProgram and give due consideration at an appropriate opportunity.Questionaire for Buddy on completion of assignmentWhile answering the questionnaire you are advised not to reveal exactdetail/situation that new employee shared these with you. The objective is tocollect the concerns of new employee which make him nervous/uncomfortableunless addressed.Name of New Employee :Designation :Department :Reporting Officer ;Date of joining :Date of Buddy relationship termination :Q1. Share the area of initial concerns of the new employee ?Q2. The Departments new employee wanted to know ?Q3. The Policies new employee desired to know ?Q4. The Policies new employee did not feel convinced ? input/suggestionsshared ?Q5. Comments of new employee on HR policies ?Q6. Comments of new employee on work environment at his work place/department ?Q7. General feeling expressed by the new employee upon joining theOrganisation ?Q8. Which Policies/Systems the new employee shared as better system in hisprevious organization ?Signature(Name of Buddy)Date :Location :
  15. 15. THANK YOU

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