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The Hiring Cheat Sheet for Employers

The Hiring Cheat Sheet for Employers

Hiring is not easy. Gone are the days when candidates "are lucky to get an offer". In this job market, you are still fighting for candidates. We want to make sure you have the upper hand on your competition.

Over the last month in this Newsletter, we have gone over some key insights from our Innovative Outsourcing team in depth. We have talked about the preparation, the best practices when a candidate is onsite, and how to offer your chosen candidate that sets you apart.

Most likely, you have not been able to read all of those suggestions, so we decided to put it all here in our Hiring Cheat Sheet for Employers. Here it is:

The Preparation for the Interview:

Tip #1 - Let the Candidate Know What to Expect

No one wants a surprise. No one wants to wait around and wonder what comes next. So, tell your candidates at the very beginning of the process what is likely to happen. This can help to alleviate any anxiety they may have and ensure that they are well-prepared.

Tip #2 - Get the Logistics Right

Ensure that parking, reception, and other logistics are in order. This will help to create a smooth and seamless experience for the candidate, and also ensure that they arrive at the interview feeling relaxed and focused. You would think this is self-explanatory. However, we hear from candidates all the time about how there was no direction and they did not know where to go.

Tip #3 - Don’t Overload the Candidate

As you plan the interview day, here are some tips:  

  1. Plan on the interview being around 30-45 minutes. 

  2. Plan on interviews never being more than a 3-1 ratio (interviewers to interviewee). Large panel interviews just don’t work well and totally stress the candidate. We get the feedback that it feels like a firing squad when there are more than 3! 

  3. Plan for a break with a snack or coffee if the person will have multiple interviews.  

Tip #4 - Be Prepared

We always tell the candidate to be prepared but the interviewer should be as well! Here are some easy items to check along the way:

  1. Make sure you have reviewed the resume and highlight a couple of interesting things. 

  2. Look at their LinkedIn to see what you might have in common. 

  3. Have 2-3 questions written about their background and 2-3 more questions to help you determine culture fit and skills fit!  

If you want more in-depth examples and stories for Interview Prep, here is the link to the Newsletter on it - Onsite Interview Guide for Employers: Preparation for the Candidate

Onsite Interview Guide for Employers

Tip #1 - Don’t Tell the Candidate Everything Bad About Your Company 

We agree that it is crazy we need to remind people about this, but we do. An old strategy was to let them know the good, bad and the ugly. Focus on the positive aspects of the company and the role.

Tip #2 - A candidate can catch your love for the company. 

Tell the candidate why you love working there and sell them on the company! It is important to show the candidate why your company is a great place to work and to create a positive and engaging environment.

Tip #3 - Be On Time

It is essential to be punctual and ready to start the interview at the scheduled time. Being late can create a negative impression and may cause the candidate to feel disrespected. 

Tip #4 - Shut Off Your Phone and Your Computer During the Interview

We get it - you are important and things are happening. However, the number of interviewees that get turned off by interviewers who are “not paying attention” is a large one. 

Tip #5 - Pay Attention

It is important to engage with the candidate and show genuine interest in what they have to say. Actively listen and ask follow-up questions to gain a better understanding of their skills, experience, and potential.

Tip #6 - Quit Asking Impossibly Hard Questions

Avoid asking unnecessarily difficult questions. While it is important to assess the candidate's skills and experience, it is equally important to create a comfortable and non-threatening environment.

Tip #7 - Next Interviews Need to Happen Quickly

If you determine to bring the candidate back in for a follow up interview, plan that for the next couple of days. You have a very high chance of losing your candidate if that next interview isn’t FAST.

These are some tips while the candidates are in the office for an interview. If you want more depth, here is the link to the Newsletter for Onsite Interview Guide for Employers.

Best Practices When Making an Offer to a Candidate

Tip #1 - Call the Candidate with Excitement!

