Thirty percent of new hires leave within the first three months when they don't receive proper support. That's nearly one in three employees walking out the door before they've even had a chance to prove themselves.

The problem isn't always the job itself. Often, it's that new employees feel lost, overwhelmed, or disconnected during those critical first weeks. While 52% of employees report feeling undertrained after poor onboarding, there's a simple solution that can increase retention by 52%: assigning an onboarding buddy.

In this guide, you'll learn why onboarding buddies work, how to implement a buddy program step by step, and what to include in your onboarding buddy checklist to ensure every new hire feels supported from day one.

What Is an Onboarding Buddy?

An onboarding buddy is an experienced employee assigned to guide and support a new hire during their first 90 days at the company. Unlike a manager who evaluates performance or a mentor who provides long-term career guidance, a buddy serves as a friendly, accessible peer resource.

The buddy's role includes:

• Answering day-to-day questions about company culture and norms

• Explaining where to find resources and who to contact for specific needs

• Making introductions to other team members

• Providing honest insights about navigating the organization

• Offering a safe space to ask "basic" questions without judgment

Think of an onboarding buddy as your new hire's personal GPS for navigating the company. They help transform what can feel like an overwhelming maze into a manageable journey.

Why New Hires Struggle Without Onboarding Support

The first few weeks at a new job are notoriously challenging. Even the most qualified candidates can feel like they're drowning in information, unclear expectations, and unfamiliar systems.

Common Onboarding Pain Points

According to research from SHRM and industry reports, new hires struggle with:

Information overload. New employees face a whirlwind of policies, procedures, systems, tools, and cultural norms all at once. Without time to process and absorb this information, retention suffers dramatically.

Lack of clarity. New hires often don't know who to ask for help with specific tasks. They waste time searching for answers or, worse, avoid asking questions altogether because they fear appearing incompetent.

Isolation and disconnection. Remote employees are particularly vulnerable, with 63% reporting feeling undertrained compared to 52% of all employees. Without regular face-to-face interactions, remote workers struggle to build relationships and understand team dynamics.

Inadequate manager support. Managers are often stretched thin and can't provide the constant guidance new hires need. While managers should focus on performance goals and strategic direction, new employees also need someone to answer basic questions like "Where's the supply closet?" or "How do I submit a time-off request?"

The Cost of Poor Onboarding

When new hires struggle without proper support:

• 80% of employees who feel undertrained plan to quit soon

• Companies lose valuable talent before they've fully ramped up

• Hiring costs average $15,000 per bad hire, not including lost productivity

• Team morale suffers as colleagues cover gaps left by departing employees

• Your employer branding takes a hit when former employees share negative onboarding experiences

The good news? Nearly 90% of employees decide whether to stay or leave within the first six months, giving you a clear window to intervene with better onboarding support.

How Onboarding Buddies Solve These Problems

Onboarding buddies address the root causes of new hire struggle by providing consistent, accessible, peer-level support throughout the critical first 90 days.

Proven Impact of Buddy Programs

The data on onboarding buddy programs is compelling:

• 52% increase in retention: Companies with buddy systems keep 50% more new employees (source)

• 60% faster time to productivity: Buddy programs dramatically reduce the time it takes new hires to become fully productive (source)

• 36% higher satisfaction: New hires with an onboarding buddy report significantly higher satisfaction than those without one

• 23% higher happiness after week one: At Microsoft, new hires with buddies were 23% more satisfied with their overall onboarding experience

• 12% productivity boost: Employees who participate in a buddy system are 12% more productive than their counterparts

Perhaps most impressive: at Microsoft, 97% of new employees who met with their buddy more than eight times in their first 90 days felt more productive quickly.

Why Buddies Work Better Than Manager-Only Onboarding

Onboarding buddies complement but don't replace manager involvement. Here's why this peer relationship is so valuable:

Lower stakes. New hires feel more comfortable asking "dumb questions" to a peer than to their direct manager who will evaluate their performance.

