Managing Time Off Requests

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Kids are not the only people who count the days to summer vacation…adults have their own countdown as well. June, July, and August, in addition to December due to its many holidays, are the months when employees request time off more than any other time of the year. Federal holidays that might yield a day off here and there simply might not be enough of a break from work. By mid-year, employees can feel in a “rut” and need an extended break from the work environment.  Research shows that employees who use their vacation time are more productive. Employers who support their employees’ use of vacation time have higher employee engagement and retention rates. With careful planning and effective communication of policies and procedures, employers can successfully balance summer vacation requests without impeding productivity.

Paid Time Off Policy

To alleviate any confusion on how vacations can be taken, a clearly defined paid time off (PTO) policy needs to be in place and communicated with all employees. When creating a PTO policy, include specific information about vacations at peak times such as summer months and December. Often employees with children want to take time off together for travel during summer. Their children are out of school resulting in an influx of PTO requests during these peak times. Eloquently, but succinctly, describe the guidelines, parameters and expectation of paid time off for employees. PTO policies must be clearly defined and address these factors:

 

  • PTO accrual: How is PTO accrued?  Is there a general bank of time that is used for  both vacation and illness, or are there a certain amount of hours or days allocated for illness only and personal matters (travel, appointments, etc.) only? How can employees check their amount of PTO time?

 

  • PTO allocation: Is there a maximum time of PTO that can be used in one duration? Is there a minimum amount of notice needed for PTO requests?  Are there specific months that employees cannot take PTO? While most companies offer PTO as a benefit, employers are discouraged from prohibiting employees from taking PTO during certain months. However, if there are no state or local paid leave laws prohibiting it, employers can restrict employees from taking PTO during certain time frames if the employees’ absence would cause undue hardship on the company. (FMLA would not fall into this caveat.) Word of caution: employers who offer PTO but have strict limits on when and how it can be used tend to have more employee turnover.

    

  • PTO request: Is there a limit of PTO requests per month? How do employees request PTO? Does the request get submitted to the direct manager only, or are there any other people or departments (i.e. Human Resources, area manager(s), etc.) who should be included also? How can PTO requests be canceled if needed? Is there an online or paper form to submit, or is it emailed to designated employee(s)?  Be cautious of paper.  Not only is it environmentally unfriendly or cost ineffective, but if a paper PTO request gets lost, it will wreak havoc on scheduling.  

Time Off Reminders

Vacation policies must be communicated at the time of new employee orientation and acknowledgement can be documented in the company’s employee onboarding software. Policies and reminders to use PTO should be communicated frequently by managers and HR to employees. Ensure policies for time off are clearly defined and understood by all employees to mitigate the potential for denied PTO requests. Having a clearly defined PTO use policy helps prevent the company from being short-staffed in peak times. Policies must be consistently enforced in all locations of the company.

Time Off Planning

Consider starting a new year campaign in January to encourage employees to plan and schedule their vacation time for the year. Post-holiday blues can impact productivity and motivation. Encourage employees to plan ahead for their future “fun times” early in the year which helps managers begin to plan for staff absences and task delegation. During peak PTO times, teams must be aware of their members’ PTO absences. Have a sign or a board to create a visual reminder of who is out of the office and when they are slated to return.

Include out-of-office updates on the team’s shared calendar to help employees plan accordingly to prevent overlapping PTO requests by teammates. If overlapping PTO requests occur, management should refer to the PTO policy when granting or denying time off.  Some policies will include parameters on the number of employees out-of-office at one time. While other policies might be more lenient depending on the workload and if it is a busier time internally.  Company policies should include “tiebreaker” criteria. Does seniority of the employee matter? Is it based on who submitted the PTO request first? How much time off have the employees already taken?  We should not take out the human in Human Resources so it is important to consider the personal motivators driving the PTO request as well.  

Communication

Prior to going out-of-the office, the employee should communicate with their team and/or manager about the status of key items. Are due projects completed?  Are there any items that are pending or awaiting outside or internal communication that should be addressed? Teammates often pick up the out-of-office employee’s duties while they are out. Provide cross training on tasks early so employees who are in the office do not have a learning curve. This can limit bad performance in the out of office person’s tasks in addition to their own.

