Engagement Technique: Buddy Scheme

Starting a new job can feel a bit like the first day at school.

You’re excited.
You’re curious.
You’re also quietly wondering where everything is, who everyone is, and whether you’re about to ask a very obvious question in front of the wrong person.

That’s where a Buddy Scheme helps.

Because engagement isn’t all workshops and exercises, sometimes it’s about getting the conversation started – and that should start from day one!

The Buddy Scheme.

The structure is intentionally light.

New starters are paired with an employee who has been with the organisation, ideally for at least 12 months – The buddy should be from a different department, and seniority doesn’t matter.

In fact, sometimes a peer works better than a senior leader.  Rather than assigning buddies hire-by-hire, it’s often better to ask employees to apply. The people who volunteer tend to be the ones who genuinely enjoy helping others settle in. Don’t force this on someone, and if you can, interview the buddy for the responsibility. 15 mins is fine, but you want some commitment!

The early days of a new job shape someone’s experience more than we often realise. People remember whether they felt welcomed.

A buddy scheme tells a new starter: someone is looking out for you here.

It also benefits the buddy. Helping someone else understand the company often reinforces pride in the organisation and strengthens cross-department relationships. In some cases, these conversations lead to unexpected insights about the employee experience.

The only real commitment is time.

The buddy and the new starter agree to meet three times during the onboarding period, committing to roughly three hours in total.

For example:

• A coffee in week one

• A catch-up a few weeks later

• A final conversation after a couple of months

If budget allows, the company can cover a coffee or lunch. Whether that happens during work hours or over a lunch break is up to you, but it’s worth remembering that helping someone settle into a company is work.

Keep It Personal

The key rule of a good buddy scheme is this: There is no structure. This isn’t another onboarding checklist. The purpose is simply to give the new starter someone they can talk to comfortably. Someone they can ask the questions that might feel awkward in a team meeting.

Things like:

• “Who do I go to if this system breaks?”
• “How do people normally prepare for those meetings?”
• “Is it normal for everyone to bring lunch in or go out?”

 

One Important Boundary

The buddy isn’t a manager. The conversations are personal and informal, however, buddies should know they can raise serious concerns if something genuinely worrying appears. For example, if a new starter expresses that they feel unsafe, bullied, or completely lost in the role. Outside of those rare scenarios, the buddy’s job is simply to help someone feel welcome.

A Quiet Employer Brand Benefit

There’s another upside. When people talk about a company that paired them with a buddy on day one, it tends to stick. Small gestures during onboarding often become part of the story employees tell about the organisation. Stories you can tell in your employer brand (if they’d like to, of course!)

What to Watch Out For

• Like many engagement initiatives, the idea is simple but execution matters. If the wrong people become buddies, it can feel forced. That’s why voluntary sign-ups usually work best. Ensure you get feedback from both new starter and buddy.
• Don’t over-engineer the process. If it turns into another structured programme with forms and checklists, the natural conversation disappears.
• This should not be the only touch point during an employee probation. I recommend an additional HR catch up, and regular (ideally weekly) manager 1-2-1s.

 

The Takeaway

Most companies spend time planning onboarding presentations, documentation, and training. All of these are useful. But sometimes what a new starter needs most is one friendly colleague saying:

“Come and grab a coffee. I’ll show you how things work around here.”

This is not an original idea! More on the buddy scheme:

Indeed – Advice on the buddy system

HR Dive – How buddy systems strengthen onboarding

Together Platform on why they believe it’s essential

This post is part of our Engagement Techniques series of practical, low-cost ideas to bring more connection and meaning into work. Find the rest here

👉 Want to explore techniques like this in more depth? I run interactive employee engagement workshops where we bring these ideas to life.