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## Onboarding buddy
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Onboarding buddies are most often peers in the same functional department, ideally from the same team, who assist new colleagues for short periods of time and require no specialized training as a buddy. Buddies could be colleagues who are relatively new themselves, since they have a more _‘fresh point of view’_ on the issues and needs of joining a new work environment:
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- buddies are a contact point for the new colleagues regarding day-to-day operations,
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- not responsible for the growth or development of colleagues,
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- although the role of a buddy may involve explaining some simple job-related issues, or explaining straightforward procedures, it is not their job to replace a formal training processes,
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- the relationship usually lasts up to 3 months.
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Buddy is the person who:
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- receives a new colleague on their first day,
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- shows them around the company and introduces them to key colleagues,
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- explains basic day-to-day activities and 'informal rules',
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- explains all the [benefits and perks](/benefits-and-perks) of working at Sinergise,
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- communicates with the colleague on a daily basis,
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- takes them to lunch etc.
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Buddy should communicate with the new colleague on a regular basis; in the first two weeks they should communicate on a daily basis, after that as necessary. Check how onboarding is progressing, if they need anything, have any issues or questions.
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The whole team (which the new colleague is a part of) should actively participate in the onboarding process, making sure the new colleague feels comfortable and welcome in the workplace.
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## Onboarding checklist
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### Before starting at Sinergise
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- [Management]: assign a team
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- [Team]: assign a workplace
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- [Team]: assign an onboarding buddy
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- [Team]: assign a mentor
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- [Mentor]: prepare clear initial tasks and organize smooth onboarding into the team
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- [People Ops]: send the onboarding checklist and mentoring guidelines to mentors/buddies
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- [People Ops]: communicate with IT about what equipment will be used, which permissions will be needed etc.
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- [People Ops]: prepare a welcome package:
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- PoZ (employment contract),
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- NDA (non-disclosure agreement),
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- any other necessary documents regarding the employment (reimbursement of transportation costs from/to work, etc.),
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- card + alarm code,
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- keys to the bicycle shed,
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- SWAG (Stuff We All Get - T-shirts, memory game, other gifts etc.)
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- agree on the 1st’s day arrival time
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- should not be too early
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- communicate this with the buddy
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- [IT]: prepare the necessary equipment:
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- check with the new colleague on HW and SW preferences and advise on selection
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- check that the necessary equipment is available or purchase it (computer, monitor, software licenses, etc.)
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- prepare the basic software setup and verify that it is working
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- write down the OS login password on a note and stick it inside the laptop if the employee will receive a company workstation
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- create a company account
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- verify that all required permissions are properly set (foswiki, RT, git, svn, internal, mail, mailing lists, alias (EOresearch etc.))
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- put the IT readme (username, password, etc.) on the desktop or send it via email - [this file](https://git.sinergise.com/operations/wiki/blob/master/docs/onboarding/README_username.docx) - export to PDF once done
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- [IT]: prepare a workplace;
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- the workplace should be clean
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- including any reused equipment (especially mouse and keyboard)
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- [People Ops]: send the [welcome email](https://git.sinergise.com/operations/wiki/wikis/people-operations/Welcome-mail-template) with the link to this checklist to the new work email address
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- [People Ops]: add the new colleague to the [Sinergise mailing list](https://lists.sinergise.com/sympa).
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### The 1st day
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- [Buddy]: welcome the new colleague at arrival and make them feel welcome, show their work workplace and give them some basic orientation around the offices
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- [Buddy]: introduce the new colleague to their mentor
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- [Buddy or Mentor]: introduce the new colleague to the team
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- [People Ops]: get any required missing signatures from the new colleague
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- [People Ops]: give copies of contracts, keys, access cards and SWAG to the new colleague
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- [People Ops]: post a message on Town Square channel about the arrival of new colleague
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- [New colleague]: check that you have all necessary accesses and privileges (you can use the [IT wiki](https://git.sinergise.com/operations/it/public/wikis/home) for additional guidance)
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- [internal](https://internal.sinergise.com)
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- [wiki & gitlab](https://git.sinergise.com/operations/wiki/wikis/home)
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- [old wiki](https://wiki.sinergise.com/)
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- [ticket system](https://rt.sinergise.com/)
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- [chat - Mattermost](https://chat.sinergise.com/)
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- [SVN](https://svn.sinergise.com/gis/)
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- [webmail](https://webmail.sinergise.com/)
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- [New colleague]: order any additional equipment that you will need (such as headphones) through the [official channel](https://git.sinergise.com/operations/it/public/wikis/work-equipment)
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- [New colleague]: if you're in need of any office supplies, you can find them in the administration office (@C29) or in the closets below the printer (@C39)
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- [New colleague]: read through the [operational handbook](/handbook/README)
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- [New colleague]: browse through the Mattermost channels and subscribe to any that pick your interest (your buddy or mentor might give you some hints) - in case Mattermost shows that you are not a member of any team yet - click [this](https://chat.sinergise.com/signup_user_complete/?id=hbgc9gxiftgr3p8mkjzjf63mqa) link
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- [New colleague]: add your contact information to the [people pages](/people)
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- [New colleague]: learn how to use the [office security system](/alarm)
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- [Mentor]: meet with the new colleague
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- give a brief (non-technical) overview on what they will be working on in the first months
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- provide them with any reading material to start with
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- discuss their first tasks;
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- provide context and guidelines on how to start
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- explain expectations
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- agree on how to ask for help, taking into account the preferences from both sides
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- recommended approach is the "15 minute rule" (if stuck for 15 minutes, ask)
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### The 1st week
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- [New colleague]: get familiar with how to use the products you will be working on
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- [New colleague]: prepare your work environment
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- install necessary software
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- setup VPN if you intend to occasionally work remotely
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- checkout the products you will be working on from version control
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- {Engineering}: verify that you can run and use the products from your local environment
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- [Team]: introduce the new colleague to the team processes and practices
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- First [all-hands meeting](/Weekly-all-hands-meeting) day:
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- [Team]: introduce the new colleague to the company
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- [New colleague]: give a brief presentation (no more than 5 min) of yourself, your expertise, your previous experiences and what you will be working on at Sinergise
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- [New colleague]: learn how to use our [communication channels](/handbook/general/communication)
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- [New colleague]: if you find the onboarding process lacking or unclear, create a GitLab issue or a merge request to update it.
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- [Buddy]: revisit the 'checklist' and make sure that everything was done.
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References:
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- [1] https://www.jrothman.com/articles_/2004/12/how2-create-a-buddy-informal-mentoring-program/ |
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