Recruit right the 1st time
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This is a presentation of webinar conducted on the 4th of Feb 2015. If you wish to listen to recording please email me at vlasta@signaturestaff.com.au
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Recruit right the 1st time
- 1. Recruit Right the 1st Time Learn to Build a Successful Recruitment Strategy for Your Business
- 2. Presented by Vlasta Eriksson Vlasta Eriksson vlasta@signaturestaff.com.au WELCOME
- 3. Background • Founder of Signature Staff in 1998 • Employed over 20000 people over 17 Years • Managed a workforce up to 500+ people • 2004 established a Recruitment arm • 2010 established a HR and WHS consultancy • 2010 Written an e-Book • 2011 Established a HR/WHS Documentation Library
- 5. Top 5 Mistakes Employers make in Recruitment Process
- 6. Not clearly defining the role that they are recruiting for
- 8. Lacking in Interviewing Skills
- 9. Not being due diligent with background checking
- 10. Taking too long to make a decision
- 11. Recruit Right the First Time
- 12. Recruit Right the First Time • Job Identity • Personality and Traits • Job Ads • Sourcing • Interview • Background Checks • Employment Offer and Contracts • Rates of pay, Awards • Employee Induction
- 14. Job Identity Job Identity • Job Description • KPI’s/Key Accountabilities Job Identity
- 16. Job IdentityJob Description Checklist - 10 critical points of a Job Description: • Job Title • Reporting Line (Relationships) from and to and Department assignation • Job Summary • Responsibilities, Duties and Functions • Key Accountabilities and Indicators of Effectiveness • Skills, Qualifications and Attributes • Tasks • Environment and Physical requirements • Work Health & Safety obligations (WHS) • Acknowledgement
- 18. Job IdentityKPI/Key Accountabilities Setting your Key Criteria Skills Attributes Knowledge Qualifications Behaviours Experience
- 19. Job IdentityPersonality and Traits
- 20. Job IdentityPersonality and Traits Things to Consider • Your Culture • Your Values • Their Personality • Their Characteristic • Their Behaviours • Avail Tools and Resources
- 22. Job IdentityJob Advertising 6 Must Haves in a Job Add 1. Job Title 2. Salary & Benefits 3. Skills & Experience 4. Role Summary 5. Location 6. Company Summary
- 24. Job IdentitySourcing The 5 things you need to know when attracting the right employee: 1. Profile the position 2. Identify your target market 3. Find your candidates 4. Structure your advertisement 5. Choose the best medium
- 26. Job IdentityInterview Process Did You know? • Only just over third of the CV’s fact is 100% accurate • 78% of all resumes are misleading • 21% state fraudulent degrees • 29% show altered employment dates • 40% have inflated salary claims • 33% have inaccurate job descriptions • 27% give falsified references
- 27. Job IdentityInterview Process The 3 keys to conduct a successful interview: 1. Aim 2. Preparation 3. Structure
- 29. Job IdentityBackground Checking The 3 common Background Check Errors are: 1. Not establishing the authenticity of Referees 2. Only using one source of reference checking 3. Conducting only 1 or none Reference checks
- 30. Job IdentityBackground Checking Types of Background Checks to Consider 1. Work 2. Character 3. Criminal 4. Physical 5. Drug and Alcohol 6. Technical 7. Online - Social Media 8. Psychological 9. Behavioural
- 31. Job IdentityEmployee Offer and Contract
- 32. Job IdentityEmployee Offer and Contract The 8 organising principles of employment contract will contain: 1. Personal Details 2. Position 3. National Employment Standards 4. Remuneration Package 5. Leave Entitlements 6. Duties and Responsibilities 7. Termination of Employment 8. Acknowledgements
- 33. Job IdentityEmployee Offer and Contract Avoid the BIG Mistakes • Not enough detail • Unlawful content • Not protecting your business • Assuming that all salaried personnel are award free • Not including restraints
- 34. Job IdentityRates of Pay and Awards
- 35. Job IdentityRates of Pay and Awards Where do you go for help • FWC • FWO • Awards and Agreements • Pay rate calculators • Signature Staff
- 37. Job IdentityInduction Process The 5 elements of an Induction Program • Establish rapport • Introduce the organisational culture • Outline the organisational Vision and Mission • Clarify job role and responsibilities • Employees familiarisation
- 39. Job IdentityNeed More? DYI – Online Documents and Templates RPO – Recruitment Process Outsourcing 360 Recruitment HR/IR Consultancy Upcoming Workshops and Webinars Recruit Right the 1ST Time Workshop – 11th of March 2015 Webinar on Workforce Management – 8th of April 2015 Book Now +61(7) 4050 3888 or vlasta@signaturestaff.com.au
- 40. Job IdentityBeyond this Webinar Today’s Offer Complete Recruitment and Selection Package
Notes de l'éditeur
- Before we start getting into the webinar I like to find out from you, what do you find most frustrating/difficult about the recruitment process Can you please write it Chat box Defining the role Writing the job ass Interview Process Finding the right candidate Interview process Reference checks Know what you are doing is correct and legal Hopefully this webinar will address these for you. Lets get moving through this webinar because we have a lot of content to get through. I have saved for QnA at the end of the webinar, hopefully I will be able to address all the questions however if not I will endeavour to email you those answers. I am recording this webinar which will be send to you via email as well. So lets get moving
- Over the last few years in recruitment I have found that there are common mistakes that employers make in the Recruitment process and here are the top 5 – Blog post I have published last week and can be read on Signature Staff’s Blog
- 1st Mistake - Not clearly defining the role that they are recruiting for To ensure that we get the right people applying for the position we must first understand what type of a person we are looking for.
