Workforce Management Archives

Starstruck Behind The Tech Curve

A professional who seeks to lead in any industry will constantly look for ways to increase productivity and efficiency. The past decade has offered businesses countless ways to improve with the introduction of new technologies. Businesses that invested early (and wisely) in new technology were rewarded with a competitive advantage over those that lagged behind. However, this is very difficult for most businesses to do. The difficulty is twofold:

1. Deciding Which Technologies to Adopt

New technologies seem to hit the market every day. Businesses must wade through the hype surrounding new technology and decide which ones will positively affect the bottom line. The sooner they invest in value-added technology, the more likely they will gain a competitive advantage through its implementation.

2. Choosing the Right Vendor or Product

As more and more businesses adopt a technology, great outcomes–let alone a competitive advantage–are not guaranteed. When demand for a new technology increases, the field of competitors expands. This produces some great vendors…along with some awful ones too.

So how does a business effectively invest in technology, when considering the speed of technological advancement and the volume of hype that accompanies it?

Trends and Hype

Not long ago, trends developed over a relatively long period of time. The X-axis usually ticked in years. And we learned about these trends at annual conferences, quarterly magazines, or books (real books). Those who attended, subscribed, or read up were privy to the latest trends.

Today, with technology advancing at breakneck speed, business are feeling a mix of urgency and uncertainty, perhaps even fear. Tech trends are rising and receding so quickly that it’s difficult to determine which trends to follow–lest you be led astray by a fad. We spot these trends on-demand with internet access, a search engine, and social media. Those who connect, search, and follow are instantly in the know.

All of this creates pressure for businesses to adopt new, trending technologies…if only for the hope that it will lead to the possibility of improved outcomes. To avoid wasting resources on a passing tech trend, ask yourself the following questions:

What are the direct outcomes (benefits) of this technology?
Do the direct outcomes of this technology affect my bottom line?
Does my business need to improve these outcomes?
Am I currently using another technology that can improve these outcomes?

This line of questioning will help you determine whether a new technology is right for your business or simply a trend that is a better fit for others. You may determine that your business does have a need for a new technology. In this case, the difficulty now lies in vetting vendors and products to find the solutions that will produce the desired outcomes.

Starstruck Behind The Tech Curve

For all the passing tech trends, there are those technological advances that businesses must adopt in order to remain competitive and profitable. The longer a business delays in adopting a new technology, the more important it becomes to select the right technology. Selecting the wrong vendor or product will see a business fall farther behind, while a business that invests in the right technology can quickly make up lost ground.

With the stakes so high, deliberate and informed vetting of vendors and products is vital.

Unfortunately, too many businesses are rushed to a purchase decision for fear of being left behind by the latest tech trend. They are easily starstruck by software reviews and customer testimonials. This blinds them to the real factors that drive successful implementation and improved outcomes.

Reviews and Testimonials | Check For Fit

Let’s face it, product and service reviews aren’t what they used to be. Businesses know that consumers will do research online before making a purchase, and so they invite customers who self-identify as “happy” to provide customer testimonials and reviews for their website and social media pages. Even some third-party review sites allow businesses to invite a “happy” segment of current customers, in addition to unsolicited reviews. This can often result in reviews that skew positive.

The lesson for businesses that are shopping for software is to be wary of reviews and testimonials. While negative reviews will obviously be a red flag, positive reviews require a closer look. Specifically, research the people/companies that are providing the reviews:

Is the company in your industry?

A five-star review of hiring software may be enticing, but if all the reviewers are in the restaurant industry it might not translate well for a business in manufacturing. Consider whether the results described in one industry will translate to yours.

Is the company the same size?

Great software is built to address specific needs and challenges. A large company of over 1,000 employees will have different needs than a company of 50 employees. Consider whether the software has more or less functionality than you need.

How does the company use the software?

It’s common for software to come in editions or packages that include different sets of features. Look closely as to which features are being reviewed and which edition includes those features. Consider whether you need those features and if they address your needs.

Which pricing tier or package do they use?

This goes along with the previous point. Just as reviewers may refer to specific features, they may also review the software for a specific pricing tier. You may fall in love with a Cadillac, when you only have a Hyundai budget. Consider whether the software features you need are available in a pricing tier your budget can afford.

What is the company’s relationship to the software vendor?

In some cases, software reviewers or their employers may have a strategic relationship with the businesses they are reviewing. This can lead to reviews that are genuinely positive, but devoid of constructive criticism. Consider whether the reviews are balanced and complete.

By taking a closer look at software reviews–and the customers behind them, you can begin to create a shortlist of software vendors that are more likely to meet your needs. For the most part, software review sites are very helpful in this process. However, it’s important to look critically at the content of the review and not just a vague star rating.

Avoid Hype, Focus on Value and Fit

A business that adopts the right technologies at the right time can successfully increase productivity and efficiency while gaining an advantage over its lagging competitors. While the concept is simple enough, the path to success requires a disciplined focus on a business’s needs and a critical eye for how the available technologies will meet those needs.

ExactHire offers applicant tracking software and employee onboarding software for small and mid-sized businesses. With nearly a decade of serving the needs of our clients, we are committed to continued improvement of our software and exceptional ongoing customer support.

Healthy Working From Home: Part 1

in Workforce Management/by Tom Branson

Working from home can be a fantastic benefit. You avoid stressful commutes. There’s no need to pack a lunch or get all dressed up. For that matter, you really don’t even need to change out of your pajamas. You can just roll out of bed and get to work.

However, the convenience of working at home can also lead to some convenient bad habits. Those bad habits can negatively affect your physical and mental fitness. Fortunately, you can keep bad habits at bay by anticipating them in advance and developing a plan to avoid them.

Working From Home | Bad Habits That Affect Your Physical Fitness

Most of the time poor fitness is due to poor choices. We all have the opportunity each day to make positive or negative choices for our health. While the choices available to some will vary, the following are the ones that I have encountered as I’ve worked remotely at home.

