Buddy Programme

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Information about Buddy Programme

Published on August 17, 2009

Author: jsaiprasad

Source: slideshare.net

Buddy process document Presented by : Sai Prasad,HRGO

WHY DO WE NEED A “BUDDY PROGRAM” Initial few days of any new entrant is the most critical. It is the level of comfort & ease of adjustment that an associate experiences in the initial few days that determine to a great extent how s/he views him/herself with the organization. This in turn has a great impact on the feeling of well-being of working in Hewlett Pakcard. So if a new associate's feeling of well-being is good/positive, then there is high probability that s/he will be more productive & a willing team contributor and stay on longer with Hewlett Pakcard. 29 July 2009 HP CONFIDENTIAL 2

The new associate’s first friend in Hewlett Pakcard Someone who is available for any help / query / assistance To make the New Entrants feel that they are “Cared for…” in the organization To develop an excellent rapport with the New Entrant’s who have joined the organization To act as a peer and a sounding board for the new entrant Apart from Project Managers, help in interfacing the New Entrants with support departments like HR, Finance, Admin, REWS etc To update the New Entrant’s about “who is who” in the Organization and some of the Organizational initiatives 29 July 2009 HP CONFIDENTIAL 3 WHO IS A “BUDDY” and WHAT DOES HE/SHE DO

The new associate’s first friend in Hewlett Pakcard

Someone who is available for any help / query / assistance

To make the New Entrants feel that they are “Cared for…” in the organization

To develop an excellent rapport with the New Entrant’s who have joined the organization

To act as a peer and a sounding board for the new entrant

Apart from Project Managers, help in interfacing the New Entrants with support departments like HR, Finance, Admin, REWS etc

To update the New Entrant’s about “who is who” in the Organization and some of the Organizational initiatives

Information sharing Know how/Know who Know where Sharing work/life concerns Emotional Support Personal Feedback Friendship29 July 2009 HP CONFIDENTIAL 4 “BUDDY” ROLE FOR THE FIRST 60 DAYS

Information sharing

Know how/Know who

Know where

Sharing work/life concerns

Emotional Support

Personal Feedback

Friendship

This is the period when the initial rapport is built between the Buddy and the New Entrant. The Buddy should exercise maximum care during this period. S/he must ensure that the New Entrant is feeling comfortable in the organization. They must guide the New Entrants by pointing towards the right source of information or person. FIRST MEETING: The New entrants will come looking out for you. Greet the new entrant and introduce yourself and give a small brief about yourself. Make him/her feel at ease. Make it clear to the new entrant that s/he can approach you anytime for help on his / her queries Provide the person with your contact details Point out the various links and support [@hp portal, contact HR , Hewitt etc.] that form part of an associate's lifeline29 July 2009 HP CONFIDENTIAL 5 “BUDDY” ROLE IN DETAIL 0 – 10 DAYS

FIRST MEETING: The New entrants will come looking out for you.

Greet the new entrant and introduce yourself and give a small brief about yourself.

Make him/her feel at ease.

Make it clear to the new entrant that s/he can approach you anytime for help on his / her queries

Provide the person with your contact details

Point out the various links and support [@hp portal, contact HR , Hewitt etc.] that form part of an associate's lifeline

You could ask if s/he needs any information or assistance. The same day take the new entrant for a round of the facility Provide the person with important support numbers as used in that facilityTake the person along for lunch or coffee for the first week. Later you could go as and when mutually convenient. For the first 10 days, meet the person regularly (fix a mutual convenient time) & solicit any help or assistance needed. You could discuss about the basics. Few Examples for the first meeting - (Illustrative list not exhaustive)How were the joining formalities? What role/project has the person joined in? Where is the person from [Company, ,Home town]? What are his / her interests etc?29 July 2009 HP CONFIDENTIAL 6 “BUDDY” ROLE IN DETAIL 0 – 10 DAYS (CONTD.)

You could ask if s/he needs any information or assistance.

The same day take the new entrant for a round of the facility

Provide the person with important support numbers as used in that facility

Take the person along for lunch or coffee for the first week. Later you could go as and when mutually convenient.

For the first 10 days, meet the person regularly (fix a mutual convenient time) & solicit any help or assistance needed.

You could discuss about the basics. Few Examples for the first meeting - (Illustrative list not exhaustive)

How were the joining formalities?

What role/project has the person joined in?

Where is the person from [Company, ,Home town]?

What are his / her interests etc?

This is the period when both the Buddy and the New Entrant have struck a rapport and they start interacting quite often. During this period, the Buddy must ensure that the New Entrant is settling well. If the need arises, this is the time when appropriate information is provided about some specific issues. Information could range from sources of information, experience working on tools or trainings etc. Help the new entrant in understanding various tools or processes in vogue in Hewlett Pakcard. Buddy answers basic queries on some of the practices/policies in Hewlett Pakcard. This is to provide first level information and support. If anytime as a Buddy we don’t have the information, we should direct the New entrant to the right source. 29 July 2009 HP CONFIDENTIAL 7 “BUDDY” ROLE IN DETAIL 11 – 30 DAYS

This is the period when both the Buddy and the New Entrant have struck a rapport and they start interacting quite often. During this period, the Buddy must ensure that the New Entrant is settling well. If the need arises, this is the time when appropriate information is provided about some specific issues. Information could range from sources of information, experience working on tools or trainings etc.

