Buddy Programme Framework

Buddy Programme Framework

Buddy Programe Manual

Overview

As part of the on boarding process, the buddy programme is a tool designed to help new colleagues to adjust to the new working environment with ease and also to help them understand the organizational culture as well as policies and procedures. By matching our new colleagues with a ''buddy'' - someone who has been in the organization for a while – we will be able to accelerate the new colleague’s ability to integrate themselves into our work culture faster and more effectively. The Buddy Program matches new colleagues with colleagues who have been with the company for some time (typically 6 - 12 months), for a period of one month, with two objectives: 1. Enable new colleagues to become knowledgeable about department practices and organizational culture in a shorter period 2. Ensure that routine queries regarding basic operational issues are dealt with expeditiously. 3. Reduce the initial confusion and uncertainty faced by all new collleagues 4. Increase the new colleague’s self-confidence allowing him/her to focus on adding value to the organization. A buddy is someone who partners with a new colleague during his/her first month of employment. While primarily responsible for offering advice and guidance regarding the day-to-day aspects of working at SLMU, the buddy may also offer encouragement and knowledge resources, as they help introduce the new colleague to the SLMU culture. Department managers are responsible for selecting a buddy for their new employee. Selections should be based on the following characteristics: Objectives Selection and Pairing of buddies

• Demonstrates strong performance

• Is given time to be accessible to the new colleague

• Is skilled in/has knowledge of the new colleague’s job

• Is proud of SLMU and is well regarded and accepted by current colleagues

• Is a peer of the new colleague

• Has patience and good communication and interpersonal skills

• Wants to be a buddy

Roles & Responsibilities

The role of a buddy must be distinguished from that of a manager, mentor or coach. Their roles and responsibilities will be as following: 1. To warmly welcome and introduce new colleagues to all members of the department, explaining the overview of the departments, functions, policies and procedures. 2. Answer general/routine questions 3. To transfer knowledge and train for skill based on the TCI. 4. To give regular feedback on his/her performance and progress 5. Have lunch with the new employee at least once a week. 6. To inform and advise division/department head and Director of Learning & Development on the departmental induction progress. 7. To monitor and complete the Task Competency Inventory (TCI) and send to Director of Learning and Development on monthly basis until colleague complete his/her 3-month’ probation evaluation. Your role as buddy does not mean you will be held responsible for your new colleagues’ performance. If queries arise regarding performance, disciplinary or policy matters, while you are free to give your opinion, and advice on how to approach the matter, you are not in a position to adjudicate or resolve the matter. The new colleagues must be directed to their manager or supervisor for resolution of the relevant issue(s).

How does it work?

1. After you have been notified of the name and other relevant information regarding the new team member you will be working with, you will start preparing Departmental Handbook and TCI as well as other necessary welcoming items.

2. Meet & Greet: Initiate the communication and introduce yourself to the new colleague. Give him or her your contact information, explain your role and confirm plans to meet later.

3. Show them around your department, introduce them to their colleagues, and direct them to where they will be working. Explain the operation of any equipment or systems they need in order to commence work. Be familiar with the content of the departmental induction materials and the TCI, so that you can provide explanation in structured manner.

4. Work with departmental trainer to ensure new colleagues completes all departmental training as per TCI.

5. Take him or her for lunch. Describe about our colleague cafeteria locations. Get to know each other.

6. You should aim to meet regularly for at least 30 minutes, once a week during their first month and at least once a month thereafter. Suggested meeting guidelines are as follows: ▪ Day One- meet new employee for lunch on 1st day at the department. Within the first week, it is expected that you and the new colleague have the same working roster. ▪ During First Month: Weekly meetings 5-15 minutes in duration. ▪ On the 2 nd and 3 rd month: Monthly Meeting

▪ Call/What’s App/email questions, as needed. Buddy to set acceptable perimeters.

7. Ask if they have any initial queries or issues, and deal with them. Then leave the new colleague to get on with their assignment or on-the-job Training.

8. Follow up with new colleague TCI progress and ensure that the TCI is submitted to Director of Learning & Development on monthly basis until he/she complete 3-months probation.

Having a Buddy is a Win/Win/Win Scenario : Expected Outcome

This offers significant benefits to the new employee, the buddy, and SLMU:

Buddy Benefits

New Colleague Benefits

SLMU Benefits

Recognition as strong performer Opportunity to motivate others Enhanced leadership and coaching skills

Knowledge

Increase colleague motivation & retention Enhance colleague development Higher Productivity

One-On-One assistance

A smoother acclimation period Knowledge on how ‘things’ really get done

Fresh perspective

Higher quality of work

Buddy Evaluation

At the end of the buddy relationship, the new colleague will be asked to complete a brief questionnaire aimed at improving the buddy program. This form has to be submitted to Director of Learning & Development together with the last month probation evaluation.

What is in it for me (Incentives)

Buddy who complete the following will be entitled to 15 OMR per colleague that you buddy with:

➢ Monthly Submission of TCI to Director of L&D till probation completion ➢ Receive at least ‘3 rating’ in Buddy Evaluation Form done by new colleague you buddied with