Sep 11, 2025
Author: Ron Daniel
How to Create a Buddy System at Work
Implementing a buddy system at work can enhance onboarding, boost employee confidence, and foster lasting connections across teams.
Most of us remember our first day at a new job. It’s a mix of excitement and sheer panic - trying to remember names, figuring out where the coffee machine is, and wondering if you’ll actually survive the first week. I’ve been there, and let me tell you, nothing eases those nerves faster than having someone in your corner from day one. That’s where a buddy system comes in.
At Pebb.io, we’ve seen firsthand how pairing new hires with experienced team members transforms the onboarding experience. It’s not just about answering questions like “What’s the Wi-Fi password?” - it’s about building real connections, sharing insider tips, and helping new hires feel like they belong. And here’s the kicker: it’s simple to set up, costs almost nothing, and delivers real results, like boosting retention and cutting onboarding time in half.
In this article, I’ll walk you through how we’ve built and refined our buddy system at Pebb.io - what’s worked, what hasn’t, and how you can create one that makes a lasting impact on your team. Let’s dive in.
Setting Up Your Buddy System: Goals and Responsibilities
Let’s talk about something that can make or break your onboarding process - a buddy system. I remember the first time I tried setting one up. I stared at a blank document, thinking, “Where do I even start?” If you’ve been there, you know the struggle. But here’s the deal: the key to success is clear goals and well-defined expectations. Let me walk you through how we cracked the code at Pebb.
Setting Clear Goals
Before you start pairing people up, you’ve got to know why you’re doing it. I’ve seen buddy programs flop because no one took the time to define their purpose. Are you trying to help new hires hit the ground running? Or maybe you want to break down silos between teams? Whatever it is, you need to spell it out.
When we launched our buddy system at Pebb, we honed in on three goals:
Make new hires feel genuinely welcomed and connected, not just like another name on an email thread.
Cut the time it takes for someone to feel confident in their role - from six weeks to three.
Strengthen our team dynamic by creating natural mentorship opportunities.
Having specific goals made every decision easier. For example, when we decided to focus on speeding up onboarding, we knew buddies had to prioritize practical knowledge sharing over casual chats. And when we wanted to build stronger team connections, we paired people from different departments to encourage collaboration.
Here’s a pro tip: set measurable goals. At Pebb, we aimed to boost 30-day satisfaction scores by 15% and reduce time-to-productivity from eight weeks to five. Numbers like these not only give you something to aim for but also help you prove the program’s worth when it’s time to justify budgets.
Once your goals are locked in, it’s time to clarify everyone’s role in the process.
Defining Roles and Expectations
This is where things can get messy if you’re not careful. Everyone involved - buddies, new hires, and managers - needs to know exactly what’s expected of them. Trust me, when we first rolled out our buddy program, the lack of structure led to some awkward moments and missed opportunities.
Here’s how we define each role:
Buddies: Think of them as guides, not managers or therapists. Their job is to answer those everyday questions that new hires might hesitate to ask their boss, like “Where’s the good coffee?” or “What does ‘ASAP’ really mean around here?” They check in regularly, share insider tips, and help new hires understand the workplace vibe. But they’re not there to handle performance issues or take on HR’s role. Boundaries are important.
New Hires: They’ve got responsibilities, too. We encourage them to be proactive - ask questions, share their challenges, and respect their buddy’s time. I always remind them, “Your buddy is here to help you succeed, so use their support wisely.”
Managers: They play a crucial supporting role. A good manager gives buddies the time and flexibility to do their job well. At Pebb, we’ve seen great results when managers adjust workloads during the first month or recognize buddies’ contributions in performance reviews. It’s a small effort that makes a big difference.
With roles clearly outlined, the next step is keeping everything organized.
Using Tools for Organization
Let me tell you - trying to manage a buddy system with spreadsheets and email chains is a recipe for chaos. When you’ve got multiple buddy pairs starting at different times, things can spiral quickly. That’s where the right tools come in.
At Pebb, we rely on our own task management features to keep everything running smoothly. We create standardized checklists for each buddy pair. For example:
Week One: Schedule a coffee chat, share the team contact list, explain the expense reporting process.