The hiring manager (or CEO if appropriate) needs to call the candidate with excitement! This is the moment that the candidate has been waiting for, and it's important to create a positive and enthusiastic experience for them. By conveying your excitement and interest in the candidate, you are more likely to create a positive impression and increase the likelihood of acceptance.  

Tip #2 - Put an Offer in Writing that Same Day

The offer should come on the same day and preferably within an hour of the phone call (not before the phone call - that is not recommended at all!). This provides the candidate with the necessary details regarding the offer, such as salary, benefits, start date, and other relevant information. This also shows the candidate that you are organized, professional, and value their time.

Tip #3 - Meet or exceed their salary expectations

Don't offer less than they thought was coming. If you have discussed salary expectations with the candidate or posted a range, it's important to ensure that the offer meets or exceeds their expectations. Offering less than what they anticipated can create a negative impression and may cause the candidate to reconsider their interest in the position. Even if they take the job at the lesser rate, you have communicated to them that they weren’t even good enough for the lower end of the range and you will be starting off poorly.

Tip #4 - Keep communicating!

If there is much time between offer acceptance and start, continue to communicate with the candidate. This can include sending them a company t-shirt, newsletter, or welcome emails from staff. This helps to keep the candidate engaged and excited about the opportunity to work with your organization and may squash any other offers that may be coming in behind yours. Surprise and delight them with gifts, communication, excitement from current team members, etc. It doesn’t cost much - but is important if there is more than a couple of weeks prior to their start date. 

In Conclusion...

We would love to talk to you about your hiring process. We coach our clients through every step when we work with them in recruiting. It’s just part of what we do and why our clients like to work with us! Our survey scores are 5 out of 5 on the client and candidate side. We know that sounds like bragging, and it is. Hiring and HR is what we do best!

Here are some links to learn more about Innovative Outsourcing, our podcast HR Ins and Outs for Small Business Podcast, and tHRiving: HR for Small Business

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Best Practices When Making an Offer to a Candidate

Best Practices When Making an Offer to a Candidate

Don’t make a mistake now!  You are so close to a YES!

Making an offer often seems like a formality to many companies.  They have done all the hard lifting and found a great candidate. Historically, a short phone call telling them an offer is coming by email has worked because “the candidate is so lucky to get a job offer from our company! Of course they will take it!”   

However, the world has changed. The way you offer is critically important not only to you getting the candidate you want, but to ensure a great beginning to their work days with you. 

Call the candidate with excitement!

The hiring manager (or CEO if appropriate) needs to call the candidate with excitement! This is the moment that the candidate has been waiting for, and it's important to create a positive and enthusiastic experience for them. By conveying your excitement and interest in the candidate, you are more likely to create a positive impression and increase the likelihood of acceptance.  

Say something like this:

“Emily, we are so excited to offer you the position of senior accountant. We have looked at over 130 resumes and interviewed many candidates for this position. We spent days figuring out exactly what we needed in this job, and then we found you.  We believe that you will be not only exactly what we were looking for skill wise - but your attitude and energy are just what will make you a great fit.  We will follow up today with an offer in writing but we really hope you will say yes!”

Put an offer in writing that same day

The offer should come on the same day and preferably within an hour of the phone call (not before the phone call - that is not recommended at all!). This provides the candidate with the necessary details regarding the offer, such as salary, benefits, start date, and other relevant information. This also shows the candidate that you are organized, professional, and value their time.

Meet or exceed their salary expectations

Don't offer less than they thought was coming. If you have discussed salary expectations with the candidate or posted a range, it's important to ensure that the offer meets or exceeds their expectations. Offering less than what they anticipated can create a negative impression and may cause the candidate to reconsider their interest in the position.  Even if they take the job at the lesser rate, you have communicated to them that they weren’t even good enough for the lower end of the range and you will be starting off poorly.  If you don’t give them the highest end of the range, you will need to explain why they aren’t good enough for that, and again this may not sit well with them. It’s better to make them excited with the salary - this is not the economy for a salary negotiation.  Candidates don’t want to engage like that anymore.  So give them a fair, expected salary.

