Starting a new job can be overwhelming. New hires often struggle with understanding company processes, integrating into workplace culture, and building relationships. Without the right support, they can feel lost, disengaged, and even question their decision to join. An onboarding buddy program can change this dynamic.
By pairing new employees with experienced team members, organizations provide a structured yet informal way for newcomers to acclimate quickly. Microsoft found that new hires who met regularly with an onboarding buddy in their first 90 days felt 36% more satisfied with their onboarding experience.
Even more compelling, those who had more than eight interactions with their buddy reported a 97% faster ramp-up to full productivity (SHRM).
So, why aren’t more organizations implementing structured onboarding buddy programs?
Many HR teams still underestimate the power of peer support in driving long-term employee engagement and retention. Let’s break down why these programs are essential and how to structure them for success.
What Is an Onboarding Buddy Program?
An onboarding buddy is a designated employee who helps a new hire transition smoothly into their role by offering guidance, answering questions, and providing informal mentorship. Unlike a manager, an onboarding buddy focuses on cultural and social integration rather than performance metrics.
A buddy can help with: Explaining company norms and unwritten rules. Making introductions to key colleagues and stakeholders. Providing insights into team workflows and expectations. Offering emotional support to ease the stress of starting a new job. The benefits of these programs go beyond the new hire. Seasoned employees who serve as buddies also gain leadership and coaching experience, strengthening overall workplace culture.
Key Benefits of Onboarding Buddies
1. Stronger Employee Engagement
Employee engagement is directly linked to productivity and retention. A structured onboarding process, including an onboarding buddy program, fosters early engagement, making employees feel welcomed and supported.
Gallup research shows that employees who form workplace friendships are more engaged, productive, and less likely to leave their company (Gallup).
Assigning a buddy from day one helps establish these connections naturally. Want to read more on workplace connections? --> Read our previous blog
2. Faster Productivity Ramp-Up
Companies often expect new hires to reach full productivity quickly, but without the right guidance, many struggle. Microsoft found that new hires with an onboarding buddy ramped up 25% faster than those without one (SHRM).
Buddies provide real-time answers and insider knowledge, eliminating the need for trial-and-error learning. Managers should encourage open and supportive communication, but it's natural for new hires to hesitate in asking too many questions during their first week as they aim to make a strong impression. Having a buddy provides a more comfortable way to seek guidance from a peer rather than immediately turning to a manager.
3. Increased Retention & Reduced Turnover Costs
Employee turnover is costly. Studies show that replacing an employee can cost up to 200% of their annual salary.
However, structured onboarding significantly improves retention rates. New hires who go through a structured onboarding program (which includes an onboarding buddy) are 58% more likely to stay with the company beyond three years (SHRM).
Investing in a buddy system reduces costly turnover and fosters long-term commitment. Amirra seamlessly integrates a buddy into the onboarding process. HR simply enters a name when creating a new employee profile, and Amirra handles the rest.
4. Improved Workplace Culture & Collaboration
An onboarding buddy program reinforces company culture by embedding organizational values from the start. Buddies act as cultural ambassadors, ensuring that new hires integrate not just into their roles but also into the social fabric of the company. Additionally, these programs encourage cross-team collaboration. A well-connected workforce communicates better, reducing silos and improving overall efficiency.
5. Leadership Development Opportunities for Existing Employees
Serving as an onboarding buddy offers existing employees a valuable avenue to develop and enhance their leadership skills. By mentoring new hires, buddies refine their communication, coaching, and problem-solving abilities, which are essential competencies for career advancement.
87% of HR professionals report that buddy systems boost new hires' proficiency.
This highlights not only the benefits for newcomers but also the pivotal role buddies play in facilitating successful onboarding. (99firms)
To maximize the potential of onboarding buddies, companies can offer additional leadership training and resources. This dual approach not only supports the personal growth of the buddy but also strengthens the organization's leadership pipeline, fostering a culture of continuous development and mentorship.
How to Structure an Effective Onboarding Buddy Program
1. Choosing the Right Onboarding Buddies
Not every experienced employee is suited to be an onboarding buddy. The best candidates share key qualities, such as: Strong communication skills A welcoming and approachable attitude Deep knowledge of company culture and processes Patience and willingness to support others HR teams should carefully match buddies with new hires based on role, department, and personality fit.
2. Defining Clear Responsibilities A successful onboarding buddy program requires clear expectations. Buddies should: Introduce the new hire to the company’s culture and values.