Consider incentives for those employees who want extra hours. Or those who step up to cover responsibilities for teammates who are out of office. When multiple employees within a team or unit are out at the same time, know what the parameters are for contacting them in case of emergency. Incorporate efforts to reduce the tasks and projects employees must complete immediately upon return.  

 

Encourage all employees to use allocated vacation time. Time off is meant to be a way to reduce stress and prevent burnout. While vacations are meant to be relaxing and refreshing, the thought of “all the work” that an employee must catch up on upon their return often leads to people not wanting to use vacation time leading to burnout and frustration. Let the employee come back and stay refreshed back at work after time away. That is the purpose of PTO – time off. When companies encourage the use of PTO, it communicates a vested interest in the physical and mental wellbeing of its employees making the company more desirable to current and prospective talent. It is a win-win for all!    

Conclusion

If your HR team needs support with hiring during these summer months or throughout the year, learn more about ExactHire’s Full Service Hiring.

Navigating the Hybrid Work Landscape

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Having trouble attracting applicants to apply for your hybrid or remote positions? ExactHire offers outsourced hiring services for an affordable, flat fee that can improve your hiring results and save your team dozens of hours and thousands of dollars.

Explore Full Service Hiring

 

Many employees were thrust into working from home during the COVID pandemic. And with that, employer perceptions of where employees could effectively work changed completely. Likewise, employees had their eyes opened to the fact that, depending on the role and duties, work could be completed somewhere other than the communal company building.

Four years post-COVID’s havoc on the global market and work environments, and some concepts have not changed. The “work somewhere other than the company site” epiphany has not waned however. Companies and employees are at a crossroads on how to address employee wishes to work remotely with the necessity of working onsite. 

To maintain and increase productivity while mitigating a loss of talent, companies are evaluating how to balance the remote wishes of employees with the benefits of working in the office landscape. With this in mind, companies and employees are embracing hybrid work landscapes. This is in an effort meet the ever evolving needs of employees and the company itself in the business world. Leading this work paradigm shift is not an easy task; however, navigating the hybrid work landscape is essential for companies to maneuver in their quest for maximum productivity and retention of talent.

Hybrid Work Styles

Hybrid work landscapes have different setups, and those can be determined by company leadership. Four main styles exist. Flexible work schedules allow employees to determine when they will be onsite at the company. As well as when they will be working remotely. Scheduling is employee driven provided work performance is not impacted, and open communication occurs between employees on the schedule in place.  Fixed work schedules are company driven schedules. Managers and designated company leaders establish the schedule of when employees are onsite and remote.

The other two setups, office driven and remote driven, are opposites in nature but are set up similarly.  In an office driven setup, employees are onsite most of the time with the ability for occasional remote work while in a remote driven setup, employees are remote the majority of the time with occasional onsite work.  All four hybrid work landscapes have their purpose. When companies evolve into a hybrid work landscape, it is essential that the company finds the most beneficial landscape that meets the scope of its business and supports the work culture established.  

Communication

Balance and communication are the keys to success in navigating any hybrid landscape. Get input from employees regarding their needs and preferences. If employees do not have the option to share their insight about hybrid work arrangements in development or already in existence, this could result in unhappy employees who will seek employment elsewhere.  Managers and Human Resources professionals must solicit employees’ insight and listen to collective feedback.  If employees feel like they can share their thoughts and are listened to by their managers, this will help with the workflow.  Everyone wants to be listened to…not just heard. 

 

Setting Location

Understand the scope of work that needs to be completed, and identify the best place for the work. Some tasks which require collaboration might be best suited for onsite work time. Others might be perfect tasks for hybrid work. When together in person, this can give teammates a chance to connect with each other generating strategies to solve tasks and questions at hand. Remote work can be beneficial for project completion, research and independent work. When remote, social chats and distractions can be muted allowing more uninterrupted time to complete tasks. Managers and employees must communicate strengths and challenges when working in both formats to identify the most effective work landscape for each team player to effectively complete individual and shared tasks which drive the company’s success.

Checkpoints

No matter the location, it is crucial for teammates to know the status of tasks, projects and scheduling.  Set checkpoints for teams to communicate with each other and with managers.  Managers and employees must work in unison to ensure that internal and external stakeholders are aware of key details. Chat software works well when employees are working remotely. When onsite, use that same chat software to ask onsite teammates when a good time is to chat about a particular item. Interrupting a person’s focus on a particular project or task can impede productivity. Face-to-face communication is beneficial; however, give employees the chance to finish projects and gather relevant material to answer questions before springing into their onsite workspace.  