Week Two: Introduce key stakeholders, review the first project together.
These checklists keep everyone on track and ensure no detail gets overlooked.
Our group chat feature has been a lifesaver. Each buddy pair gets their own private chat where they can share resources, ask questions, and even drop photos of office maps or links to company policies. It’s informal, easy, and way better than clogging up inboxes.
The news feed is another hidden gem. Buddies can use it to point out important updates, explain company announcements, and help new hires figure out what’s critical versus just “nice to know.” It’s like having a built-in guide for navigating company chatter.
And let’s not forget the employee directory. This feature helps buddies introduce new hires to the right people at the right time. Instead of overwhelming someone with a flood of names on day one, buddies can make introductions strategically, as new hires tackle specific projects.
Choosing and Matching Buddies
This is where it gets exciting - figuring out who’s the perfect fit to guide and support your new hires. I’ll admit, in the beginning, I assumed that anyone with a friendly attitude could step into the buddy role. I couldn’t have been more wrong. The success of a buddy program rests entirely on how thoughtfully you approach this step. It’s all about building on the foundation of clear roles and goals we talked about earlier.
Selecting the Right Buddies
Here’s what I’ve learned about picking the right buddies:
Strong communication skills are an absolute must. The best buddies can take complicated processes and break them down into simple, actionable steps. This makes it so much easier for new hires to hit the ground running without feeling overwhelmed.
A positive attitude is non-negotiable. We look for people who genuinely enjoy their work, love the company, and tackle challenges with a “let’s figure this out” mindset. They’re the ones who say, “Sure, our system has its quirks, but here’s a workaround that’ll save you time.”
Deep company knowledge is key. The best buddies know more than just the official policies - they understand the unspoken rules, like which meetings you can skip, how decisions actually get made, and who to turn to for specific help. At Pebb, we usually tap team members who’ve been around long enough to really get how things work here.
Patience and empathy make all the difference. New hires will repeat questions or feel a bit lost at first - it’s just part of the process. The best buddies remember what it felt like to be new and provide encouragement without judgment, making the onboarding experience feel supportive and welcoming.
One lesson I’ve learned? Let people volunteer. We don’t assign buddies randomly; we ask for volunteers and then choose those who naturally embody these qualities. It’s amazing how much smoother things go when the buddy wants to be there.
Matching Strategies That Work
This is where things can either click beautifully or fall apart fast. Early on, I thought the easiest approach was pairing new hires with someone from their own department. But I quickly realized that approach could limit opportunities for broader connections.
Now, we take a more thoughtful approach:
Brief surveys help us match personalities and balance technical skills with cultural understanding. For example, we once paired an introverted new hire with an extremely extroverted buddy. It didn’t go well. Now, we pay closer attention to energy levels and communication styles to avoid mismatches.
Manager input has been a game-changer. Hiring managers often have valuable insights about a new hire’s background, concerns, or goals. For instance, when a manager mentioned that a developer was nervous about team collaboration, we paired them with someone known for creating a welcoming and inclusive environment. It worked like a charm.
Geographic considerations are crucial in our hybrid setup. For remote hires, we pair them with buddies who’ve mastered remote work. These buddies can share practical tips on staying connected, managing time zones, and making the most of virtual tools.
And here’s the thing: if a pairing doesn’t work, we adjust quickly. It’s not a failure - it’s just part of finding the right fit. Sometimes, it takes a second try to get it just right.
Cross-Department Pairings
Here’s where the magic really happens: stepping outside of departmental silos. Pairing a new sales hire with someone from the product team, for example, opens up fresh perspectives. I’ll never forget when we paired a new marketing coordinator with someone from customer success. Through casual chats, they gained insights into customer pain points - valuable knowledge that would’ve taken months to uncover otherwise.
These cross-department pairings do two things: they help new hires see how their role fits into the bigger picture, and they build relationships that last well beyond onboarding. For example, when we paired a new finance team member with someone from operations, they quickly understood how budgeting decisions impacted daily workflows. That understanding led to more collaborative and strategic decision-making down the line.
