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Onboarding Buddy Matching Checklist
A practical guide for matching, introducing, and reviewing buddies. Print one copy for each new hire cohort.
1. Before the Match: Gather Data
For each new hire and potential buddy, collect only what the person has agreed to share:
- Name, role, department, location/timezone
- Start date and expected availability
- Optional interests or conversation startersLeave this blank when someone prefers not to share personal information.
- Communication style preference (Slack, video call, in-person)
- Preferred meeting time and any language or accessibility needs
Data boundary: Explain who can see the information and how it will be used. A shared interest can open a conversation, but it should never be required for a good onboarding experience.
2. Matching Criteria and Constraints
Use these checks in order. Capacity and safety come before a clever match.
- Capacity and role clarityThe buddy has time, understands the commitment, and is not expected to replace the manager or People team.
- Useful distanceA different department can widen the new hire's network when the operational support still comes from their own team.
- Time zone, language, and communication fitA workable schedule matters more than a perfect profile match.
- Optional shared interestUse it as an opening question only when both people chose to share it.
- Conflict and escalation checkDo not pair people where a reporting, performance, or sensitive relationship would make the role uncomfortable.
3. Matching Template
4. Buddy Program Setup
- Send the introduction before the new hire startsMention an optional conversation starter only when both people agreed to share it.
- Schedule the first conversation during the first week
- Offer weekly 30-minute check-ins for the first month
- Create a cohort channel only if it has a clear purpose and a moderator
- Share the org chart link so new hires can explore independently
- Provide buddies with a list of "common first-week questions" to proactively answer
5. Follow-Up Timeline
- Before start: Confirm the introduction and the first meeting
- Week 1: Ask whether the new hire knows where to go for common questions
- Week 2: Offer one useful introduction outside the new hire's immediate team
- Day 30: Ask what still feels hard to navigate and whether the match should continue
- End of cohort: Collect feedback from both people and record one change for the next cohort
6. Success Metrics
- The first meeting happened and both people knew the purpose
- The new hire can name where to go for three common questions
- The new hire and buddy can each name one useful outcome from the match
- People and managers can suggest one improvement for the next cohort