New hire buddy program workflow template

Starting a new role can be daunting, but a well-structured onboarding process helps employees feel supported and engaged from day one. This workflow ensures that new hires have a go-to person who can answer questions, provide guidance, and introduce them to the company culture. By automating the process of assigning a buddy and scheduling check-ins, you create a more personal and welcoming experience without adding extra administrative burden.

How it works:

1. Allocate a buddy: The hiring manager receives a request to assign a buddy for the new hire. They enter the buddy’s name and email, selecting someone from the department with strong social skills.

2. Buddy confirmation request:

• The nominated buddy receives an email request asking if they can take on the role

• The email outlines their responsibilities, including reaching out before the new hire’s first day, planning a first-week check-in, and being available for support.
• The buddy confirms their availability by selecting 'Yes' or 'No' in the request form.
• If they decline, the manager is notified to choose another buddy.

3. Buddy introduction and first-day meeting:

• If the buddy accepts, the new hire receives an email introducing them to their buddy, providing their contact details, and encouraging them to connect before the first day.
• A calendar event is automatically scheduled for the new hire's first day, setting up a meeting with their buddy to ensure a warm welcome and initial orientation.

4. Pre-start notification: A day before the start date, the buddy gets a reminder email with tips on how to welcome the new hire.

5. Check-ins and feedback collection: 1 week later the buddy receives a reminder to check in and offer support.

6. Feedback collection: The new hire and buddy both receive a survey to provide feedback on their experience. The new hire shares how helpful their buddy was in their first few weeks, while the buddy reflects on their role and any challenges they faced. This feedback helps improve the buddy program for future hires.

Want to enhance your process?

Want to take it a step further? Here are a few ways to enhance your buddy program:

• 90-day check-in: Schedule a final follow-up to see how well the buddy system has worked and gather additional feedback for improvement.
• Group introductions: Instead of a one-on-one pairing, consider introducing multiple new hires to a shared buddy for a more collaborative experience.
• Ongoing support network: Create an alumni buddy network where past buddies remain available as mentors, providing a longer-term sense of support for new employees.

Why use this HR workflow template?

• Give new hires a warm welcome: Ensure they have someone to guide them from day one.
• Foster meaningful connections: Assign a buddy who can answer questions, provide guidance, and help new hires settle in.
• Reduce first-day overwhelm: Structured check-ins and reminders make onboarding smoother for everyone.
• Improve retention and engagement: Employees who feel supported from the start are more likely to stay and thrive.
• Gather valuable feedback: Automate check-ins and surveys to continuously improve the buddy program.

For more information, see our blog about the importance of a new hire buddy program: https://www.50skills.com/blog/how-to-build-a-new-hire-buddy-program