Pre Joining Buddy

Intro to Pre Joining Buddy?

A pre joining buddy is a designated employee who supports and guides new hires before their official start date. This person acts as a friendly point of contact, helping candidates transition smoothly from acceptance to their first day. By assigning a buddy early, organizations create a welcoming environment that reduces pre-joining anxiety and builds early engagement.

Definition of Pre Joining Buddy

A pre joining buddy is an existing team member assigned to a new hire during the period between accepting the job offer and the first day of work. This buddy provides informal support, answers questions about company culture, shares practical tips about the workplace, and helps the new employee feel connected before they formally join. Unlike formal mentors or managers, pre joining buddies focus on building rapport and easing nerves during the pre-onboarding phase. They bridge the gap between recruitment and onboarding, ensuring candidates remain excited and informed throughout the waiting period.

Importance of Pre Joining Buddy in HR

Pre joining buddies significantly reduce offer acceptance dropout rates. Many candidates experience buyer’s remorse or receive counter-offers during the notice period. Having a friendly contact keeps them engaged and committed. Additionally, buddies help new hires feel valued before day one, which accelerates their integration and productivity.

This approach also benefits the organization by creating brand ambassadors. Buddies share authentic insights about work culture, team dynamics, and day-to-day realities. This transparency builds trust and sets realistic expectations. Furthermore, the buddy system strengthens team cohesion, as existing employees take ownership of welcoming new members. When combined with a well-structured joining letter, the pre joining buddy program creates a comprehensive pre-onboarding experience.

Examples of Pre Joining Buddy

Example 1: Technology Startup
A software company assigns a senior developer as a pre joining buddy to a newly hired engineer. The buddy sends a welcome email with team photos, shares the tech stack documentation, and schedules a casual video call to discuss the upcoming project. They also connect on LinkedIn and share helpful articles about the company’s engineering culture. This personal touch helps the new hire feel prepared and excited.

Example 2: Retail Chain
A retail organization pairs new store managers with buddies from nearby locations. Before the start date, the buddy arranges a store visit, introduces the new hire to the regional team via WhatsApp group, and shares practical tips about local suppliers and customer preferences. This informal guidance helps the new manager hit the ground running.

Example 3: Healthcare Organization
A hospital assigns a nurse from the same department as a pre joining buddy to a newly recruited nurse. The buddy explains shift patterns, parking arrangements, uniform requirements, and cafeteria timings. They also share information about the team’s social activities and answer questions about accommodation options. This support reduces first-day stress considerably.

How HRMS Platforms Like Asanify Support Pre Joining Buddy Programs

Modern HRMS platforms streamline pre joining buddy assignments through automated workflows. These systems can match new hires with suitable buddies based on department, role, location, or shared interests. Automated notifications ensure buddies receive timely reminders about their responsibilities and key touchpoints.

Platforms also provide communication templates and checklists for buddies, ensuring consistent support across all new hires. HR teams can track buddy interactions, measure engagement levels, and gather feedback from both parties. Integration with onboarding modules ensures smooth transition from pre-joining activities to formal orientation programs. Analytics dashboards help HR identify successful buddy relationships and optimize the program over time. Some systems even facilitate virtual meetups and resource sharing, making remote pre-onboarding seamless and effective.

FAQs About Pre Joining Buddy

What is the main role of a pre joining buddy?

A pre joining buddy provides informal support and guidance to new hires between offer acceptance and their first day. They answer questions, share cultural insights, and help candidates feel welcomed and connected before officially starting work.

How is a pre joining buddy different from an onboarding mentor?

A pre joining buddy focuses specifically on the period before the start date, offering casual support and building rapport. An onboarding mentor typically works with the employee after they join, providing structured guidance on role-specific tasks and professional development.

Who should be selected as a pre joining buddy?

Ideal buddies are friendly, approachable employees with good communication skills and solid knowledge of company culture. They should be from similar roles or departments, have positive attitudes, and be willing to invest time in supporting new hires.

What activities should a pre joining buddy perform?

Buddies should send welcome messages, schedule informal calls or meetups, share helpful resources about the company, answer practical questions about workplace logistics, and maintain regular contact to keep candidates engaged and informed.

How long should the pre joining buddy relationship last?

The pre joining buddy relationship typically begins after offer acceptance and continues until the new hire’s first day. However, many organizations extend this relationship for the first few weeks of employment to ensure continuity and smooth transition into formal onboarding.