Buddy System | IT Department

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js-form-item-keys form-no-label form-group"> <input title="Enter the terms you wish to search for." data-drupal-selector="edit-keys" class="form-search form-control" placeholder='E.G.BIRTH OF WEB, LHC PAGE 1, BULLETIN...' type="search" id="edit-keys" name="keys" value="" size="15" maxlength="128"> </div> <div id="edit-keys--description" class="description help-block">Enter the terms you wish to search for.</div> </form> </div> </div> </div> </li> </ul> </div>  </div>  </nav> </nav> </div> </div> <div class="wrapper-center col-md-9 col-sm-12 col-xs-12"> <div class="region region-content"> <div data-drupal-messages-fallback class="hidden"></div> <h1 class="page-header"> <span>Buddy System</span> </h1> <article data-history-node-id="26615" about="/it-staff/newcomers/buddy-system" class="talent-management full clearfix"> <div class="content"> <div class="field field--name-body field--type-text-with-summary field--label-hidden field--item"><p><span><span><span><span><span><span>A buddy system is an onboarding method used mostly for newcomers to an organization; a buddy is an existing employee who can provide information and informal support to the newcomer during their first weeks/months in the new job. The goal is to facilitate newcomers’ social integration into their team/Section/Group and the Department. Work-related aspects are covered by the supervisor and other colleagues in the Department, such as through the IT induction.</span></span></span></span></span></span></p> <p><span><span><span><span><span><span>At CERN, thus also in IT,  fostering a welcoming and inclusive environment is crucial for the success of our projects and the well-being of our team members. The buddy system plays a vital role in ensuring that newcomers feel socially integrated in their teams and subsequently into our department. Let's delve deeper into how this system facilitates social integration.</span></span></span></span></span></span></p> <h3><span><span><span><span><span><span>Who is involved?</span></span></span></span></span></span></h3> <p><span><span><span><span><span><span>The Buddy system focuses on a team effort to successfully integrate newcomers in their respective teams(sections/groups). The people involved are:</span></span></span></span></span></span></p> <ul> <li><span><span><span><span><span><span>Buddy coordinator</span></span></span></span></span></span></li> <li><span><span><span><span><span><span>Section leader</span></span></span></span></span></span></li> <li><span><span><span><span><span><span>Supervisor</span></span></span></span></span></span></li> <li><span><span><span><span><span><span>Buddy</span></span></span></span></span></span></li> </ul> <p><span><span><span><span><span><span>While all of us are familiar with the roles of the Section leader and Supervisor, let’s explain below the roles of the Buddy coordinator and Buddy.</span></span></span></span></span></span></p> <h3><span><span><span><span><span><span>The Role of the Buddy coordinator</span></span></span></span></span></span></h3> <p><span><span><span><span><span><span>The buddy coordinator is the person (or team of people) who ensures that any newcomer joining their respective team(s) has a buddy assigned to them and the team/section/group’s onboarding process is well planned ahead of the newcomer’s arrival. </span></span></span></span></span></span></p> <p><span><span><span><span><span><span>They provide support and feedback to all the involved parties, and most importantly to the buddy, especially if it is their first time in this role. Moreover, they monitor the onboarding and help whenever needed.</span></span></span></span></span></span></p> <p><span><span><span><span><span><span>At the end of the process, they gather feedback from the buddy and the newcomer in order to improve the team’s onboarding process.</span></span></span></span></span></span></p> <h3><span><span><span><span><span><span>The Role of the Buddy</span></span></span></span></span></span></h3> <p><span><span><span><span><span><span>The buddy, appointed to accompany a newcomer during their initial two months, supports them in their social integration by:</span></span></span></span></span></span></p> <p><span><span><span><span><span><span><em>Facilitating connections</em>: The buddy acts as a bridge, introducing the newcomer to colleagues within the team/section/group/department and facilitating informal interactions. By doing so, they help the newcomer build a network of colleagues, fostering a sense of belonging.