You’re Not Moving

Your home is comfortable. Your bathroom and fridge are nearby. You have a dedicated office space. Everything is at your fingertips. All of this helps you complete your work efficiently at home. However your super work efficiency can also translate into inefficient physical fitness.

I occasionally use a FitBit to track my movement at home. On some days, I log only 700 steps. Those are bad days. My back becomes stiff. My eyes are strained. And I’m exhausted at the end of my day–even though, physically, I’ve done very little.

To address this challenge, I schedule “active breaks” throughout my day that accompany other required movements. Here’s an example:

Bathroom break? Complete ten push-ups as I return to my office.
Just completed a task on my checklist? My reward is 10 “mountain climbers”.
Thirsty? Do some light stretching and arm rolls.

These active breaks–for the most part– are quick and easy. Along with these active breaks, I plan more intense exercise at the beginning and middle of my day.

Breakfast? Walk 15 minutes around the neighborhood.
Lunch? Run 2-3 miles, or spend 45 minutes in the gym.

Scheduling workouts for the morning and mid-day provide you with energy for the few hours that follow and allow you to relax at the end of your day–no pressure to go to a crowded gym after work, you earned some couch time.

You’re Not Clean

As mentioned before, working from home makes it tempting to avoid “getting ready for work”. It’s just you in that house, so who cares whether you shower, change your clothes, brush your teeth, or otherwise attend to your hygiene?

Well, you should care. Good hygiene is important not just for how people see and perceive you, but for how you see and perceive yourself. And although you might not face the results (or embarrassment) of poor hygiene on one particular day at home, those days will add up.

Fortunately, avoiding this bad habit is pretty straightforward. Just get ready for work in the morning as if you are going into the office. This means getting up, showering, dressing, and “leaving the house” at the same time each day. I like to listen to the radio for 15 – 20 minutes before “leaving” and “arriving” at work.

You’re Not Eating Well

This kind of goes along with bad hygiene. When you’re at home, you have a lot of freedom and privacy to structure your time however you like. This is a good thing when used wisely, however it can very easily become a health liability.

For instance, working from home affords you the opportunity to prepare and eat whatever you want. There are no challenges associated with packing, refrigerating or reheating your meals. You can cook up a strong smelling meal and eat at your desk without fearing the ire of your coworkers. However, this freedom may also open the door for some bad habits like:

Skipping Meals: While you might view this as being more productive, becoming overly focused or immersed in your work and forgetting to eat can drain you of energy. You may be working more, but the quality of your work–both the product and your experience–will be poor.

Bad Snacking: Failing to set aside time to eat well, and instead snacking throughout the day, can be dangerous. A bag of tortilla chips can disappear over the course of an afternoon, and man (or woman) cannot live on tortilla chips alone. Healthy snacks between meals are fine, but they shouldn’t substitute for well-balanced meals that power you through the day.

It’s tempting to avoid structured breaks for breakfast and lunch, but by respecting and planning for mealtimes you will bring more energy and focus to your work.

You’re Not Sitting Correctly

That couch looks comfortable. Real comfortable. You could probably lay down on it, place your laptop on your stomach, and…STOP!

Your eyes will be too far from the screen, forcing you to lean forward, which will likely result in a rounded back and hunched shoulders. Or the screen will be too close, scarring your retinas, forcing you to bend your neck, arms, and wrists in a weird way. All of that nonsense is a recipe for pain and discomfort. Not to mention, your laptop will be gasping for air as it burns your stomach. Couches are meant for lounging, not working.

Office furniture has come a long way. Most chairs have several adjustment options and boast “enhanced ergonomic designs.” Although these aren’t cheap, or as comfortable as lounging on that inviting couch, investing in one will save you aches and pains in your back, neck, shoulders, eyes…basically your whole body.

Not only do armchairs, couches, and patio chairs lack the proper support for your work, they put you in the wrong mindset for work. Mixing a recreational space with a workspace introduces the temptation to relax and indulge when you should be focused on your work. So the way you choose to sit (or stand) can affect a lot more than just your comfort; it can negatively influence your entire work experience.

Working From Home | Plan Healthy Habits

Exercise, hygiene, diet, and posture are four key areas of physical health that you must maintain when working at home. Unfortunately, the comforts that are inherent in your home can make it tempting to neglect your physical health. In this sense, some of the benefits that come with working at home can actually be liabilities.

To resist the temptations that lead to bad habits and poor health, it helps to set goals for health and work, and then structure your workday accordingly. This can be done using an app such as “Balanced”–which has tons of capabilities–or simply use your current calendar program to schedule your health activities. Regardless of how you approach your planning, it’s important to document and track it as you begin. Bad habits are hard to break, and good habits take time and accountability to develop.

ExactHire provides paperless hiring software that makes it easier for teams to complete their work from anywhere. Our applicant tracking software and employee onboarding software provide HR teams with the tools they need to communicate and manage hiring processes effectively.

4 Liberating Truths the KonMari Method Taught Me About Life and Work

in Workforce Management/by Randi Renee Doerr, SPHR, SHRM-SCP

Let me assure you that I’m not the kind of person that is going to end up on the TV show Hoarders. I’m not afraid to clean and I generally put stuff away when I’m done with it. So, when my sister told me about recently reading The Life-Changing Magic of Tidying Up by Marie Kondo, I told her “that sounds interesting, I’ll check it out on Scribd” but I didn’t think it would radically change my current outlook.

However, as I work from home today (an amazing part of ExactHire culture and values by the way), I’m still on my “KonMari Method” high after continuing my quest to declutter my closet over my lunch break. The KonMari Method is Marie Kondo’s self-named technique for tidying up one’s possessions and home. I listened to her first book on my morning commute and during my workouts last week, and now I’m reading her follow-up illustrated guide, Spark Joy.

And, while I didn’t think I was a clutter bug initially, I now can come to terms with the fact that I am a sentimentalist and fervent upcycler. I haven’t met an old, patterned wool sweater I don’t want to eventually make into matching mittens and a hat for my children. The key is “eventually.” I’m a perpetual Pinterest pinner that never has time to create.