Keep communicating!

If there is much time between offer acceptance and start, continue to communicate with the candidate. This can include sending them a company t-shirt, newsletter, or welcome emails from staff. This helps to keep the candidate engaged and excited about the opportunity to work with your organization and may squash any other offers that may be coming in behind yours.  Surprise and delight them with gifts, communication, excitement from current team members, etc.  It doesn’t cost much - but is important if there is more than a couple of weeks prior to their start date. 

In summary, these 4 simple actions can make a HUGE difference in the result.  As you look back at your last hire - is there any improvement you need to make?  It sounds like FLUFF and unimportant - but the result of not doing these things might mean starting the recruiting process all over again when your candidate starts with another company.  Let’s not let that happen.

As always, we would love to talk to you about your hiring process. We coach our clients through every step when we work with them in recruiting.  It’s just part of what we do and why our clients like to work with us! Our survey scores are 5 out of 5 on the client and candidate side. We know that sounds like bragging, and it is. Hiring and HR is what we do best!

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Onsite Interview Guide for Employers: Preparation for the Candidate

“Don’t blow it!!” - That’s what we want CEOs or whoever the hiring manager is in your small business to know.  

It takes so much of your time/resources to get a great candidate to be interested in your position - the average survey says it takes 40-80 hours of work to find a good candidate. So, don’t blow it when you get the opportunity to interview.

If you are spending so much time getting a great candidate to the interview stage, let’s figure out how to keep them engaged! 

Here are some tips and tricks we have learned over the last 29 years as you set up their interview experience (if you are more interested in Matt Filer and I discussing on the HR Ins and Outs for Small Business Podcast, here is the link to the podcast):

Tip #1 - Let the Candidate Know What to Expect

No one wants a surprise. No one wants to wait around and wonder what comes next.  So, tell your candidates at the very beginning of the process what is likely to happen. This can help to alleviate any anxiety they may have and ensure that they are well-prepared. Send an email saying something like:

“Dear Sue, We are very excited to have you entering the interview process for the Accounting Manager position.  We will begin with a video interview on ______. This will be 30 minutes and will be with the hiring manager, ____________.  Next, we will be sending a personality assessment to you. This will take 15 minutes of your time and we will send you the results as well.  Then, the on-site interviews will happen over 3 hours in one day and the candidates will meet with 3 of our other managers, __________________.  We hope to make a hiring decision by July 1.   If you will not be advancing to the next stage in the process we will let you know in a timely manner.  Let’s get started.  We look forward to getting to know you.” - You have our permission to copy and paste. 

Tip #2 - Get the Logistics Right

Ensure that parking, reception, and other logistics are in order. This will help to create a smooth and seamless experience for the candidate, and also ensure that they arrive at the interview feeling relaxed and focused. Here are some examples:

  • If there are multiple parking lots, send a map showing which one to use. If the front door is confusing - spell it out in the directions.  

  • If you have a receptionist, make sure he/she knows your candidate is coming, and exactly what to do when he/she arrives. Reception should know exactly what to say: “Glad you are here, Sue!  We have been expecting you. Take a seat right here and Don will be with you right at 9am!  We hope you have a good day.”

You would think this is self-explanatory. However, we hear from candidates all the time about how there was no direction and they did not know where to go.

Tip #3 - Don’t Overload the Candidate

As you plan the interview day, here are some tips:  

  1. Plan on the interview being around 30-45 minutes. 

  2. Plan on interviews never being more than a 3-1 ratio (interviewers to interviewee).  Large panel interviews just don’t work well and totally stress the candidate. We get the feedback that it feels like a firing squad when there are more than 3! 