- 2ND Mistake – Employers have unrealistic expectation – We all want that Superman or that wonder woman, However we need to understand (1) Unless you are Google you most likely don’t have a line-up of wonderful candidates ready and willing to work for you (2) will they accept your offer or is your competitor offering better terms and; (3) is your position is the only one they have applied for
- Mistake #3 – Lacking in Interviewing Skills – Lets face it, interviewing does not come naturally and need lot of preparation if you want to do it well. Practice makes perfect and understand that the key to getting this right is preparation.
- Mistake #4 - Not being due diligent with background checking – I see this too often, employers strike a good connection with the person during the interview process and proceed on “gut-feeling”. I am not saying that you shouldn’t listen to your gut feeling. Just saying, confirm it!
- Last Mistake is Taking too long to make a decision – Good candidates are hard to find, so respect their time and remember they are applying for other position. So if you find that golden nugget make sure you communicate your intentions effectively. Ibn this webinar I will show you how to avoid these common mistakes and Recruit right the 1st time. What are we going to cover today?
- What are we going to cover today?
- Job Identity Personality and Traits I have allowed 3 to 5 minutes on each topic, so if you have any question on the particular topic please write it down and I will address those at the end Job Ads Sourcing Interview Background Checks Employment Offer and Contracts Rates of pay, Awards Employee Induction
- There are 2 key elements to Job Identity
- Job Description - The Working Document KPIs/Key Accountabilities
- A job description is like a GPS that gives directions in a safe and accurate way, guiding your employee to the correct destination without wasting valuable time. Job description needs to be a working document – What do I mean by that? Current – revised every 6-12 months Guideline for your employee to get for A to B Safeguard yourself – I wasn’t told or I did not know scenarios Used as a base for job Advertising Managing Performance Goal setting Determining Wage increases and bonus eligibility
- Checklist - 10 critical points of a Job Description: Job Title Reporting Line (Relationships) from and to and Department assignation Job Summary Responsibilities, Duties and Functions Key Accountabilities and Indicators of Effectiveness Skills, Qualifications and Attributes Tasks Environment and Physical requirements Work Health & Safety obligations (WHS) Acknowledgement Other benefits include: clearly defining the position before they start work creating a foundation of understanding between the employee and the employer clarifying the employee’s responsibilities providing a guideline to Workplace Health and Safety protocols to ensure the wellbeing of all concerned It’s a good guidelines to create your interview questionnaire establishing key selection criteria allowing all employees of the organisation to have insight into existing responsibilities/roles which could promote better understanding of each other and of course co-operation increasing positive results encouraging ownership and responsibilities
- What are the KPI/Key accountabilities for your position, this is were you draw the Key Criteria also known as Selection Criteria and set the score matrix for it.
