Part 2 – How to find the right person for the job first time, train them to be a customer service machine and retain them for as long as you want…Secret tips 11 to 20 that can shift the odds in your favour…There are methods and tools available which can assist in recruiting and selecting the most qualified employees available and reduce the risks of you hiring the wrong person.
Recruitment, assessment and selection are the three key steps for hiring employees. Of these, recruitment and selection are typically the most challenging for employers. The keys to finding the right candidates at the right time and hiring them are being strategic in thinking about the organization’s future.
Here are some steps you can take;
11. You’ve chosen “the one” so now it’s time to offer the position
After you have decided on the person you want to offer to position to, it is important to act quickly. Imagine deciding on the person who is perfect for the position only to have them have already taken another offer.
You want to make sure the relationship with this person starts off on a positive note rather than a bumpy or unsure one. Make sure you have all the information you need in front of you when you are making the phone call. This is the time where you will confirm the start date, time, uniform details, wage details and anything else that is important to them starting the role.
On the day the person starts make sure you have a letter that outlines all of the above. You can find many templates on the web to copy from and each state has its own government website with downloadable examples for you to use.
12. The Fine Art of Rejection – Informing Applicants of a No
It is not hard to inform applicants that that didn’t get the job in a way the keeps their self esteem intact. Have a pre-written letter informing them that they were unsuccessful (at whatever stage of the application process they got to). Even when you are delivering bad news in a letter, making sure you do this will still help raise the applicants’ view of the company even though they didn’t get the job. It is important to use the applicants name and details in the letter and have the letter signed by a real person.
13. Trial Periods – Making Sure that its “right” for both of you.
Small businesses can have a written ‘trial period’ in the employment agreement for new employees. This gives you an opportunity to make sure that the person is right for the job and also that the person likes the job. When setting up a trial period you must have an agreement with the employee before the employment starts and have it written in their employment agreement. You can have a trial period for any period up to 90 days.
Make sure that you check your state government’s website for your correct laws relating to trial periods.
14. Flexible Working Options
These include variable work arrangements such as reduced hours, variable start and finish time, parental leave options, work from home, paid time off for study or school holidays and more.
Issues to consider when reviewing a proposal or a request for flexible work options include:
• What is the need? Understand why the person needs the flexible arrangement so that the proposal can be examined with this need in mind. Knowing what the need is will help you and the team member come up with the best option for both parties.
• Come up with multiple options. Multiple options give you a way that way you can avoid an out of hand rejection. The pros and cons of all options can be considered to achieve the best outcome.
• Look at any aspects of the position which may be impacted by the change. Look at coming up with solutions to overcome these hurdles.
• Can new technology be introduced to facilitate the options?
• The employee should discuss the proposed flexible options with their direct manager to check feasibility before a final decision is made and trial period should be agreed to and implemented.
15. Employee Satisfaction Surveys – So, tell me what you “really” think…..
Employee Satisfaction Surveys are used so that owners and managers can identify areas within the business that the team feels satisfied and dissatisfied with. To ensure that staff treat the process seriously it is up to the managers and owners to communicate the results of the survey clearly back to employees. The team then needs to clearly see action being taken as a result of the survey. All actions taken need to be monitored and the end results again communicated to the team.
Any information collected should only be used for positive purposes.
Questions asked in the survey need to be carefully considered. Leading questions should not be used. It is often a good idea to consult with the team to get an idea of the topics that you are going to survey.
16. Maximising Performance
Finding good players is easy. Getting them to play as a team is another story. Casey Stengel
• Communicate expectation. Have a clear mission, goals, reporting structure and job descriptions. Make sure people know what they have to do, when they have to have it done by and what standard of work is required.
• Make sure people understand their role in the business and know how what they do impacts on others. Teams will usually work harder and better if they know how what they do impacts on others.
• Communicate. Nature hates a vacuum and if people aren’t receiving information they will make it up in gossip, rumor and imagination.
• No Kevin Rudd’s. Don’t micro-manage. Let people do their jobs under the direction they have been given.
• Value feedback. Allow the team to contribute to the whole process. Make sure they know they are being heard, listened to and that the feedback is acted upon.
• Empower decision making, action and ownership. You don’t want to be stuck having to be in the business 24 hours a day 7 days a week. Make sure the team functions without you even better than when you are there. That means the team must feel like they are a part of the business.
• Money is not always a motivator. Look for other ways and means of rewarding the team. Recognition of effort and performance and genuine appreciation of the team are invaluable.
17. Team Building
Team building is about learning how each person works, how each person thinks, gaining a greater appreciation of and a better understanding of each other. The end result being that the team functions and performs better in the workplace. So any activities you consider for the purposes of team building must keep that end in mind.
Team building is not a drinking session or an activity designed just for the purpose of having fun.
It is most effective if it is structured with opportunities to highlight how people think, make decisions and react. This gives people a greater insight and understanding of their fellow team members. This understanding should in turn result in better working relationships. Team building activities are also more effective when followed up by supportive activities in the workplace which allow team members to continue to develop the understanding that has resulted from the initial activity.
18. Reducing Staff Turnover
It is costly and time consuming when you lose staff and then have to rehire, so effort here is well worth the investment.
• So hire the right person in the first place.
• Make sure employees are being paid fairly and competitively.
• Appreciate and recognize employee efforts.
• Don’t over work or exploit. Make sure people get their meal breaks, rest breaks, weekends off and holidays.
• Provide opportunity for training, growth, development and promotion.
• Communicate and review performance regularly.
• Do exit interviews to define specific reasons for staff leaving and take action on these issues.
19. The Exit Interview
An exit interview is a process designed to gain feedback from employees before they leave the company for whatever reason.
The main reasons for conducting exit interviews are:
• You can get an better understanding of what all employees across the entire organisation feel about a variety of aspects in the business
• Allows you to retain key knowledge within the business.
• Helps improve the induction process for new staff,
• It can be fast and inexpensive to implement.
• Departing employees will feel better about your business because you have taken the time to get their final feedback
20. Above all, try to hire someone who is better than you!
We are only as good as our team or as strong as the weakest link in the chain. If you want your business to grow, try not to be intimidated by hiring someone who is great or has the potential to be better than you. Hire someone who has skills in an area of weakness for you. This is a great way to move your business onward and upward to the next level!
A free downloadable PDF of Part 1 and Part 2 can be found at Positive Training