 

Respect each other’s schedules. Depending on the set up of the organization, flexibility should be integrated as that helps with work-life balance. If a teammate is out of the office on PTO, has shifted their schedule to attend to personal matters or if they are working different shifts or in different time zones, ensure there are visibly scheduled “do not disturb” or “unavailable” indicators to prevent communication at inopportune times. More importantly, employees need to respect those boundaries. This means not communicate during teammates’ unavailable times unless there is a bona fide need that cannot wait. Pinging with questions when an employee is asleep or at a doctor’s appointment is not going to enhance team morale. This respect and flexibility is critical to hybrid work success.

Keeping the Same Schedule

Keep routines. In the office, if certain meetings are held at specific times, hold those consistently onsite or when remote.  When working remotely, keep a schedule there too.  At home, have a designated workspace that is purely for work to help establish boundaries between work life and home life. Having a dedicated work area makes it easier to “leave” work at the end of a work at home day when the area used for work is not used for personal matters.  Put a personal touch on communication too. Connections are important when people are not around each other consistently.

The average person spends over 90,000 hours at work in their lifetime. So it is important to develop and maintain connections within a team. Provide opportunities for employees to share what is going on in their lives if they want to share.  Do not require personal sharing though as some people might not feel like talking about specific personal events that are occurring. 

Conclusion

Working in a hybrid work landscape creates a bridge between the office and remote environments.  It gives employees the chance to be autonomous yet interconnected with others who are focused on shared goals.  Hybrid work landscapes promote environmental responsibility with reduced pollution due to fewer trips to the office. They also are timesavers by reducing employees’ commute times. Hybrid work landscapes are dependent on collaboration and communication. By empowering employees to work in a landscape that meets individual and company needs, productivity and personal satisfaction will increase creating a win-win situation for employees and the company itself.

Who Needs Full Service Hiring?

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Full Service Hiring can be a huge help to HR teams. HR professionals tasked with recruitment know how difficult it is to find and hire the right talent. They are often pulled here, there, and everywhere to collaborate with other departments — someone always needs HR’s help! Unfortunately, this often results in recruitment activities that do not get the focus and time required for successful hiring.

Time is of the essence when hiring. Open positions result in lost productivity and money for the company. Key talent might land at your competitor if the hiring process is too long or presents candidates with a negative experience. With so much at stake, it’s helpful to ask yourself a few key questions about whether Full Service Hiring is a good fit for your organization.

 

Key Considerations for Full Service Hiring

  • Are you failing to attract enough qualified applicants for your open positions?
  • Are you observing a high candidate drop off rate in the hiring process?
  • Are you taking too long to screen and qualify applicants? 
  • Do you struggle to quickly communicate with applicants and schedule interviews?
  • Is your HR department focused on other duties that take the focus off the hiring process? 

All of these items and more can impede your recruitment efforts. This is where our team can save the day. Led by a team of SHRM certified strategists, a Full Service Hiring team works with companies from start to finish on hiring projects that companies need help with. Here’s how…

 

Full Service Hiring Process

Full Service Hiring is a personalized experience. Our team works with you to learn about your company and what makes an applicant the best fit for your culture. With that understanding, they craft an engaging and descriptive job ad that attracts the right job seekers. They then post and manage your job ad in the right places to convert interested job seekers into applicants.

To boost your application conversion rates, the team examines your job application to create an optimized application experience. As the applications are received, the team reviews each application and a member of the team conducts an initial screening interview to determine if they are a good fit for your organization and vacant role(s).  

On a rolling basis, the team delivers every qualified candidate to you, engaged and ready for your consideration. You make the final decision whether to hire, interview further, or withhold from consideration.

Full Service Hiring Vs. Recruiting Agency

Full Service Hiring is not to be confused with a recruiting agency, which can charge high fees based on a percentage of each new hire’s annual salary. In contrast, our team functions as an extension of your organization through a defined scope of work. This work is provided for the entire term of the agreement for one affordable flat fee. Our fee can save you up to 70% on hiring when compared to a recruiting agency. Additionally, you are able to make an unlimited number of hires for that one fee–this means the savings compared to a recruiting agency can really add up!