</span></span></span></span></span></span></p> <p><span><span><span><span><span><span><em>Providing cultural insights</em>: CERN's IT Department consists of a diverse workforce with varying cultural backgrounds. The buddy, being familiar with the team’s culture, customs, and unwritten rules, can offer valuable insights to the newcomer, aiding in their assimilation into the social fabric of the team.</span></span></span></span></span></span></p> <p><span><span><span><span><span><span><em>Encouraging participation</em>: It's not uncommon for newcomers to feel hesitant about engaging in social activities or expressing themselves in meetings. The buddy serves as an encourager, nudging the newcomer to participate in team events, discussions, and brainstorming sessions, thereby helping them overcome any initial reluctance or shyness.</span></span></span></span></span></span></p> <h3><span><span><span><span><span><span>Buddy system process</span></span></span></span></span></span></h3> <p>A sample Buddy system process, aiming to onboard a newcomer in their respective team/section/group, is described in the following sections.</p> <h4>Timeline</h4> <p><span><span><span><span><span><span>The timeline of the Buddy system process can be seen in the image below:</span></span></span></span></span></span></p> <p><span><span><span><span><span><span><span><span><span><span><span><img height="339" src="https://lh7-eu.googleusercontent.com/docsz/AD_4nXfmQ41f2dVZubDkGAQlmNS2A8xdS-iE6wInBIvhwTGjGdAAaSnzqyckC29wKt35QcS7utZaW6sARLygePggQHaq9bNlu4iSAg4TsELdlnKU0cxoo5p1NaqrjEFsZoD84HWsJfYzyRGzGsdw0zIEXz2gMz2iRrSoClDVc0vpxg?key=DcoICvdsYpXbpsUtRuzXwA" width="602" loading="lazy"></span></span></span></span></span></span></span></span></span></span></span></p> <h4>Before Newcomer's Arrival (~1 month)</h4> <h5>Buddy coordinator</h5> <p>The Buddy coordinator aligns with the supervisors (both the Buddy's and  Newcomer's), finds a buddy for the newcomer,  and sends an email to all parties to kick off the new onboarding process.</p> <p><em><strong>Note</strong></em>: You can get inspiration from the <a href="https://cernbox.cern.ch/s/iJzzGMjiMP52Shx">email template</a> we provide, although it is encouraged to add your note to it!</p> <h5>Buddy</h5> <p>The Buddy sends a welcome email to the newcomer, introducing themselves and stating that they are available to help with any question the newcomer may have.</p> <p><em><strong>Note</strong></em>: You can get inspiration from the <a href="https://cernbox.cern.ch/s/YgEPLrm0TcrzJtt">email template</a> we provide, although it is encouraged to add your note to it!</p> <p> </p> <h4>Newcomer's First Days (~2 weeks)</h4> <h5>Buddy</h5> <p>The Buddy meets the newcomer, highlights their availability to help, and ensures that the newcomer is involved in team activities for example coffee, lunches, or other activities. Also, they encourage the Newcomer to introduce themselves to the rest of their colleagues.</p> <h5>Section leader</h5> <p>The Section Leader explains the section's mission, connects the dots between the section, Department, and CERN, and highlights the impact of the section's work.</p> <h5>Supervisor</h5> <p>The Supervisor introduces the newcomer to the team and provides an overview of the project/work.</p> <p> </p> <h4>During the Process (~2 months)</h4> <h5>Buddy coordinator</h5> <p>The Buddy coordinator oversees the onboarding process and assists the Buddy with their role. They try to keep an eye on and meet with the Buddy in case they need to discuss any topic regarding their role and ongoing onboarding.</p> <h5>Buddy</h5> <p>The Buddy follows up with the newcomer to ensure their social integration is going well and tries to help individually or by redirecting the Newcomer to the appropriate person or service.</p> <p> </p> <h4>Closure</h4> <h5>Buddy and Newcomer</h5> <p>The Buddy and the Newcomer are encouraged to organize together a social activity for their team to conclude their onboarding journey.</p> <h5>Buddy coordinator</h5> <p>The Buddy coordinator assists the Buddy and the Newcomer with the organization of the social activity if needed and they have a feedback session with them to gather information about how the onboarding process could be improved for the respective team.</p> <p> </p> </div> </div> </article> </div> </div> </div> </main> <footer role="contentinfo"> <div class="row cern-footer"> <div class="col-xs-12 col-sm-3 col-md-3 col-lg-3 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