Real talk. Buddies can provide honest, unofficial insights about team dynamics, unwritten rules, and company culture that managers might not share.

Immediate access. While managers juggle multiple priorities, buddies can respond quickly to day-to-day questions and challenges.

Social connection. Buddies help new hires build their professional network and feel like part of the team, not just another employee.

Mutual benefit. Being a buddy helps experienced employees develop leadership and coaching skills while reinforcing their own understanding of company processes.

How to Build an Effective Onboarding Buddy Program

Creating a successful onboarding buddy program requires more than just assigning random employees to new hires. Follow these steps to build a structured, effective program.

Step 1: Select the Right Buddies

Not every employee makes a good onboarding buddy. The best candidates have:

• Strong company knowledge: At least six to twelve months of experience in the organization

• Positive attitude: Enthusiasm about the company and role

• Good communication skills: Ability to explain concepts clearly and patiently

• Time availability: Capacity to dedicate time to the buddy relationship without neglecting their own work

• Similar role experience: Ideally from the same department or with a similar role

• Willingness to participate: Genuine interest in helping others succeed, not forced participation

According to best practices from HBR, high-performing organizations are nearly two and a half times more likely to assign a mentor or coach during onboarding.

Step 2: Define Clear Buddy Responsibilities

Buddies need explicit guidance about what's expected of them. Create a written role description that includes:

Week 1 responsibilities:

• Welcome the new hire on their first day

• Give an office tour (virtual or in-person)

• Have lunch or coffee together on day one

• Explain basic systems and tools

• Introduce the new hire to immediate team members

Ongoing responsibilities (first 90 days):

• Schedule weekly check-ins (30 minutes)

• Be available for ad-hoc questions via chat or email

• Help interpret company culture and unwritten rules

• Make introductions to people outside the immediate team

• Share resources and helpful tips

• Provide feedback to HR about the new hire's adjustment

What buddies are NOT responsible for:

• Performance evaluation or management

• Technical training (that's the manager's job)

• Being available 24/7

• Solving every problem independently

Step 3: Train Your Buddies

Don't assume employees automatically know how to be effective buddies. Provide training that covers:

• The goals and structure of your buddy program

• How to have effective check-in conversations

• Active listening techniques

• When to escalate issues to managers or HR

• Company resources and tools to recommend

• How to balance buddy responsibilities with their regular work

• Tips for supporting remote employees effectively

Consider creating a buddy playbook or guide that buddies can reference throughout the onboarding period.

Step 4: Match Buddies Thoughtfully

Strategic matching increases the likelihood of a successful buddy relationship. Consider:

• Department alignment: Same or adjacent teams work best

• Role similarity: Someone who understands the new hire's day-to-day challenges

• Personality compatibility: Use any available personality assessments

• Work location: For hybrid teams, match based on schedule overlap

• Career level: Buddies should be peers, not senior leadership

• Diversity considerations: Be thoughtful about representation and inclusion

Introduce the buddy before the new hire's first day if possible. Send a welcome email from the buddy with information about where to meet, what to expect on day one, and an invitation to ask questions.

Step 5: Structure Regular Check-Ins

Don't leave the buddy relationship to chance. Create a structured cadence:

First week: Daily brief check-ins (10 to 15 minutes) Weeks 2 to 4: Two to three times per week (20 to 30 minutes) Months 2 to 3: Weekly check-ins (30 minutes) Beyond 90 days: Monthly or as-needed catch-ups

Provide discussion guides with suggested topics for each stage:

Week 1 topics:

• How are you feeling?

• What questions do you have about your first tasks?

• Who do you need to meet next?

• Are you able to access all the tools you need?

Month 1 topics:

• What's still confusing?

• How's your workload feeling?

• What surprises have you encountered?

• Who else should you connect with?

Month 2 to 3 topics:

• What's going well?

• Where do you want to develop?

• How can I continue to support you?

• What feedback do you have about the onboarding process?