Help the new entrant in understanding various tools or processes in vogue in Hewlett Pakcard. Buddy answers basic queries on some of the practices/policies in Hewlett Pakcard. This is to provide first level information and support. If anytime as a Buddy we don’t have the information, we should direct the New entrant to the right source.

Few Examples - (Illustrative list not exhaustive) Trainings and Certifications relevant to me?Or about the cricket team in Hewlett PakcardAbout reimbursements process in Hewlett Pakcard as experienced by an associateAssist in Familiarization with :HP life cycle tool in Hewlett PackcardPerformance appraisal , some basic queries Leave System e-pay slipMediassist and Medi claim policy basics29 July 2009 HP CONFIDENTIAL 8 “BUDDY” ROLE IN DETAIL 11 – 30 DAYS (CONTD.)

Trainings and Certifications relevant to me?

Or about the cricket team in Hewlett Pakcard

About reimbursements process in Hewlett Pakcard as experienced by an associate

Assist in Familiarization with :

HP life cycle tool in Hewlett Packcard

Performance appraisal , some basic queries

Leave System

e-pay slip

Mediassist and Medi claim policy basics

This is the period of comfort. By now, the New Entrant should have been well integrated into the system. They are in the state of “Set Free”. It is here that friendships could develop and Buddy could form part of long term network of the new entrant. It is up to the buddy and new entrant from the 60th day on to continue it further. Maintain active rapport with your assigned new entrant. Keep in touch frequently. Be a listening board for the new entrants if they have to share any concerns. Important aspect is listening & sharing If there is a concern that you think needs to be addressed for the new entrant, direct him / her to the right person. A comfort feeling (in being a friend) comes to a new entrant at this stage depending on the kind of rapport built up.29 July 2009 HP CONFIDENTIAL 9 “BUDDY” ROLE IN DETAIL 30 – 60 DAYS

Maintain active rapport with your assigned new entrant. Keep in touch frequently.

Be a listening board for the new entrants if they have to share any concerns. Important aspect is listening & sharing

If there is a concern that you think needs to be addressed for the new entrant, direct him / her to the right person.

A comfort feeling (in being a friend) comes to a new entrant at this stage depending on the kind of rapport built up.

FEEDBACK Feedback from New Entrants will be taken periodically to assess the process and get specific feedback on support provided by Buddy.The success of the buddy is measured from the following indicators:The feedback from the New Entrants must be consistently positive, in tune with, “I felt cared for”, “I felt accepted” and my Buddy was one of the reasons for it.The next level feedback could be from the New Entrant stating s/he got a friend the day s/he joined29 July 2009 HP CONFIDENTIAL 10 WHAT A “BUDDY” SHOULD NOT DO The buddy WILL NOT provide Project Specific / Job Related feedback to his assigned new entrant.

Feedback from New Entrants will be taken periodically to assess the process and get specific feedback on support provided by Buddy.

The success of the buddy is measured from the following indicators:

The feedback from the New Entrants must be consistently positive, in tune with, “I felt cared for”, “I felt accepted” and my Buddy was one of the reasons for it.

The next level feedback could be from the New Entrant stating s/he got a friend the day s/he joined

29 July 2009 HP CONFIDENTIAL 11 SO LETS JUST ROCK !!

Pre joining buddy process flow… 12 Week 1- Touch Point 1 Week 3- Touch Point 3 Week 2- Touch Point 2 Meet the “Buddy”@ coffee day/Office premises, Exchange notes, re emphasizing his association with Hp and share a small gift as connect note. Within 3 days on receipt of the details of the “Prospect”, buddy connects with the prospect over a phone call. In the next 7- 10 days after touch point 1, candidate gets a mailer(E mail) Week 4- Touch Point 4 Welcome to Hewlett Packard Join Us Feedback Mechanism: Add a feedback form as part of joining forms 2 days before joining , candidate gets a personalized welcome note @ his/her house address Candidate gets a phone call from “Buddy”1 week before his/her DOJ.

Buddy Porgramme 13 Who’s involved in the Buddy process? Who is a buddy? Duration of Buddy process :0-60 days Need for a “Buddy” Information sharing Know how/Know who Know where Emotional Support Personal Feedback FriendshipStaffingHR and OperationsThe new associate’s first friend peer and a sounding board for the new entrant alleviate s the fear of unknown and ensures a smooth slip into the new roleTo give a sense of “Caring and connect”

Information sharing

Know how/Know who

Know where

Emotional Support

Personal Feedback

Friendship

Staffing

HR and

Operations

The new associate’s first friend

peer and a sounding board for the new entrant

alleviate s the fear of unknown and ensures a smooth slip into the new role

To give a sense of “Caring and connect”

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