- Skills – Need to type 60 words per minute Attributes – Willing to assist disabled people Knowledge – MYOB software Qualifications – Cert 3 in Business Behaviours – Customer orientated, Team player Experience – Proven experience in hospitality management (careful not to mention period of time eg 3 years) Now define how you going to score I would suggest that you don’t set too many key Criteria max of 5, so find out what is most crucial for your role and then organise your Scoring Matrix 1 to 5 Which might look something like this 1 Not suitable 2 Possesses the skills/attitude to meet this Criteria, but needs relevant experience and/or training 3 Has relevant skills/experience/attitude to meet this Criteria 3.5 Has strong, relevant and readily transferable skills/experience/attitude to meet this Criteria 4 Meets the desired Criteria 4.5 Exceeds the desired Criteria 5 Outstanding skills/experience/attitude (industry leader) with regard to this Criteria
- Don’t hire just on skill, knowledge and qualification alone Define what personality, behaviours and characteristics you are looking for Understand the culture and values of your workplace
- Things to Consider Your Culture Your Values Their Personality Their Characteristic Their Behaviours Avail Tools and Resources Consider Psychometric testing Psychometric testing can provide key insights into a candidates ability to communicate or make decisions Personality / behavioural profiling These tend to measure an individual's relatively stable behavioural tendencies and preferences within an working environment. Something like DISC which is simple and takes approx 30 mins for your candidate to take. You receive 11 page report on Work Style Preference Working Style Personal Style Public Style Key Traits Work Adaptation Respond to Pressure Observable Strength Observable Limitation Communication Style Relationship Dynamics Planning Style Decision Making Style Suitability for Management Suitability for Service Suitability for Sales Suitability for Technical Work Suitable Jobs - Top 10 Suitable Jobs – Top 5 in detail Selected Job match It even give the % match to your specific role Great tool for little investment
- WE ARE HALF WAY THROUGH SHOULD BE 11.30 Job advertising; create an ad that will attract top talent (and not get you into trouble) A job advertisement needs to be written in a specific way so that it attracts the right person for that vacancy, the same way as the candy store entices a child to walk in. It’s all about the presentation of the content. However don’t oversell the role, be upfront and honest We want to attract the RIGHT candidate Make your job ads easy to read and understand communicate key points in a simple and direct style Have the Basics in the add – job title, location Be Specific – what is the job about Tell them what they need and like to know
- 6 Must Haves in a Job Add Job Title Salary & Benefits Skills & Experience Role Summary Location Company Summary OTHER THINGS TO think about Use your Job Description to write an add it provides you with a solid foundation. When you trying to entice a specific generation consider the language they use – Savvy, Dynamic When you structure an add that targets the right people, you will receive better quality of applicants Use catchy words or phrases to help you capture the attention of your intended audience. Be careful about being too technical or give too much info on your company this might put some applicants off - Think about the position you are recruiting for Is there a call to action? If so state it ie key criteria. Don’t forget to tell them “what’s in it for me” tell your candidates about the benefits Make sure not use anything that could potentially be used against you in a court of law Grounds of discrimination Breaches of human rights by any Commonwealth body or agency and discrimination in employment on the basis of race, colour, sex, religion, political opinion, national extraction, social origin, age, medical record, criminal record, marital status, impairment, disability, nationality, sexual preference, trade union activity.
- Sourcing; where do you find your candidates It is like finding that Needle in a haysack Hence we should make the most use of emerging technologies and platforms such as LinkedIn Networks Forums Where do you candidates hang out
- The 5 things you need to know when attracting the right employee: 1. Profile the position – Job Identify use reverse DISC 2. Identify your target market – through assessing the skills, characteristics and appropriate age group you need to recruit. 3. Find your candidates – via your Target Market, as this will indicate where they hang out; what kind of material they read; any associations they may belong to and what kind of on-line presence they may have. 4. Structure your advertisement – with a catchy headline and teaser text. Outline specific skill requirements and the job’s benefits. Keep to the point with a brief summary of the business and include a call to action. What language works with what generation 5. Choose the best medium for your job advertisement – through knowing your Target Market and their likely preferences for job seeking. This could be print media, social media, job boards, associations or forums etc.
- An interview is often your first opportunity to meet the candidate face to face this is where you confirm their skills, qualifications, temperament and personality. Are they the right fir for your business. I am sure you heard the saying You can never tell the book by its cover, so why do it when looking through the CV’s. Take your time and study the CV in detail. You never know when you find a gem. So take the time when you selecting your suitable candidates to next stage being the interview process
- I give you some statistics to consider Only just over third of the CV’s fact is 100% accurate 78% of all resumes are misleading 21% state fraudulent degrees 29% show altered employment dates 40% have inflated salary claims 33% have inaccurate job descriptions 27% give falsified references
- The 3 keys to conduct a successful interview: Aim – Who have you progressed into the interview stage, interview the people who are the best match for your key criteria Preparation – Organise yourself for the interview day, do preliminary reference checks, Study each candidate’s resume prior to the interview and write down specific questions you want them to answer Have a general template of questions for all interview candidates to answer arranging an interview time with a candidate, if there are any specific question you like them to prepare for this is the time to ask them. Tell What they need to bring with them Structure – How much time do you want to assign to this interview Have your interview templates ready and any specific questions ready as well as know everything that pertains to the position. The best foundation for a successful interview is a relaxed environment. By putting your candidate at ease, they are more likely to answer questions in an open and honest manner Include behavioural-style questions within the interview to identify characteristics such as loyalty, values, teamwork, leadership, time management and problem solving Use open questions that encourage the interviewee to speak about themselves. This maximises your opportunity to understand their character, personality and capabilities Be careful to comply with Anti Discrimination and Privacy Laws when asking questions in order to avoid any lawsuits. Respect your applicants Body language can provide hints to their character, engagement level, honesty and confidence. However it is possible to misinterpret these signals, so don’t lose sight of your main criteria for assessment An interview is a two-way exchange of information. Encourage applicants to ask questions as well. Close the interview by thanking the candidate. Inform them of the next step in your recruitment process and shake their hand.