It’s not my fault. You see, it runs in my family. Growing up on a farm, we had tons of storage space for “things we might need someday” in the barn, and my mom and sister–being accomplished crafters and seamstresses on the side–saved leftover fabric in mass quantities to use in future quilts. In fact, earlier this week my dad emailed that he was bringing me a box of my old 4-H and sports ribbons. Oh good.

I told him I was decluttering, but I think my recent Facebook posts inspired him to get rid of things, as well, as he admitted that was why the box was coming my way. “But Dad, I don’t have three storage barns.” Argh. So while I’m an ardent supporter of my goal to KonMari my life, I’m enjoying the journey and all its challenges.

A welcome boost / kick in the pants

With the dreary winter behind us, and the trees finally budding out, this couldn’t have happened at a better time in my life. It’s given me a spring in my step; however, it’s been much more than just spring cleaning. What makes the KonMari Method unique, is the fact that you approach your endeavor to discard items by category…rather than location. In fact, you’re supposed to do so in the following order: clothing, books, papers, miscellaneous and sentimental items.

Starting with something as innocuous as clothing is supposed to help you hone your decision-making process so that by the time you get to the tough sentimental item category, you really know what you yearn to keep (and treasure).

I highly recommend you read this book for yourself, but in the short-term, I’ll share four truths that were mini-epiphanies for me along the way–and how they have impacted my home and work life so far.

1 – Do only what “sparks joy”

As the title of Kondo’s sequel suggests, the foundation of her method is to only keep items that spark joy when you touch them. While I’m still only on the clothing category (yikes…have I really had those shirts for two decades?!?), it has been a great exercise in forcing myself to reconnect with my own style and purge the items that I’ve held onto because

someone gave them to me,
they bring back certain memories, or
I’ll fit into them again in a few months (in my dreams perhaps).

This clothing catharsis has naturally re-calibrated my decision-making process in other areas of my life. It’s easier to vet which activities really bring joy and prioritize the tasks I make the most time for in my job.

For example: don’t continue to produce work that you feel compelled to do just because you’ve always done it that way. This is especially true if it doesn’t actively help to bring about joy, change or action with others. I recently pared down the marketing metrics that our department shares with the company considerably…and it certainly made others joyful!

2 – Decluttering your home space declutters your head space

While filling up garbage bags and taking them to Goodwill certainly declutters my house, KonMari wasn’t lying when she said this ritual does so much to purge doubts, stresses and concerns, too.

It works like this: when you have too much stuff, you forget what you have…and more importantly, what you really, really like. Too many options are debilitating. This is how I feel about the Cheesecake Factory menu. I’d much rather go to a restaurant with a menu that only has a couple of pages of customer favorites. But who am I kidding? I still won’t turn down the chance for cheesecake sometimes, too.

Now that my closet is color-coded, as well as organized by season and length of item (yes!), I do feel lighter and energized when I enter the space. My energy has been translated into a renewed passion for sharing ideas and things I really love. You won’t be surprised to learn that I’ve told no fewer than ten friends to read this book already.

Challenge: what can you get rid of in your office today? How about those dusty presentation handouts from last year’s state SHRM conference? You know the ones. Or, maybe you save them digitally? In either case, have you actually referenced the handout since experiencing the presentation? The presentation may have brought you joy, but it’s okay to accept that the purpose ended there and rid yourself of the desk (or desktop) clutter!

3 – Self-talk isn’t so silly

Upon reading the book, one of the ideas that struck me as a little kooky was Kondo’s suggestion to talk to your house when you get home to announce your arrival, and to tell your departing inanimate possessions “thank you” for the joy they previously brought you. The idea is to be emphatically gracious to your belongings so that you treat them with more care while they are serving a purpose for you, and also as a way of being at peace when you bid them a final farewell.

So, as I was toiling over the future fate of belongings from my collegiate glory days, I decided it was okay to say goodbye to my ratty 1998 (gasp!) Alpha Chi Omega bid day t-shirt once and for all. When in my right mind did I think I’d have time to make a t-shirt quilt? Let alone if I did, what makes me think I would actually display that quilt anywhere in my home? Truth. Shhh…I had a whole bag of old Alpha Chi t-shirts to eliminate. Extreme truth. I only whispered “good-bye” as I peered out my bedroom window blinds to see the gaping mouth of our trash bin after the garbage had already been collected.

Alas, it’s not the first time you’ve heard that positive self-affirmations do a body good. I mean, Stuart Smalley, right? But in all seriousness, believing in yourself, setting your sights on a new responsibility at work and staying focused are easier feats when you’re not overwhelmed by clutter when you walk into your home or office.

4 – Tidying does promote wellness

As human resource professionals, many of us are empowered to make strides in improving our workplace wellness initiatives. Perhaps a group office clean-out party is just the ticket to energize your efforts! In fact, Marie Kondo claims that many of her clients lose weight and improve in health as a consequence of decluttering their life.

It makes sense. With a renewed effort to keep and do only things that you love, it’s probably easier to stay focused to achieve the physique and well-being you truly seek. I know my appetite has been easier to manage since I’ve started decluttering. After all, I’m often focused on my next tidying steps rather than distracted by the idea that a cookie would make a good snack! And, I’ve been more than happy to hit the gym in our building on my lunch hour…if only to listen to more business-related and self-improvement books while I work out.

Purging unnecessary and unloved possessions really does help lighten your load both physically and mentally. It brings to light which commitments you have been approaching half-heartedly and which relationships are worth preserving or repairing (both in your personal life and at work).

Maybe it’s

the fresh air (once the dust has been cleared in the now breathable closet),
the peaceful serenity of letting go of once beloved items the right way (sayonara oversized cotton tees), or
spring cleaning enthusiasm!