  3. Plan for a break with a snack or coffee if the person will have multiple interviews.  

Tip #4  - Be Prepared

We always tell the candidate to be prepared but the interviewer should be as well! Here are some easy items to check along the way:

  1. Make sure you have reviewed the resume and highlight a couple of interesting things. 

  2. Look at their LinkedIn to see what you might have in common. 

  3. Have 2-3 questions written about their background and 2-3 more questions to help you determine culture fit and skills fit!  

It will speak volumes to the candidate that you are a quality employer if you have taken the time in advance to research them.  What do you think when you walk into the interview as a candidate and the interviewer obviously is looking at your resume for the first time - it is disappointing for sure!

We get it - hiring isn’t much fun.  No one loves it.  But your outcome can be much better if you do these things in advance!!

If you want to go more into depth about this subject, listen to our podcast on Spotify or Apple Podcasts:

Link to Spotify Podcast

Link to Apple Podcast

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Unusual Benefits a Small Business Can Offer to Improve Retention

Unusual Benefits a Small Business Can Offer to Improve Retention

Hiring and Employee Retention are two of the most important aspects of running a successful small business. One of the keys to hiring and retaining top talent is by offering benefits and incentives that go beyond just the typical salary and healthcare packages offered by many small businesses. Here are six examples that we have seen clients of Innovative Outsourcing us to keep employees happy, engaged, and loyal. 

1. $100/month to Gym Membership

Offering a monthly stipend for a gym membership is a great way to promote health and wellness among your employees. This benefit not only shows that you care about your employees’ well-being but also encourages a healthy lifestyle.

2. Mental Health Care

Providing access to mental health care resources can be an important retention lever, especially in a world where mental health is increasingly important. Offering employees that the employer will pay for the first three visits for example. Or providing them resources like a mental health help line. This will help ensure that your people are taking care of their mental health, which in turn can lead to increased productivity and engagement at work.

3. Financial Counseling

Providing access to financial counseling can help your employees manage their finances more effectively. This can include services such as budgeting advice, debt management, and retirement planning. When employees feel financially secure, they are more likely to be happy and engaged at work. It also shows that you are taking care of them!

4. Volunteer Days Off

Many employees are looking for ways to give back to their communities. By offering volunteer days off, you are not only providing an opportunity for employees to do good but also showing that you care about their interests and passions.

5. Giving Profit Percentage to Non-Profit

Consider donating a percentage of your company’s profits to a non-profit organization that aligns with your company’s values. This can not only benefit the non-profit but also show your employees that you are committed to making a positive impact in the world, which is especially important to millennials and Gen Z.

6. Yoga/Workout Classes at the Office on Wednesdays

This one might seem crazy and I get that. However, offering yoga classes or workout classes at the office can be a great way to promote wellness and relaxation among your employees. Yoga has been shown to reduce stress and increase productivity, making it a win-win for both your employees and your company.

In conclusion, offering unique retention levers can help you keep your top talent engaged and loyal. Whether it’s through promoting health and wellness, offering financial counseling, or providing opportunities for employees to give back to their communities, these benefits show your employees that you care about them as individuals and not just as employees.

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Unpopular Opinion: Why Right Now is the Best Time to Hire

Unpopular Opinion: Why Right Now is the Best Time to Hire

You might not be thinking this, but right now is a great season to hire. Have you heard the phrase: "Buy when no one else is buying"? You might hear this in the stock market or real estate world, but it is also a good hiring mantra.  

Here are 5 reasons why you should be hiring right now:
1. This Economy: Many companies might be freezing hiring or spooked about the layoffs at big tech companies and what that means to the economy. The savvy small business CEO is going to know that this is a rare opportunity to pick up "A+ Players" for their organization. If you start to hire now, your candidate pool will be larger than when the markets start to go back up (which we all know it will). If your company had a great year or this small recession is not affecting you, we recommend hiring now!


2. Concern About Current Employer: Many employees are getting concerned about the profitability of their current organization. If you are stable and growing, you will be able to attract candidates that may not have been looking for a new role before now.


