Process for Buddy

 
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Hey, I’m so glad you’ve been chosen as a Project Buddy - that’s amazing.
This means we trust you to guide a new teammate through their first days at Optimite. Being a buddy is not about having all the answers; it’s about being approachable, supportive, and showing them how we work.

Purpose

The Project Buddy is assigned to every new employee to ensure smooth onboarding. The buddy’s role is to provide guidance, answer initial questions, and help the new hire integrate into Optimite’s culture and workflows.

Objectives

  • Welcome the new hire and make them feel comfortable.
  • Provide support on tools, processes, and team norms.
  • Act as the first point of contact for basic questions.
  • Reinforce Optimite’s culture and ways of working.

Responsibilities by Timeline

Day 0 (Before Joining)

  • Send a personal welcome message to the new hire on Slack.
  • Review the Onboarding Hub content to be prepared for common questions.

Day 1

  • Welcome the new hire in the #introductions channel.
  • Provide support during tool setup (ClickUp, Slack, Notion).
  • Ensure the new hire understands the onboarding checklist in ClickUp.
  • Conduct an end-of-day check-in to address any confusion.

Week 1

  • Conduct a mid-week check-in (15–20 minutes) to answer questions.
  • Remind the new hire to complete their ClickUp onboarding checklist.
  • Clarify the difference between buddy support (everyday help) and manager guidance (role-specific expectations).
  • Share practical tips on tools and workflows.

Weeks 2–4

  • Hold weekly check-ins (10–15 minutes).
  • Ask about comfort with workload, team interactions, and company culture.
  • Encourage the new hire to share small wins in team channels.
  • Reduce dependency gradually and point them towards manager guidance.

By Day 30

  • Share structured feedback with HR and the reporting manager on:
    • How the new hire is settling in.
    • Any concerns or red flags.
    • Positive highlights.

Guidelines for Buddies

  1. Be approachable and supportive; no question is too small.
  1. Respond promptly, even if the answer requires follow-up.
  1. Model Optimite’s culture in your own work (clarity in ClickUp, Ask + Context, no client DMs).
  1. Guide the new hire to resources instead of always providing direct answers.
  1. Provide honest feedback to HR and the reporting manager.