- When doing a background check you really need to consider yourself as a Private Eye, so use number of resources not just referees that have been supplied by the applicant. 27% GIVE FALSE REFEREES
- The 3 common Background Check Errors are: Not establishing the authen-ti-city of Referees Only using one source of reference checking Conducting only 1 or no Reference Check Cross-reference dates and duties with previous employer Establish that a Referee is not a personal friend or co-worker of the applicant. Delegate the responsibility of Reference Checks to the person who will be managing the employee. Align your questions to Referees with the candidate’s interview questions, so you can get a different perspective of the same story.
- Going beyond the work references Work Character Criminal Physical Drug and Alcohol Technical Online - Social Media Psychological Behavioural checks such as criminal / health / drugs are recommended but this depends on the role you are recruiting for – it needs to demonstrate relevance to the role. Whilst its not illegal to check people’s social media profiles, to hire or not hire someone based on age, marital status or sexuality etc is. These are all factors that candidates do not need to reveal when applying for jobs, but may be found online. So, make sure you are within the boundaries of the Anti-Discrimination Act and Privacy Laws.
- Once you have selected your ideal candidate, now it comes to the job offer and an Employment Contract these will ensure clarity and agreement in the employer/employee relationship. This subject deserves a webinar of its own, so I am just giving you outlines A specific Employment Contract provides security and benefits for both the employee and employer through: Providing a qualifying period Giving the new employee defined timeframes to achieve desired outcomes Helping employees understand what is expected of them, including defined working hours, codes of behaviour and protocols regarding confidentiality Setting out Entitlement, terms and conditions Establishing protocols about the confidentiality of business information in relation to client data, trade secrets and business competitors Should have clearly written procedures on termination indicate of what constitutes a breach in their employment which in turn provides proof of grounds for dismissal - should the event arise
- The 8 organising principles of employment contract will contain: Personal Details Position National Employment Standards Remuneration Package Leave Entitlements Duties and Responsibilities Termination of Employment Acknowledgements
- Not enough detail – leaving to interpretation by 3rd parties, so stipulate terms and condition of the employment Unlawful Content – words/language/clauses are contra to NES, Discrimination, privacy and other laws Not protecting your business – not having confidentiality clause to protect your confidential information and goodwill from misuse by your current and former employees. This protection starts with the inclusion of specific terms and conditions in your employment contracts Myth: all salaried personnel are award free If an employee earn over $133,000 per year, they don’t under a modern award however that employee is still covered under the NES. This also applied to managers and professionals that are not covered by the Modern Awards. Not Including Restraints – should be defined be by action, time bounded and geographically ie If u employ a sales person in Cairns a reasonable restraint that could be enforceable would be not to approach your current customers within the Cairns region in the 6 months span. Unreasonable restraint would be can’t be employed as a Sales person in QLD the next 3 yrs. Ensure you follow the NES Visit FWC/FWO to find information on Modern Awards, contractors information FWO Statement should be given to each employee – Download it from our website About Us – Download IFA – Better off overall test - BOOT IFA – Link to Best practice guide for IFA Suggestion if you are using other than Modern Awards I suggest to get expert advice
- Where do you find the help?
- FWC FWO Awards and Agreements Pay rate calculators Signature Staff
- An effective Induction process will: • Provide an Official Welcome to help new employees gain a sense of belonging, and quickly integrate within your team environment • Give a foundation of knowledge about the company which ultimately increases an employee’s confidence and reduces any anxiety • Enhance employee self-esteem, morale and motivation • Foster positive attitudes, increases job satisfaction and ensure a sense of commitment • Establish maximum productivity • establishing good communications between the relevant manager/supervisor and the employee • Reveal your workplace culture, values and visions • Ensure that information remains current and relevant to the work area • Motivate existing employees through their involvement with the Induction process
- The 5 elements of what should an Induction Program do? • Establish rapport – by accelerating a sense of acceptance and belonging to the organisation. • Introduce the organisational culture - “how things really work around here” punctuality, dress codes, work hours and codes of behaviour. • Outline the organisational Vision and Mission - new employees need to have a sense of the big picture and an insight to the organisational achievements. • Clarify job role and responsibilities - explaining reporting lines, delegations, levels of authority and decision making, and outlining how good performance will be assessed, measured and rewarded. • Familiarise employees with conditions of employment, facilities and amenities, policies and procedures, whilst avoiding information overload - by prioritising what needs to be done and providing information in a staged approach. Induction Process would take few days or even weeks Obtain feedback on the effectiveness of the induction process - by encouraging feedback from inductees throughout the induction process, supporting continuous review and improvement to existing induction policies and procedures and ensuring that the objectives of the induction are met.