Or, maybe it’s just reconnecting with yourself and identifying what you are truly passionate about having, doing and pursuing in life. If anything in this blog struck a chord, what are you waiting for? Go check out Marie Kondo’s book!

Nonprofit Employee Retention

in Workforce Management/by Tom Branson

In a recent survey of nonprofit leaders conducted by GuideStar and Nonprofit HR, approximately 56% of respondents named their top staffing challenge as either “finding qualified staff,” or “hiring qualified staff.”

Employee retention was considered a top challenge by only 13% of those surveyed. This is curious, considering that the voluntary turnover rate for nonprofits is 19% annually–well above the all-industry average of 12%. The survey also showed that only 16% of nonprofits have a plan for employee retention.

If nearly 1 in 5 nonprofit employees voluntarily leaves his or her job each year, then it is safe to say that nonprofits face a big challenge with employee retention. So why do most nonprofit leaders fail to recognize it as a top challenge? And if they do recognize it, why do they not have a plan to address it?

Replacing Problems With a Platitudes

Most nonprofit leaders probably recognize that employee turnover is a challenge. They may even recognize that the employee turnover rate is high at their organizations. However, that doesn’t mean that they believe it’s a problem…or even important. Perhaps that’s because of a deep-seeded belief among nonprofit leaders that high employee turnover is inevitable for nonprofits.

If high employee turnover is believed to be inevitable, then employee retention transforms from a problem (to be solved) into a condition (to be explained). This condition prompts two unfortunate phrases: “they knew what they signed up for” and “do more with less”.

They Knew What They Signed Up For

Nonprofit employees have a passion for the mission of their organizations. This passion can drive them to put mission ahead of fair compensation and a reasonable work schedule. They accept lower pay and work longer hours–most will not qualify for overtime pay. These employees–in the minds of nonprofit leaders–expect these conditions.

With this belief in place, nonprofit leaders may react to employee discontent by thinking: They knew what they signed up for. Lower pay, longer hours, doing more with less…that’s simply the nature of a nonprofit. But what are the outcomes of that approach? Often it’s employee stress, burnout, and turnover.

Quite simply, “they knew what they signed up for” is an easy phrase that glosses over–or even dismisses–a complex challenge, which is: How to retain great employees while also maximizing resources in advancement of the mission. The phrase allows leaders to ignore the first part of the challenge, “retain great employees” and instead focus on the second part, “maximizing resources.”

Unfortunately, that focus on maximizing resources is often at the expense of employee retention. This is where our other unfortunate phrase comes into play.

Do More with Less

Nonprofit employees are often asked “to do more with less.” A simple example takes the form of understaffing, but the use of outdated technology, an aversion to outsourcing tasks or projects, and limits on employee benefits can all be justified by the mantra of “do more with less.”

On the surface this charge seems reasonable, even honorable. After all, if the success of a non-profit is measured by its ability to maximize resources in advancement of its mission, then “doing more with less” should be a good thing. But this phrase is often applied so broadly that nonprofit employees find themselves constantly hamstrung in completing even the most basic tasks.

When “doing more with less” reaches such absurd levels, nonprofits cannot hide from the fact: they are overworking and underpaying employees.

A Focus On Effectiveness

Phrases like “do more with less” and “they knew what they signed up for” are given too much credence; they mask complex challenges with simple concepts rather than providing effective solutions. Unfortunately, there’s a prevailing belief in the nonprofit world that these phrases represent the natural balance of things, and to upset that balance would be selfish and take away from the mission, or even put oneself before it.

Successful, high-functioning nonprofits focus on operational effectiveness, which is not driven by easy-to-remember cliches or rules of thumb. Effectiveness requires continual improvement, testing new approaches, and the willingness to invest in tools that may even result in employees doing less.

Doing less?!

Yes. Cutting overhead expenses is a straightforward way to maximize net revenue. But too often, nonprofit leaders cut so deep that they create absurd inefficiencies. This leads to low productivity and, ultimately, lower revenue.

Take, for example, an organization that relies on file cabinets, folders, and physical document management. The organization saves funds by not investing in an online forms service, secure cloud storage, software integration, and the time or outside expertise needed to implement.

The employees do more with less; they print and file forms, respond to file requests, make copies, deliver files, retrieve files and re-file those files.The employees are certainly doing more, but is that the most effective way to manage documents? Is it maximizing skills and talent in advancement of the organization’s mission?

You would be hard pressed to answer yes. With the number of free or low-cost solutions on the market, physical document management is difficult to justify. Even companies who manage information with email, spreadsheets, and word docs are finding that there are more effective solutions available.

Going beyond this specific example, nonprofit leaders must be open to exploring and investing in new solutions that increase effectiveness and lead to higher productivity and net revenue. When nonprofit leaders ask staff to do more with less, something has to give…and usually it’s the employees, followed by productivity and revenue.

Serving Employees Through The Mission

With only 16% of nonprofits having a plan for employee retention, it’s not a stretch to assume that the majority of nonprofit leaders have responded to the challenge of high employee turnover with “they should know what they’re signing up for.” Passing blame for employee turnover to the employees themselves is expedient, but it’s far from an effective solution for employee retention. So what is?

If nonprofit leaders truly want to address employee turnover, then they must take an honest look at the culture of their organizations, the mantras that they abuse, and–perhaps most importantly–how the nonprofit’s mission serves its employees.

There is something special about a nonprofit where the employees get just as much out of working for the organization, as do the people who are served by its mission. I know this firsthand.

Nonprofit leaders who take a holistic view of mission, who understand and value how it touches the lives of everyone, will better position their organizations to hire and retain great employees, increase operational effectiveness, and maximize resources in advancement of their missions.

15 Tips for Improving Emotional Intelligence in the Recruiting Process

in Workforce Management/by Randi Renee Doerr, SPHR, SHRM-SCP

I love learning more about human behavior’s impact on employee engagement and corporate culture. I guess that’s par for the course in the human resources field. But specifically, the idea that emotional intelligence is an adaptable skill that can improve—or regress—based on an awareness of one’s emotions is fascinating to me.

