Buddy Scheme

Having a ‘Buddy’ at work can make a huge difference to the speed at which new staff are able to settle into their role, the School and the University as a whole. The 'Buddy Scheme' is not designed to replace the induction process, but to complement it at School level. Just knowing there is someone there to listen who is genuinely interested in helping, can make new staff members feel supported. Within ESW, we recommend allocating a Buddy for any new starters within your team.

Who makes a good Buddy?

Someone who is prepared to be:

a contact
a friendly face
an informal source of information
someone who knows how things work across the organisation and is prepared to share that experience.

Personal attributes of a good Buddy include:

The ability to listen
Openness, and a commitment to being a buddy
Good time management and self-management skills
Relevant knowledge and experience to provide the right level of support
An honest and considerate approach to feedback, along with the ability to ask challenging questions in a supportive way
Ability to identify learning opportunities
A willingness to learn.

Roles and responsibilities of a Buddy

A Buddy is not a line manager. They are a supportive colleague and a friendly face. The Buddy role is informal and will vary depending on the needs of the new staff member, but it might involve some or all of the following:

Helping your new colleague navigate their way around the Department/School and campus (a short tour or perhaps simply the provision of a campus map).
Signposting them to people who can help them with the various aspects of their role, ie. help with platforms such as ‘Canvas’ or ‘MyView’, or directing them to 'How To ...' videos on Sussex Direct.
Answering questions – often more than once. Buddies need to be patient as new starters have to take in a lot of information - often over a short period of time.
Providing information and informal support.
Introducing them to relevant colleagues who are now,or may be in the future, important to their role.
Helping them to understand the formal and informal cultures and structures within the School.
Encouraging them to ask questions if unsure about any aspects of their role.
Offering your time- over a coffee or lunch - to show that reasonable 'down-time' is ok and to help them feel part of a team.

A Buddy is not:

An advisor or counsellor
A new best friend
A confidante
A line manger

Guidelines for the first meeting

If you have not been a Buddy before, it can seem daunting. Remember, though, that the new starter will also likely be feeling at least a little overwhelmed by their new role and new environment. The following will help establish your relationship and decide on how you are both going to make use of the buddy scheme:

Arrange an informal meeting - over a coffee might be nice but not necessary. 45-60 mins should be enough.
Outline your role, experience and why you are their Buddy.
Find out about their professional background and experience, and make sure that they understand the Buddy relationship, ie. how it will work and how long you will be their Buddy for.
Clarify their expectations of you.
Arrange a time to show them around - the School and/or campus. Think about identifying rooms and lecture theatres they are likely to use.
Explain the basics, such as how the photocopiers work, the location of the Post Room/pigeonholes, where things are stored, where to get stationary, where to find key documents and policies online, and anything else that will make it easier for them to settle into the role.
Get to know a bit about them as an individual outside of work. But not too many questions!
Make sure they know they can ask you anything in regard to work and that you will be happy to help. It is important to stress this as new staff members can often be reluctant to "bother" colleagues.

Suggested structure for Buddy relationship

Ideally, there should be an informal 3 month relationship between the Buddy and the new staff member who should be introduced on the latter's first or second day.

It is up to each Buddy and new staff member to decide on the frequency, length and method of interaction, as well as the topics covered in each meeting. What’s important is that the arrangement is clearly defined and works for both the employee and the Buddy. The following, however, is an example of how the structure might look:

Week 1:

Arrange to meet for an hour (perhaps over a coffee) and decide in advance on the most important and relevant things to cover.
During the meeting, learn about each other’s backgrounds, experiences, interests, etc.
Respond to any immediate questions the new staff member has.
Agree on frequency, length and method of future communication.
If needed, take new staff member on a tour of the School and/or campus.
Introduce new staff member to ESW colleagues they may not know but who may be relevant to their role.

Month 1:

Meet informally for half an hour (in person).
Provide the new staff member with information, including upcoming significant dates and events (incl. meetings, submission deadlines, marking deadlines, research seminars)
Signpost them to resources such as IT Services, Technology Enhanced Learning, how to acquire a parking permit, etc.
Be available for phone conversations and email.

Month 2:

Meet informally for a half hour (in person) to check in and answer any questions.
Show new staff member how to use the finance system to submit expense claims
Be available for phone conversations and email.
Invite new staff member to relevant word or social events.

Month 3 - 6:

Meet informally for half an hour (in person) for brief ‘catch up’ meetings.
By month 6, catch up meeting should be used to tie up loose ends and agree a close to the Buddy relationship.