Step 6: Recognize and Reward Buddy Participation

Being an onboarding buddy requires time and effort. Show appreciation through:

• Public recognition in team meetings or company communications

• "Buddy of the Quarter" awards

• Gift cards for coffee or lunch with their new hire

• Professional development credit

• Priority consideration for leadership development programs

• Exclusive "buddy" swag or perks

At minimum, ensure that buddy participation is acknowledged during the employee's own performance reviews as a valuable contribution to team success.

Step 7: Gather Feedback and Iterate

Continuously improve your buddy program by collecting feedback from:

New hires (after 30, 60, and 90 days):

• Was your buddy helpful?

• How often did you meet with your buddy?

• What did your buddy do that was most valuable?

• What could have been better?

• Would you recommend the buddy program?

Buddies (after each onboarding cycle):

• How much time did you spend on buddy activities?

• What resources would have helped you be more effective?

• Were the guidelines clear?

• What challenges did you encounter?

• Would you serve as a buddy again?

Managers:

• Did the buddy program improve the new hire's ramp-up time?

• Were there any issues with the buddy relationship?

• How can we improve the program?

Use this feedback to refine buddy selection criteria, training materials, and program structure.

Onboarding Buddy Checklist: What to Include

Use this comprehensive checklist to guide your onboarding buddy program. You can customize this template to fit your company's specific needs.

Pre-Day One: Before the New Hire Arrives

For HR/Hiring Manager:

• Select and train the onboarding buddy

• Match buddy with new hire based on role and department

• Send buddy the new hire's background information

• Provide buddy with onboarding schedule and expectations

• Schedule first meeting between buddy and new hire

For Onboarding Buddy:

• Review new hire's background and role

• Send welcome email or message before first day

• Share practical information (parking, dress code, what to bring)

• Clear your calendar for first-day availability

• Prepare an office tour plan (physical or virtual)

Day One: First Day Essentials

Morning:

• Greet new hire at entrance or on video call

• Give office or virtual workspace tour

• Introduce new hire to immediate team members

• Explain where to find restrooms, kitchen, supplies

• Help set up workspace, technology, and logins

• Review first-day agenda and schedule

Afternoon:

• Have lunch or coffee together

• Answer initial questions

• Explain basic communication norms (Slack, email, meetings)

• Share helpful resources and documentation

• Schedule Week 1 check-in meetings

• End day with brief "How did it go?" check-in

Week One: Building Foundation

• Meet daily (10 to 15 minutes) to check in

• Help troubleshoot technology or access issues

• Introduce new hire to 3 to 5 additional colleagues

• Explain team rituals (standups, planning, retros)

• Share unwritten rules and cultural norms

• Review company org chart and key stakeholders

• Go over first project or assignment expectations

• Create ongoing meeting cadence for Month 1

Month One: Integration and Learning

• Meet 2 to 3 times per week (20 to 30 minutes)

• Review new hire's initial projects and provide guidance

• Make cross-functional introductions

• Explain how decisions get made

• Share tips for working with manager and key partners

• Answer questions about company policies

• Provide feedback on how new hire is fitting in

• Check emotional well-being and stress levels

Month Two: Growing Independence

• Reduce to weekly check-ins (30 minutes)

• Discuss challenges and wins

• Help navigate any conflicts or confusion

• Introduce new hire to optional company groups or ERGs

• Share professional development resources

• Encourage new hire to start helping others

• Gather feedback about onboarding experience

Month Three: Preparing for Independence

• Continue weekly check-ins

• Review 90-day goals and progress

• Discuss career development aspirations

• Make final strategic introductions

• Transition to as-needed support

• Celebrate completion of onboarding period

• Encourage new hire to consider being a future buddy

Ongoing: Beyond 90 Days

• Shift to monthly or quarterly catch-ups

• Remain available for occasional questions

• Continue building the professional relationship

• Invite new hire to team social events

• Provide feedback to HR on program effectiveness

Adapting Buddy Programs for Remote and Hybrid Teams

With remote and hybrid work now standard, onboarding buddies are more critical than ever. Remote employees are more likely to feel undertrained (63%) than on-site employees, making peer support essential.