I recently listened to Emotional Intelligence 2.0 by Travis Bradberry during a few of my lengthy morning commutes. I say “morning” because I generally only have the focus to pay attention to a book narrator in the early morning hours…by the end of the day I just need to decompress with music. Alas, one of my “a-ha” moments during the book was learning to truly be self-aware of my own prime times and circumstances for optimal listening. In fact, “self-awareness” is one of the four primary parts of emotional intelligence (EQ):

Personal competence
- Self-awareness
- Self-management
Social competence
- Social awareness
- Relationship management

In this blog, I’ll share fifteen golden nuggets I collected from Emotional Intelligence 2.0 and briefly relate how each of them are especially applicable for recruiters to bear in mind during the recruiting process.

SELF-AWARENESS

1 – Think about what you are feeling when you are in the moment

As a recruiter, there may be times when you lose your composure or are, at the very least, mildly annoyed:

When a candidate blurts out an unexpected answer that you don’t appreciate.
When a hiring manager doesn’t get back to you with feedback in a timely manner.
When an interviewee shows up late to an interview.

By being aware of how you feel about a situation, you’re better equipped to recognize your feelings before they have an undesired impact on others. Then, you may instead take positive action to improve a situation–even if you didn’t cause it to go poorly. According to Bradberry’s book, the more you think about your feelings and how you wish to act, the more you strengthen the pathway between your brain’s limbic system (where emotions originate) and the part of your brain that helps you think rationally.

2 – Pay attention to the ripple effect your emotions have on others

Even the subtlest emotions–contentment, moodiness, irritation, nervousness and bashfulness–can have an impact on those around you. And as we already know, the more extreme examples of happiness, sadness, anger, fear and shame can significantly affect social situations and outcomes. Check yourself during your next candidate interactions to see how your most basic emotions may be influencing the recruiting process–for better or worse.

How has your personal demeanor impacted an interviewee’s answer?
Does your attitude perturb (or elevate) other stakeholders during the hiring process?

3 – Be aware of your physical reactions to situations

Whether you’ll admit it or not, the range of physical responses you experience during certain emotions varies from barely perceptible (though still detectable) to obnoxiously obvious. If you’re like many of us, you may do the following:

Tap your fingers when you’re getting impatient with an interviewee’s lengthy question response…or bounce your leg up and down under the table (I’m guilty of the latter).
Redden in the face or neck when someone says something that upsets or embarrasses you.

And while you can’t necessarily prevent these responses from happening, you can use them as the first clue that you’re heading down the path of experiencing a certain emotion so that you can take positive action to keep your composure and minimize the impact.

4 – Determine why you do what you do

Instead of simply reacting, consider why you behave in a certain way when experiencing various emotions. This may be just the ticket for better controlling the strength of your response–you don’t have to revert to your signature behavior just because it’s the way you’ve always done it.

Is your response rooted in a need to control a situation…or perhaps a desire to not have to be in control?
Are you worried about being ashamed if you mess up in front of your peers at your employer?

Once you’ve identified your motivations for behavior, then you may consider whether you may make any adjustments to eliminate your need to act that way in the future. Or conversely, what can you do to encourage more of the same behavior in the future when you are experiencing positive emotions?

SELF-MANAGEMENT

5 – Just smile

This is old news, yet so easily forgotten. Smile when you are on the phone with a prospective employee or during a face-to-face interview. Bradberry’s book shares that, in this scenario, your face actually sends signals to your brain that make you happier.

6 – Schedule time to ponder

When you have ten different requisitions for which you are sourcing and you feel like you must schedule back-to-back phone interviews all day long, you’re not at your best. You can’t sustain that level of activity while having the best outcomes for all involved in the recruiting process for long.

Schedule blocks of time to decompress and think about candidate responses and make notes before making any decisions. That way, any emotions you were already feeling about certain candidates will be somewhat dissipated and you’ll be in a better position to process rational thoughts about each individual’s qualifications for a position.

7 – See your own success in advance

When I played basketball as a kid, my coach taught me to see the ball going into the hoop as you are shooting it. Visualization is an important tool to being successful in your endeavors…and it helps improve your free throw percentage, too. Once you’ve identified a situation that may cause you to lose your cool–even mildly–imagine yourself coming out of the scenario with a positive outcome.

The next time a hiring manager brushes you off and doesn’t respect your desire to get back to candidates promptly, visualize your conversation and actions with the HM instead of reverting to your normal response of annoyance, anger and/or helplessness.

8 – Keep your circadian rhythms in rhythm

If you’re anything like me, you sometimes struggle to put your laptop away once the kids are in bed. In order for you to be the most alert during the day, you need to give yourself the best chance for good sleep at night. Turn the computer off at least two hours before bedtime…stop screening applicants while watching DVR!

SOCIAL AWARENESS

9 – Greet people using their name frequently

Everyone loves hearing his own name. Be sure and use prospective employees’ first names at an appropriate frequency during the interview process. If you’re the type of person that forgets a person’s name as soon as he tells you, then think of a mental image that will help you remember new acquaintances’ names. For example, if you meet a “Sandy,” picture her standing on a sandy beach.

10 – Be prepared for awkward silences

As a business professional, there will be times when you hit an uncomfortable lull in conversation in the workplace. While it likely won’t be on a phone interview, maybe it’s while giving an office tour to a final stage candidate. Have a “go-to” question in mind to circumvent those awkward silences. After all, part of your job as a recruiter is to make interviewees feel at ease at your organization. Here are some casual conversation question ideas:

Have you read any good books lately?
Is there anything about our organization that you’ve learned, but weren’t expecting?

11 – Don’t think ahead, just listen

Personally, this is an area in which I know I have room to improve…slowly but surely! Whether you’re interviewing individuals or working with your peers at your employer, don’t try to plan your next comment while “listening” to someone else speak. That’s not really listening and you’re bound to miss details…or at least the context of some of one’s comments. Whether or not the other person acknowledges your failure to focus, his behavior and respect for you will reflect his attitude about your inattention. Listen and learn from others’ talking points first and foremost.