3. Less Competition for Talent: Less employers hiring generally means more favorable outcomes in quality and salary (something that was far from the case in 2022). In a time when hiring is slowing across the country, it is easier to find "A+ Players" that are willing to make a move. If you wait until conditions improve, you may have missed this unique opportunity that your competition is not taking advantage of.


4. The Right Time of the Year: On the candidate side, employees have time off around this time of the year. This means they are on their computers taking time to look for something new. Statistics show that when employees have down time, they often spend it wishing and searching for new situations. On the employer side, less companies start recruiting at the holidays because they want to “hire at the beginning of the fiscal year”. In January, the market will be flooded with work and your job will just be one of many when it could stick out now.


5. Put Employees on Innovative Outsourcing's Payroll: We can put your employees on our payroll. This is a no-risk approach to hiring. For both part-time and full-time positions, we can keep W-2 employees on our payroll for as long as you like.

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Candidate Spotlight: Sarah is available to hire

Are you looking for a marketing/executive support specialist? If so, meet Sarah. Sarah has over 10 years’ experience specializing in brand marketing, project management, content development and executive support. More specifically, she is well versed in social media content creation and management, email campaigns, website updates, tracking analytics as well as live event management.

Sarah is dynamic, self-motivated, reliable and extremely organized. Sarah is on the market because the company she most recently was with is shutting down and she is hoping for an exciting, new professional challenge!

Work location preferences: Sarah is currently looking for a remote or partially remote position, working anywhere from 20-40 hours/week.

Salary range preferences: Negotiable depending upon the hours and scope of the position.

Here is a video message from Sarah: http://bit.ly/iomeetsarah

To start the conversation about how Sarah may be a perfect fit for your company, contact Matt Filer at mfiler@innovative-outsourcing.com

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Writing the Perfect Job Description

Once you’ve decided it’s time to hire a new position, you need to sit down and write out a solid job description. This job description serves a few purposes, but most importantly, it attracts job seekers and shares information about the job with them.

Once you’ve decided it’s time to hire a new position, you need to sit down and write out a solid job description. This job description serves a few purposes, but most importantly, it attracts job seekers and shares information about the job with them.

There’s a lot that can go into a job description, and it can be overwhelming when you’re starting from scratch. You want to be sure to include everything as well as attract great job candidates.

The goal is to use your job description to attract the right candidates - the ones that you’re looking for.

Your job description should include:

  1. Job Title and Quick Summary or Overall Statement

  2. Key Responsibilities and Tasks

  3. Skills Required

  4. Description of How this Role Relates to Others

  5. Company Overview

  6. Type of Employment and Hours

  7. Any Travel that will be Required

  8. Contact Information

After you have this information included in the job description, you want to make your job description attractive. Including the right information helps you attract the right candidates, but spicing it up a bit can help you attract the perfect candidate you’re looking for. This is what’s going to separate your position from others like it for candidates.

A few things to think about when writing your job description:

  1. Keep it short and specific. Use bullets when possible. You don’t need to include every last detail, but do be sure to include everything a job seeker would need to know before applying.

  2. Preferred vs Required Skills. There’s a difference and it should be displayed throughout the job description. What do you need the candidates to have no matter what, and what would you be flexible on?

  3. Make it look nice. This might seem obvious, but many people only think about the necessities when it comes to writing a job description. Be sure to include your logo and graphics to brighten up the page. Give it a neat and clear format and always include proper spelling. You’re trying to win candidates over as much as they’re trying to win you over.

  4. Tone. The tone throughout your job description should be true to your company and company culture. Read through it and make sure it doesn’t sound like a boring job post, and ensure it reflects the type of person you are looking for.

  5. Be human and write with personality. The last thing a candidate wants is to read another boring job description. Make sure yours stands out. They’re also looking to work for a human and someone with personality, not a robot. Make sure this is reflected in the job description.

 

Still not sure where to start? We can help!

 

 

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