While a good orientation process might help to lessen that stress, employee sponsorship (sometimes referred to as a "buddy system") will prevent it from occurring. Employee sponsorship is normally associated with very large organizations. The U.S. Air Force uses a sponsorship program to help new recruits adapt to both their new position and community. The same approach can, and should be used, for small and medium sized private companies and organizations. A sponsorship program benefits both sponsor and new employee in many ways.
- Initial perceptions of new employees are improved - taken care of from prior to day one.
- Sponsor feels valued as a contributing member of the organization.
- Sponsor is periodically reminded of company policies, goals, mission and vision.
- Peer relationships based on team support are fostered.
- Communication skills of employees are exercised and improved.
- A sense of community is created and nurtured.
- New employees understand the big picture and how they fit in prior to their first day/
Components in an Employee Sponsorship Process
A basic sponsorship program includes a letter and information packet sent from the sponsor to the new employee's home address prior to the first work day. The package might include information relating to:- the history of the company;
- key biographies and roles and organizational chart;
- position descriptions and how they support business goals;
- welcome letters from relevant managers including the president;
- administrative comments and policies;
- social opportunities described;
- benefits summary; and
- area information such as maps, Internet sites, restaurants, clubs, attractions, and so forth.
The sponsor personalizes the package with a cover letter providing contact information, key dates and times for personnel processing and induction, and general comments.
How to Select a Sponsor for the New Employee
Sponsors are usually selected from the new employee's peer group. For example, a new graphic artist would be assigned a fellow graphic artist as a sponsor.A different sponsor should be selected for each new recruit, until everyone in the department has had a chance to sponsor. This should be done at every level of the organization. While most of the information in the sponsorship package is canned, it should be personalized to the greatest extent possible for each new employee.
The introduction of the "buddy," prior to the new employee starting work, will help the new employee feel welcome. The sponsor provides a focal point for the new employee to get help and information. The sponsor provides an early notification system for potential problems and lost opportunities to integrate the new employee effectively.
Summary of Team Member Roles in Recruiting Employees
By incorporating these three team-approach recruiting methods, retention efforts will be simultaneously strengthened through the improved perceptions of new recruits and the active participation of existing employees. Fostering a sense of community by inclusion will make recruiting and retention efforts more effective.This is the third role for team members, but, there are also two additional roles for team members in recruiting employees.