Remote Buddy Best Practices

Increase meeting frequency. Remote new hires benefit from more frequent, shorter check-ins (even 10 to 15 minutes daily) during the first week to combat isolation.

Use video generously. Keep cameras on during buddy meetings to build rapport and connection. Video helps remote employees feel more engaged and less alone.

Schedule virtual social time. Plan informal virtual coffee chats, game sessions, or happy hours separate from work-focused check-ins.

Leverage async communication. Create a dedicated Slack channel or messaging thread where the new hire can ask questions throughout the day without waiting for scheduled meetings.

Ship a welcome kit. Send company swag, equipment, or a personal note from the buddy to the new hire's home address to create a tangible connection.

Facilitate digital introductions. Create a "new hire introduction" message in team channels with the buddy's help, or schedule brief virtual meet-and-greets.

Over-communicate norms. Remote workers can't pick up on unwritten rules through observation, so buddies need to explicitly explain team communication preferences, meeting etiquette, and cultural norms.

Hybrid Buddy Considerations

For hybrid teams, consider:

• Matching new hires with buddies who have similar in-office schedules

• Ensuring buddies are in the office on the new hire's first day

• Creating both in-person and virtual touchpoints

• Being explicit about when to use different communication channels

• Helping new hires understand the team's hybrid rhythm and expectations

According to onboarding research, as hybrid work environments become standard, onboarding must be structured, engaging, and tech-empowered to succeed.

Common Onboarding Buddy Program Mistakes to Avoid

Even well-intentioned buddy programs can fail. Watch out for these common pitfalls:

Mistake 1: No Clear Structure or Expectations

The problem: Assigning buddies without guidance leads to inconsistent experiences. Some buddies meet once and disappear; others aren't sure what they're supposed to do.

The solution: Create written guidelines, meeting schedules, and discussion topics. Provide training before buddies meet their new hires.

Mistake 2: Choosing the Wrong Buddies

The problem: Picking buddies based solely on availability rather than fit leads to poor matches. Overwhelmed or disengaged employees make ineffective buddies.

The solution: Select buddies who are enthusiastic, have time capacity, and genuinely want to help. Make participation voluntary, not mandatory.

Mistake 3: Treating Buddies Like Additional Managers

The problem: Expecting buddies to handle performance management, complex technical training, or conflict resolution blurs roles and creates confusion.

The solution: Clearly distinguish between buddy responsibilities (peer support, culture guidance) and manager responsibilities (performance feedback, technical training).

Mistake 4: No Recognition for Buddy Efforts

The problem: Being an onboarding buddy takes time and energy. When companies don't acknowledge this contribution, employees become reluctant to volunteer.

The solution: Recognize buddies publicly, provide tokens of appreciation, and include buddy participation in performance evaluations.

Mistake 5: One-Size-Fits-All Approach

The problem: Every new hire is different. Senior hires need less hand-holding than entry-level employees. Remote workers need different support than in-office employees.

The solution: Customize buddy activities based on the new hire's experience level, work location, and role complexity.

Mistake 6: Letting the Buddy Relationship Fizzle Out

The problem: Without scheduled check-ins, busy buddies and new hires stop meeting after the first week, defeating the program's purpose.

The solution: Calendar recurring meetings for the full 90 days. Send automated reminders to both parties. Have HR check in at 30, 60, and 90 days.

Mistake 7: No Feedback Loop

The problem: Programs stagnate when companies don't gather feedback about what's working and what isn't.

The solution: Survey new hires and buddies after each onboarding cycle. Use feedback to continuously improve the program.

How HrPanda Supports Better Onboarding

While onboarding buddies provide critical human support, modern recruiting software can streamline the administrative side of onboarding and free up time for meaningful relationships.