And let me tell you, these connections stick. I’ve seen buddy pairs continue working together long after the program officially ends, naturally bridging gaps between teams. It’s like planting seeds for future collaboration. One of my favorite stories is how buddies often tell me they’ve learned just as much from their new hire as they’ve shared. That’s when you know the program is working.
Our employee directory plays a big role here, too. Buddies can use it to introduce new hires to key contacts across the company, making those early introductions feel easy and natural. It’s a simple tool, but it helps build those first connections that make collaboration feel less intimidating and more like second nature.
Launching and Managing Your Buddy System
When we first rolled out our buddy system, I’ll admit, we underestimated just how much structure and ongoing support it would take to make it work. But what we learned through trial and error is that a well-executed launch can make all the difference. Let me walk you through how we’ve fine-tuned our approach.
Step-by-Step Implementation
Launching a buddy system isn’t just about assigning roles - it’s about setting everyone up for success from day one. Here’s how we do it.
We start by training our buddies about two weeks before any new hires arrive. This training doesn’t just skim the surface; it dives into the nitty-gritty. We cover their responsibilities, how to communicate effectively, and even how to handle tricky situations - like when a new hire feels overwhelmed or asks something outside their buddy’s expertise.
Role-playing is a big part of this training. For example, we practice scenarios like, “What do you say when a new hire is frustrated with our project management system?” or “How do you introduce them to our company vibe without making their first day feel like information overload?” These exercises give our buddies the confidence to handle real-world situations with ease.
Then there’s the onboarding checklist we’ve created - it’s a game-changer. It spans eight weeks and breaks everything down into manageable chunks:
Week 1: Introductions, workspace setup, and company basics.
Weeks 2–4: Role-specific training and team integration.
Weeks 5–8: Fostering independence and setting long-term goals.
We also make sure to schedule weekly check-ins during the first month and biweekly meetings after that. But here’s the kicker: we encourage informal interactions, too. A quick coffee chat or a casual conversation can go a long way in building trust and creating a supportive environment.
To make life easier for our buddies, we provide a resource toolkit. It’s simple but effective - FAQs, key contacts, and even conversation starters. When buddies have these tools at their fingertips, they can focus on what really matters: helping new hires feel at home.
Using Pebb to Manage the Process
Now, let me tell you how Pebb has completely transformed how we manage this program. It’s not just a tool; it’s our secret weapon for keeping everything organized and running smoothly.
We use Pebb to create customized checklists for each buddy pair. Tasks like "Introduce the new hire to the marketing team" or "Review their first project assignment" are scheduled with specific due dates. These appear directly on their dashboards, so nothing falls through the cracks. It’s like having a personal assistant for the buddy system - but without the micromanaging.
The group chat feature is another favorite. It’s a dedicated space where all current buddies can share tips, ask questions, and celebrate small wins. These conversations spark peer learning and keep everyone motivated.
Pebb’s knowledge library is a lifesaver, too. It’s a central hub where buddies can access training materials, checklists, and FAQs anytime they need. Over time, it’s grown into a treasure trove of success stories and lessons learned, which helps every new buddy hit the ground running.
And let’s not forget the analytics. With Pebb, we can track engagement at a glance. If we notice a buddy pair falling behind, we step in before small issues turn into big problems. It’s all about being proactive.
The best part? Our free plan includes everything most organizations need to run an effective buddy system - chat history, task management, knowledge sharing, and basic analytics. For those who need more advanced features, like detailed reporting or integrations, our premium plan is just $4 per user per month. Compared to tools like Slack or Teams, it’s a steal.
Providing Support and Making Adjustments
Even the best systems need a little tweaking along the way, and our buddy program is no exception. Monthly buddy roundtables have become a cornerstone of our approach. These sessions are like brainstorming goldmines - participants share challenges, swap ideas, and learn from each other’s experiences.
We also make a point to recognize outstanding buddies. Whether it’s a shout-out in the company newsletter, a small gift card, or just a public thank-you during a team meeting, these gestures go a long way. And there’s science behind it: a 2023 Gallup study found that employees with a best friend at work are seven times more likely to be engaged in their jobs.