12 – Be punctual

How many blogs have you read about job seekers complaining about never hearing back from companies…or hearing one promise, and receiving another outcome? Too many to count from my end. Respect the time of others and give yourself a competitive advantage–because enough recruiters and hiring managers out there don’t bother.

Be prompt with phone interviews.
Mind the clock so that interviews don’t exceed the allotted time expectation.
When scheduling interviews, be as flexible as possible with candidates to accommodate their own schedule limitations.

RELATIONSHIP MANAGEMENT

13 – Accept feedback famously

Some people are better at receiving constructive criticism than others…and what an opportunity to strengthen your EQ and your relationships if you can do it well! Solicit suggestions from job candidates and hiring managers about how the hiring process may be improved. Then, smile (remember #5!), be gracious about feedback and communicate plans for any action steps as a result of the feedback.

14 – Acknowledge the feelings of others

Let’s face it…you’re never going to agree with everyone about everything. However, the way you work through differences of opinions will certainly influence how smooth your interactions (and future disagreements) are with the same stakeholders in the future. It’s okay to disagree, but don’t minimize or ignore the feelings of others.

If you’re disputing which candidates should be hired with hiring managers, respect their opinion as valid before trying to come to a consensus, compromise or action step for further candidate vetting.

15 – Don’t be shy about having hard conversations

If you can have tough conversations in a clear, professional manner, then people will respect you more and know that you’re being upfront with them. The alternative approaches of avoidance and/or insincere sugar-coating only delay the inevitable and cause turmoil for yourself and others involved. Especially when delivering bad news to the final candidates who don’t get an employment offer, be courteous and give them a call to break the news and thank them for their time. Be direct but kind.

If you have not read any EQ-focused books yet, consider picking one up soon to continue exploring techniques for how you may improve your personal and social competence. Any improvements you can make will not only serve you well professionally, but also your employer as you represent the organization in the recruiting process.

Make time to boost your recruitment EQ

When you can save time and stay organized, you’re able to focus on your emotions and relationships. HireCentric is applicant tracking software that manages your entire recruitment process so you can focus on the more strategic aspects of recruiting.

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10 Steps to Rolling Out Core Values at a Small Business

in Workforce Management/by Harlan Schafir

There are many reasons that organizations choose not to craft a core set of values. Sometimes, senior management doesn’t think core values are a big deal because they think every employee already knows how they are supposed to act to succeed. Or, key employees may have had a bad experience with values at a previous organization that were essentially meaningless. Moreover, not having any recognized values relieves any obligation for an employer to deal with employees who would not live up to a set of corporate values.

If it’s too easy for your organization to find an excuse not to commit to forming a relevant, celebrated value statement, then your business will never reach its full potential. It’s just not possible when conditions aren’t in place to align a workforce with the principles that an employer holds sacred.

At ExactHire, we only very recently rolled out our core values. While the company has been in business since 2007, our management team had some of the same objections that I initially mentioned. However, when we first decided that it was time to make a change and embrace the value process, we made the classic rookie mistake of involving everyone. As you can imagine, it resulted in a hot mess of groupthink…complete with vanilla platitudes that can only result from trying to be everything to everyone. And not surprisingly, the trite single-word adjectives we selected were quickly forgotten.

The Better Way to Craft Core Values

However, after some frank internal banter and a commitment to make our values amount to more than just a framed wall poster, we embarked on a mission that led us to G.E.C.U.S.P.

While we’re extremely happy with these new core values, we fell a little short on a catchy acronym. But hey, there’s only so many ways to rearrange letters. In this blog, I’ll share our process for creating, unveiling and embracing the ExactHire core values that truly represent our small business.

1 – Owner ownership

We were fortunate to learn, with only a minor hiccup, that you can’t involve everyone if you’re going to capture the true values of your organization. Keep your values “discovery team” small, and ideally comprised of only your founder(s) and perhaps certain long-tenured senior managers. The values of the organization should reflect the values of the founders, and so owner ownership of the process is essential. They are the ones that will model the behavior to the rest of the organization.

2 – Give context and get buy-in

Especially when members of your values discovery group are skeptical about the potential impact of spending time on core value development, you must set clear expectations. Talk about what will be different this time compared to their past experiences and get their feedback. Discuss ways in which the values will be woven into daily work life beyond the initial announcement. Assign stakeholders to own various values initiatives.

Then, consider announcing to the rest of the company that you are creating values and that it is a process that is taken very seriously. Then, when the eventual values are announced later, employees will know that they were formed with careful intention and not just copied from some business book.

3 – Brainstorm independently, but with parameters

Each member of the small discovery team should come up with a list of values on his/her own. If you’ve selected the right core group of people (e.g. founders, key long-time employees), and they are being honest about how work is really done at the organization, then their separate lists should have many similarities.

However, to start them down a productive path, clarify the following:

They are to list actual core values, not aspirational values. As Patrick Lencioni details in this Harvard Business Review article, aspirational values may be necessary for the company’s eventual success, but are not representative of the traits that the company can honestly claim today.
They should avoid one-word overused “no duh” adjectives like “innovation” or “integrity.” At ExactHire, our team focused on short phrases.
They are welcome to look at values from other organizations that they believe have a similar culture to get the creative juices flowing.

4 – Collaborate to edit and refine

In our experience, we knew we were on the right track–as when we gathered to compare notes–our lists were about an 85% match. That reassured us that we were on the right path, and then the process of rephrasing statements and combining categories to come up with a succinct list was relatively painless.

During this process, we honed our list by asking questions like these:

Are these actual or aspirational values?
Are there any obvious outliers that won’t seem authentic to employees?
Is the language gritty enough to represent how we do business? Does it make our priorities clear?
Are these values complementary to our employment brand? Strategic planning process? Performance management process?