HrPanda helps you manage the entire hiring process from sourcing to onboarding by:

Organizing candidate information. Keep all new hire documents, communications, and onboarding tasks in one centralized location, making it easy to track progress.

Automating workflows. Set up automated reminders for buddy check-ins, onboarding milestones, and follow-up surveys to ensure nothing falls through the cracks.

Facilitating communication. Use built-in engagement messages to keep new hires informed and connected from offer acceptance through their first 90 days.

Tracking metrics. Monitor onboarding completion rates, time-to-productivity, and early turnover to measure the impact of your buddy program.

Managing buddy assignments. Maintain a database of trained onboarding buddies, track their availability, and match them with new hires based on role and department.

By handling the logistical details, HrPanda lets your onboarding buddies focus on what matters most: building relationships and helping new hires thrive.

Conclusion

New hires don't fail because they lack talent. They struggle because they feel overwhelmed, isolated, and unsure who to turn to for help. Onboarding buddies solve this problem by providing consistent peer support during the critical first 90 days.

The data is clear: buddy programs increase retention by 52%, reduce time to productivity by 60%, and improve new hire satisfaction by 36%. These aren't marginal gains. They're transformational improvements that directly impact your bottom line and company culture.

Building an effective buddy program doesn't require a massive budget or complex technology. It requires thoughtful buddy selection, clear expectations, structured check-ins, and a genuine commitment to helping new employees succeed.

Start small. Pilot your buddy program with the next five new hires. Train a handful of enthusiastic employees to be buddies. Use the checklist in this guide to create structure. Gather feedback and iterate.

Then watch as new hires ramp up faster, stay longer, and become the engaged team members you hoped they'd be when you first made the offer.

Ready to streamline your entire hiring and onboarding process? Schedule a demo to see how HrPanda can help you build better teams from day one.

FAQ

How long should an onboarding buddy relationship last?

Most effective onboarding buddy relationships last 90 days, with the most intensive support happening during the first 30 days. After 90 days, buddies can transition to informal mentors or friends, checking in monthly or as needed rather than on a strict schedule.

Should buddies be from the same department as the new hire?

Ideally, yes. Buddies from the same department or similar roles understand the new hire's specific challenges and can provide more relevant guidance. However, for very small teams, cross-functional buddies can work as long as they understand the company culture and can make appropriate introductions.

What if the buddy and new hire don't get along?

Personality mismatches happen. If either party feels the relationship isn't working after the first two weeks, HR should facilitate a buddy switch without stigma. It's better to fix a bad match early than let a struggling new hire suffer through 90 days with an incompatible buddy.

How much time should buddies expect to spend on onboarding activities?

Buddies typically spend three to five hours in the first week, then one to two hours per week for the remainder of the 90 days. In total, expect 15 to 20 hours over three months. Buddies should work with their managers to ensure this time is built into their workload expectations.

Can managers serve as onboarding buddies?

While managers play a critical role in onboarding, they shouldn't serve as the onboarding buddy. New hires need a peer relationship where they feel comfortable asking basic questions without worrying about performance evaluations. Managers should focus on goals, expectations, and skill development while buddies handle day-to-day cultural integration.

How do you measure onboarding buddy program success?

Track metrics like new hire retention at 90 days and 1 year, time to productivity, new hire satisfaction scores, buddy participation rates, and manager feedback. Survey new hires to ask specifically about their buddy experience, and compare these metrics before and after implementing your buddy program to demonstrate ROI.

What happens if a buddy leaves the company during onboarding?

Have backup buddies identified in advance who can step in if the primary buddy leaves, goes on extended leave, or becomes unavailable. Brief the replacement buddy on the new hire's progress to date and any specific concerns or needs.

Should startups with small teams still have buddy programs?

Absolutely. Buddy programs work at any company size. In small startups, the founder or an early employee can serve as a buddy while also managing. The key is creating structure and intentional support rather than assuming new hires will "figure it out" on their own.