Of course, not every pairing works out perfectly. When a match doesn’t click, we address it quickly - no drama, no judgment. Either person can request a change, and we make the switch within a few days. It’s not about failure; it’s about finding the right fit.
Feedback has been the backbone of our program’s evolution. For instance, when new hires told us they felt lost during their second month, we extended the buddy period from six to eight weeks. And when remote employees said they needed more structure for virtual interactions, we created specific guidelines for digital buddying.
Here’s what I’ve learned: flexibility is everything. Some new hires need extra hand-holding, while others prefer to dive in headfirst. Some buddies excel at technical guidance, while others are pros at introducing company culture. By tailoring our approach to individual needs, we’ve made the buddy system not just effective but genuinely enjoyable for everyone involved.
Measuring Success and Making Improvements
Let me tell you, running a buddy system isn’t a “set it and forget it” kind of deal. It needs constant care, like tending a garden. Over the past two years, I’ve seen firsthand how continuous measurement and small tweaks can make the difference between a program that thrives and one that fizzles out. Let’s dive into what’s worked for us at Pebb.io.
Collecting Feedback from Participants
The best insights come straight from the people using the system every day. That’s why we’ve built a feedback strategy designed to get the full picture of how our buddy program is doing.
We start with quick, targeted pulse surveys. These aren’t the kind of surveys that make people groan - they’re short and sweet, asking questions like, “How comfortable are you reaching out to your buddy?” or “What’s one thing your buddy could do differently?” The goal is to make them easy to fill out and actionable for us.
But surveys only tell part of the story. One-on-one check-ins with HR are where the real magic happens. These chats, scheduled at key milestones for new hires and buddies, often uncover things you’d never see in a survey - like personality mismatches or subtle communication hiccups. It’s in these conversations that we’ve found some of our most valuable insights.
We also host focus groups every so often. Bringing together a mix of buddies and new hires for open discussions has led to meaningful changes, like extending the buddy period or creating specialized training for remote pairings. These sessions are like a goldmine of ideas.
Once we’ve gathered feedback, the next step is to back it up with hard numbers.
Tracking Key Metrics
Metrics are our secret weapon for showing the value of the buddy system. Here’s what we keep an eye on:
Retention: This is our north star. Since launching the program, we’ve seen clear improvements in keeping employees around, which saves us big on turnover costs.
Time-to-productivity: New hires with buddies ramp up faster, reaching full productivity sooner than those without.
Engagement: Our surveys show that employees in the buddy program feel more connected to their teams and have a stronger understanding of our company culture. We’ve even noticed they’re more likely to refer friends and former colleagues to join us.
Thanks to Pebb’s analytics dashboard, we can spot trends at a glance. We track participation rates, messaging activity between buddies, and even identify which pairings are thriving. The custom dashboards from our premium plan make it easy to share these insights with leadership, keeping everyone in the loop.
Of course, tracking metrics also helps us catch and address challenges before they snowball.
Solving Common Problems
No buddy system is perfect, and ours has hit its fair share of bumps. But here’s what we’ve learned about solving problems quickly and effectively.
Mismatched pairings: We have a no-fault re-matching policy, meaning anyone can request a new buddy during the early stages - no questions asked. For example, when Sarah from accounting and Jake from IT realized their communication styles weren’t meshing, we paired Sarah with Maria from HR instead. The result? Sarah became one of our most engaged new hires.
Buddy burnout: Some buddies are so enthusiastic that they overextend themselves. To prevent this, we limit buddies to one new hire at a time and give them breaks between assignments. This keeps them fresh and effective.
Early disengagement: If a buddy pair goes quiet, it can derail the program. That’s why we use Pebb’s activity tracking to flag lulls in communication. If we spot one, HR steps in right away to get things back on track.
Remote challenges: During the pandemic, we had to rethink how buddies connect. Now, we encourage video calls for initial meetings, schedule virtual coffee chats, and even offer digital office tours to help new hires feel part of the team, no matter where they are.
When problems pop up, we focus on solutions, not blame. This approach builds trust and encourages everyone to speak up if something isn’t working.