Be available for questions and informal check-ins. Help with navigating internal systems and workflows. Offer guidance on career development within the company.
3. Establishing a Timeline & Checkpoints
A structured timeline ensures new hires receive consistent support:
Week 1: Daily check-ins, introductions to the team, and walkthroughs of tools and systems.
Month 1: Weekly meetings to discuss challenges, workplace norms, and role expectations.
Months 2-3: Bi-weekly check-ins as the new hire gains confidence and autonomy.
Amirra automatically reminds all parties involved to schedule these meetings and make them a priority.
4. Measuring the Impact of Onboarding Buddies
HR teams should track the success of their onboarding buddy program through:
New hire surveys measuring satisfaction and confidence levels.
Buddy feedback forms to assess program effectiveness.
Retention and productivity data to analyze long-term impact.
All these features are part and parcel of Amirra’s all-in-one Employee Experience solution.
Common Challenges and How to Overcome Them
Even the best onboarding buddy programs can face hurdles. Without the right structure and support, buddies may feel unsure of their role, overwhelmed by responsibilities, or mismatched with their new hire. Here’s how to address these challenges to ensure a smooth and effective experience for everyone involved.
1. Unclear Expectations for Buddies
The Challenge: If buddies don’t know what’s expected of them, they might default to casual check-ins that don’t provide meaningful support. Another consideration is they may feel pressured to act as managers rather than peer mentors.
The Solution: Provide structured training and clear guidelines on what being a buddy entails. Define specific touchpoints, key responsibilities, and best practices to make sure both the buddy and the new hire get the most out of the relationship.
A buddy shouldn’t just be a friendly face—they should be a resource and a cultural guide.
2. Overburdening Experienced Employees
The Challenge: Seasoned employees often have packed schedules, and adding onboarding duties can feel like an extra workload rather than an opportunity.
The Solution: Recognize and reward buddies for their contributions. This can be through incentives, public appreciation, or tying buddy participation to leadership development opportunities.
When employees see how being a buddy benefits their own career, they’ll be more engaged in the program.
3. Mismatched Buddy Assignments
The Challenge: A poor match between a buddy and a new hire can lead to disengagement. If they don’t share common ground or working styles, the new hire might hesitate to reach out, and the buddy may struggle to provide relevant guidance.
The Solution: Use skills and personality assessments to pair buddies effectively. Consider factors like communication style, department, and even personal interests to create stronger connections. When done right, this pairing doesn’t just help with onboarding—it fosters workplace friendships that last beyond the initial training period.
4. Lack of Program Accountability
The Challenge: Without ongoing oversight, buddy programs can lose momentum. Some buddies may be highly engaged, while others might not prioritize their role. Without feedback loops, it’s hard to measure effectiveness.
The Solution: Regularly review the program’s effectiveness through surveys, check-ins, and performance metrics. Ask both new hires and buddies for feedback to identify areas for improvement. HR can also track key metrics such as new hire retention and time-to-productivity to assess impact. If something isn’t working, adjust the structure accordingly.
Real-World Examples of Onboarding Buddies in Action
Microsoft: Revamped its onboarding process with structured buddy programs, leading to increased satisfaction and faster productivity.
LinkedIn: Uses peer mentorship to accelerate new hire learning and engagement.
HubSpot: Integrates onboarding buddies into remote onboarding strategies to ensure seamless culture integration.
Conclusion
An onboarding buddy program is a low-cost, high-impact way to improve employee experience, engagement, and retention. By fostering peer support, companies can accelerate learning, strengthen workplace culture, and reduce turnover.
However, for these programs to be truly effective, they need structure, consistency, and the right technology to support them.
This is where Amirra comes in. With Amirra, integrating an onboarding buddy into your process is seamless. HR teams simply assign a buddy when creating a new employee profile, and Amirra handles the rest—automating introductions, tracking progress, and ensuring check-ins happen at the right moments. This reduces administrative workload while ensuring every new hire gets the structured support they need.
HR teams looking to boost new hire success should prioritize implementing and optimizing their onboarding buddy programs today. With the right tools in place, like Amirra, you can take the guesswork out of onboarding and create a more engaging, connected workplace from day one.
Would your company benefit from a smarter onboarding buddy program?
Assess your current process and contact our team to see how Amirra can help streamline and enhance your employee experience.
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