5 – Simmer

Once we were content with our final values list, we knew that we had to give it some time to make sure it really fit the organization. We tabled the process for a couple of months in order to let them sink in to ensure their credibility before announcing them to the rest of the organization.

6 – Plan a big reveal

The definition of “big” will depend on your organization’s size. However, no matter the size, don’t just send out an email or make a quick announcement that your new values are posted. Plan a reveal that will be memorable and engage employees to quickly learn the values.

At ExactHire, we planned the announcement during our monthly company meeting, and took time to explain how we approached the process and why we involved a very small group of employees. Prior to the unveiling, we designed a logo that incorporates color and different fonts to make it easy to remember our G.E.C.U.S.P. However, we knew that employees wouldn’t necessarily take it upon themselves to periodically glance at the logo. So, we ordered die-cut laptop stickers (from my new obsession Sticker Mule) and presented them to employees during the meeting.

Tom, Jess and Darythe showing off ExactHire core values!

Now, many of the laptops you see around our office proudly sport our values and make it easy for them to be top-of-mind. While stickers may be the norm for a software company, if mugs, water bottles or magnets are more your speed–go for it! The point is to select an item that is frequently close to your employees and reinforces the values visually on a daily basis.

In our meeting, we also handed out the unabridged internal document that defines our values…complete with bullet points that clarify what each short phrase means.

7 – Cultivate employee values engagement

To add to the excitement of our initial roll-out, we wanted to keep the momentum going in the early adoption phase by giving employees the optional opportunity to participate in a t-shirt design contest. We had been meaning to get company t-shirts for some time anyway (what cool tech company doesn’t have an employee picture in matching shirts after all?), and this seemed like the perfect chance to meet that need while getting teammates excited about incorporating values into an aspect of our culture.

We passed out this contest rules flyer during the company meeting, and employees were invited to select the winning t-shirt design via anonymous survey a week later.

And the winner is…

NOTE: We haven’t produced them yet at the time of this writing…hence no cool team picture in matching outfits yet–stay tuned!

While our contest rules didn’t stipulate that the new values had to be explicitly represented on the t-shirt, I was pleased that the majority of the submitted designs did actually incorporate the values anyway…a sign that we were on the right track. If employees don’t believe you’ve selected the right values, they won’t want to wear them!

Here are some other values engagement ideas:

Plan book club discussions about books that are based on some of your selected values.
Challenge employees to self-identify how they can better align their own work and behavior to core values.
Invite employees to blog about how they see values represented at the organization from their own perspective. This is a great way to promote your values to the external world in a very authentic way, as well.

8 – Share your values externally

Don’t stop at blogging when it comes to sharing your values outside of your organization. Organizations that walk the talk will be more attractive to job seekers, potential customers and business partners. Consider the following ideas:

Include your values graphic on your company’s “about” page.
Weave values into your jobs portal or applicant tracking system. Include a link to information about your values in job descriptions. This is a great tool to get some less desirable applicants to self-select out of your hiring process.
Create a slide deck about your core values that can be embedded in social media posts and web pages.
Invite employees to do testimonials that talk about how each of your values impacts their work life. These can be in written and/or video format.
Use your values as a basis for selecting organizations with which to partner for charitable donations and volunteer hours. When contributing silent auction items to noteworthy causes, choose items that can be easily tied to your values.
Creatively display your values in your working space, especially in places where customers, partners and job candidates will visit.

9 – Live your values everyday

Don’t fall into the dreaded cliche of rolling out values and then forgetting about them the next day. Build in triggers to live them. For example, if you are in Human Resources, a department that helps champion work culture and supports senior management initiatives, set periodic reminders to intentionally think about values and how recent events can be correlated to them. For example, if a customer sends in a “happy note” about the service he received, then have a founder forward the note to the entire company with a comment that ties it back to a specific core value being positively represented.

Other ideas for reinforcing core values:

Make them the deciding factor on company decisions.
Use them to inspire internal traditions like “Monday Funday”.
Evaluate whether your performance management process appropriately accounts for employees’ embodiment of core values.
Revisit your interview process and incorporate questions that give you an opportunity to discuss core values with job candidates.
If your organization is large enough, consider a quarterly prize that recognizes individuals who have done something that specifically reinforces a certain value. Document these employee stories and share them with incoming employees to build a tradition of celebrating value alignment.

10 – Re-evaluate your values periodically

It’s important to be vigilant about engaging employees to your core values, as well as ensuring that senior management models them appropriately. Additionally, while core values would rarely (if ever) change for an organization (assuming founders remain involved), there may be times when an additional value is warranted.

Conduct employee pulse surveys from time to time to ask questions that will help you take the temperature on whether the organization needs to be doing more to promote value alignment.

I hope that the lessons we learned during the value formation process for ExactHire can help inspire action for other small- and medium-sized employers. We’re still in the learning process, too, as we look for more ways to reinforce them everyday…but we’re heading in the right direction.

For more information on building work culture, and how it starts with eliminating bad hires, consult out Free ATS Guide.

Embrace Change in Business and Life

in Workforce Management/by Randi Renee Doerr, SPHR, SHRM-SCP

The seasons can seem like they change in the blink of an eye, and if you live in Indiana they might change twice within that blink. Our elected officials change, people change, and technology changes. The only thing that doesn’t change is the fact that…everything changes.

Some of the most dangerous words are “… but we’ve always done it that way.” This statement resists change. If our ancestors had lived by this statement, zero innovation would have occurred. We’d still be riding horses to get around, not to mention *gasp* no smartphones!

In business, resistance to change is not only dangerous, it’s expensive! If your company resists change or “plays it safe,” there will always be a competitor out there who is willing to take more risks–and more of your business. In the end, not adapting to the new norm just because you’ve always done it a certain way, could lead your company to extinction.

Change Is Hard

Change can be hard in the early stages. But in the long run, necessary change is worth it. I’ve experienced this firsthand at ExactHire.