We’re always fine-tuning the program based on feedback. For instance, when participants asked for more social interactions, we introduced monthly buddy group lunches. It’s these small, thoughtful adjustments that keep our buddy system running smoothly and make it an experience people genuinely enjoy.
Conclusion: Building Stronger Teams with a Buddy System
When we first rolled out the buddy system at Pebb.io, it seemed like a straightforward way to help new hires navigate their first few weeks. But over time, it’s become so much more - a cornerstone of how we build stronger, more connected teams.
Here’s the thing: structured onboarding programs, like buddy systems, can do wonders. They’ve been shown to improve new hire retention by 50% and boost productivity by 62% - numbers that are hard to ignore. But for me, the real magic is in the moments you can’t measure. Watching a new team member confidently lead their first meeting or seeing bonds form over shared laughs? That’s when you know it’s working.
What makes buddy systems so effective isn’t just their role in onboarding. Sure, they ease the “new kid on the block” jitters and help employees hit the ground running. But they also ripple out across the entire team. By encouraging knowledge sharing, breaking down barriers between departments, and fostering a culture of support, buddy systems create an environment where everyone feels like they belong.
Our secret sauce lies in structured support. Setting clear goals, defining roles, offering consistent feedback, and using the right tools are what make this work. And honestly, Pebb has been a lifesaver here. With features like group chats, task management, and an analytics dashboard, we’ve been able to streamline buddy activities, track progress, and keep everyone connected. Plus, it’s accessible - our free plan supports up to 1,000 employees, and premium features are just $4 per user per month.
At the end of the day, building stronger teams doesn’t require flashy programs or a massive budget. Sometimes, it’s as simple as pairing two people, giving them the right tools, and watching them thrive. Start small, and you’ll see the ripple effect - a more connected team, happier employees, and a workplace culture that everyone wants to be part of. That’s the power of a buddy system.
FAQs
How does a buddy system help with onboarding and keeping employees engaged?
A buddy system can completely transform the onboarding experience and take employee engagement to the next level. Pairing new hires with seasoned team members creates an immediate sense of connection and support. Imagine being the new person in a company and having someone right there to guide you, answer your questions, and help you navigate the team dynamics - it’s a game-changer. This approach not only eases the stress of starting a new role but also boosts confidence, allowing new employees to hit the ground running.
But here’s where it gets even better: a buddy system doesn’t just help the newcomers. It strengthens workplace relationships across the board, fostering a culture of belonging. When employees feel like they’re part of a supportive community, they’re far more likely to stay for the long haul. It’s a win-win - better onboarding, stronger connections, and higher retention. Sometimes, the simplest ideas turn out to be the most impactful!
How do I choose and match the right workplace buddies?
The secret to setting up a buddy system that actually works? Thoughtful pairing. It’s not just about throwing two people together and hoping for the best. You’ve got to dig a little deeper - think about personality types, work styles, and how they prefer to communicate. One way to get this info is through quick surveys or simple questionnaires. They don’t have to be fancy, just enough to figure out who might click.
Here’s what I’ve found works like magic: pair new hires with seasoned employees from different departments. Why? It opens up fresh perspectives and encourages collaboration across the board. Plus, it’s a great way to get the new person plugged into the bigger picture of how the company operates.
But there’s more to it than just matching skills. Buddies need to be well-versed in the company vibe and have a solid grasp of the new hire’s role. Sure, shared interests or similar backgrounds can make things easier, but don’t underestimate the power of pairing people with diverse experiences. When the match is right, onboarding feels less like a chore and more like a team-building opportunity. It’s a win-win for everyone involved.
How can Pebb help set up and manage a buddy system at work?
Pebb takes the hassle out of setting up and managing a buddy system at work. With features like group chats, a detailed people directory, and private clubs, pairing new hires with seasoned team members becomes a breeze. These tools make it easy to keep the lines of communication open, ensuring that everyone stays in the loop. And thanks to Pebb’s real-time messaging and collaboration capabilities, buddies can stay connected and engaged throughout the onboarding process, strengthening relationships and making transitions smoother.
By bringing communication and knowledge sharing into one place, Pebb creates a supportive space where employees can connect, learn, and grow together - all within a single platform.