As a company, we know that we must continue to innovate and improve. If we don’t, our products will become antiquated and sales stagnate. However, we also understand that change for the sake of change can be dangerous too. So we make calculated changes that carry less risk for our clients but that also set the stage for future improvements of critical importance.

All of this is to say that, as our knowledge of what is possible changes, our world and its possibilities can grow. By being open to change, we can learn to live and work more efficiently, improve our results, and attain the goals we set for ourselves.

Keep this in mind when your colleagues at work, your vendors, or others you do business with say, “We’ve made an improvement that will bring some changes for you.”

Be excited. Think forward. Embrace the changes that will bring you new possibilities. Or don’t, and ride off into the sunset…without your smartphone *gasp*.

ExactHire provides hiring software that helps HR professionals lead improvement at their organizations. To learn how our software solutions can help your company adapt to change, contact us today.

Photo Credit: Damian Zech

Can I Check the Status of My Employment Application? [VIDEO]

in Workforce Management/by Randi Renee Doerr, SPHR, SHRM-SCP

In this age of instant gratification, it’s natural for job applicants to want uber-prompt attention when it comes to knowing whether the employment application they submitted for your company’s position has made it through your screening process. And, even if you pride yourself on being ultra communicative to applicants regarding their fate in your hiring process, it never hurts to make additional strides in the proactive communication category.

In this ExactHire vlog, listen to Jessica Stephenson explain how you can introduce an element of applicant self-service by enabling candidates to check on the status of an employment application by logging into their profile provided by your HireCentric applicant tracking system.

Video Transcript:

When it comes to screening employment applications, how long is your applicant status code list? Especially if you’re subject to compliance reporting, the list can get very long and specific. For example, noting the exact reasons why each candidate fails to meet minimum basic qualifications…experience, education, etc.

And, while you would want that level of detail for your internal status assignments, you wouldn’t need to share that with candidates externally.

What if you could introduce a self-service component that allows applicants to log into their profile and check on the status of their own job application? Well, you can…and the best part…you get to choose the public-facing label for each of your internal status codes. So, what you know as “Not Selected–Basic Qualifications–Experience” would simply show up as “Not Selected” to the candidate externally.

But think about the positive application of that feature…for what you use as “Sent to Hiring Manager” internally, you could more strategically rename that status code “Screened by HR–Sent to Hiring Manager” to serve as a positive reinforcement to candidates that would otherwise disengage without prompt feedback about their employment application. This tool can be a competitive advantage in this age of immediate feedback…as long as you screen your applications promptly.

If you’re interested in turning on this feature, the ExactHire Client Services team would love to help you. Please email them at support@exacthire.com. Once enabled, Admin users will see a new field when adding or editing status codes called “Status Shown to Applicants.” Likewise, candidates, once they’ve logged into their HireCentric profile, will see a public-facing version of your internal status codes assigned to them.

Thanks, and have a great day!

How Important is Hiring for Company Culture Fit…Really? [VIDEO]

in Workforce Management/by Harlan Schafir

In this ExactHire vlog, listen to ExactHire Co-Founder, Jeff Hallam, explain what we can learn from a high profile sports team employee termination, and offer tips on how to better assess a job candidate’s potential ability to fit in with your corporate culture.

Video Transcript:

Hi, today’s topic is to talk a little bit about culture, and when I talk about culture not so much in terms of what you can do to make your culture better…it’s not really my realm of expertise at all. But more so, to talk about how important keeping your culture in mind is when hiring. This came to light a while back with the GM of the Colts here in Indianapolis being let go despite having a pretty good run over the last four or five years.

Hiring for Culture Lesson Learned from the Colts

And, as much as there have been issues and there have been rumors that have swirled around that, and just because it’s such a high-profile role, what came to light after the fact I think surprised a lot of people, myself included. In essence, despite the success that was had, it became clear that the way this person behaved internally…how they interacted with others…certain things that they did or didn’t do didn’t really line up with the culture that the owner of the Colts had in mind in terms of how they should be functioning day to day. It made me think, a lot of times especially with what’s happened in the candidate space over the last couple of years with the job market really tightening, the candidate pool continuing to seem from an employer perspective like it’s shrinking…there’s a lot of talk about trying to engage candidates better.

All of that’s perfectly valid—that is absolutely critical to try to get people involved and interested in your roles. At the same time, I think once people show that interest there are a couple of things that you can do just as final steps to make sure you’re not skipping through that process too quickly and find yourself in the same situation the Colts did.

Assess Job Candidates’ Potential Company Culture Fit

Getting a good performer, especially in a prominent role, is critical and we all know that–but sometimes in the interest of trying to move past that it’s easy to skip a couple of core things that can maybe help prevent that. So one of those things is the notion of taking the time to do reasonable reference checks. Again, understand you’re not going to do that probably for roles that are paying a little bit less or aren’t going to interact with others as much. But for these roles where people are going to touch others within the organization with their actions, with their words; or, for those who are going to interact frequently with your clients…that reference piece can be pretty significant in terms of making sure you’re getting what you thought you were getting.

So making sure that you have a handful of people who have interacted with that person before, and having a very clear notion of what you’re looking for–what you need to know about that person–can absolutely help raise any potential red flags that otherwise you might not see until later in the process.

Use Social Media to Better Understand Candidate Professionalism

The other thing you can do is…and there are various channels and tools out there to do this…one that I just became aware of recently is called 360social.me. Really powerful and neat little tool, but whether you do that or just visit them on LinkedIn, or look at their Twitter profile…or whether you use this third-party plug in…the notion is look and see how this person conducts themselves via social media. Doesn’t matter what their views on certain things are, etc. But if they’re offering up any kind of inflammatory comments, or they’re sharing views or things that are inappropriate…lots of things that might otherwise again not fly in the face of how you like things to operate within your culture.

Better to know those things upfront…be aware of them, and at that point then you can determine whether it’s based on feedback from the references or what you see on the social media gamut, you can better determine whether those are items that help reinforce your hiring decision or whether those are things to be aware of and perhaps modify with that person once you bring them on board.