Explore ExactHire Solutions

 

Is Full Service Hiring for me?

Let’s examine five workplace scenarios where Full Service Hiring can help a company save time and money on its way to successful hiring.

 

Scenario 1 – My company lacks internal resources for hiring!

Are you a one-person HR team tasked with recruiting, hiring, onboarding, benefits, training, and all the other tasks and responsibilities assigned to “the HR Department”? Even if your company has an HR team, the intensity and amount of operational and strategic tasks that exist can be daunting.

Businesses that need to focus on strategic functions can outsource the recruitment process to ExactHire’s Team to save time and money. Let them complete the recruiting tasks while you focus on completing strategic initiatives. When the Full Service Hiring team coordinates the recruiting process, your company will have more time to focus on strategic initiatives to strengthen your competitive edge and promote growth.  

 

Scenario 2 – My company hires often!

Is there a lot of turnover within your organization? Is your organization growing with the need for more talent?  Do you simply not have the time to spend on hiring? Open up time for other duties by working with ExactHire. 

The Full Service Hiring team will collaborate with you to address your frequent hiring needs and learn about your culture. As a job opening develops within your company, the Full Service Hiring team will spring into action by first learning what you are looking for in your ideal candidates for this new position. The relationship built between your company and the Full Service Hiring team provides a solid foundation to prepare for anticipated and unexpected hiring needs. 

Scenario 3 – My company does not hire often!

Does your company have a high employee retention rate? Companies with low turnover or who rarely hire might not be as adept in the intricacies of recruiting if it is not a process engaged in often. 

When was your company’s job application reviewed for brevity and clarity? The Full Service Hiring Team will work closely with you to examine your application. We will make sure it collects what you need while delivering a positive application process for applicants.

Haven’t posted a job in awhile? It is important to know your target audience, so the Full Service Hiring team will make sure your job ad will be posted to the right job boards, and that it is visible to the right job seekers.  

 

Scenario 4 – My company hires high volume!

Do you hire for seasonal roles?  Do you have a new project that needs multiple employees?  The Full Service Hiring team understands the demands of high volume hiring. We will work to find the candidates that you need.  No “per hire” fee with Full Service Hiring…one flat fee provides unlimited hires under that umbrella which is a huge cost savings for your company.  

 

Scenario 5 – My company needs to fill niche jobs!

Need to hire for a hard-to-fill role? Let the Full Service Hiring team handle those roles. Our team has access to over 25,000 job boards to post your hard-to-fill role in order to reach an expanded audience of potential applicants. Your job ad will be shared with nationally recognized job boards and industry-specific boards to reach a larger applicant pool. Specialties are the Full Service Hiring team’s specialty!

Whether you belong to an HR team, or you are an HR department of one, it is easy to become consumed with countless duties delegated to HR. And when these internal tasks multiply, it is not uncommon for the recruitment area to feel a negative impact. Take the weight off your shoulders, and let ExactHire’s Full Service Hiring Team lead the recruitment process for you.  

 

ExactHire Full Service Hiring

ExactHire is a nationally-recognized employment software and services company with clients across a wide variety of industries. Its team of SHRM certified strategists has helped thousands of  small businesses succeed in hiring since 2007.

Remove the hassle from your hiring process. Save time and money by outsourcing your company’s hiring needs to ExactHire’s Full Service Hiring team. 

Learn how Full Service Hiring can help you today!

The Art of Delegation

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How many times have you heard a coworker say, “But it is easier if I do it myself!”?  Or are you the employee that says that?  We’ve all said that statement at one point in time, but if we are regularly saying that it is easier to do things ourselves instead of delegating responsibilities to teammates, it is time to reevaluate if it really is easier if we continually do tasks on our own. Delegation is a crucial skill that managers must understand and utilize otherwise the company’s potential will be hindered. Let’s explore the benefits of delegation by managers in the workplace.

What is Delegation?

Merriam-Webster defines delegation as “the act of empowering to act for another”.  In the work environment, delegation is often defined as sharing or transferring tasks from one person to another. Both of these definitions are correct and intertwined. Managers can transfer tasks to their team members, and colleagues can share tasks centered on achieving the common goals of the organization. Delegation is not solely about the delegator passing on duties to the delegate; it is more.

Delegation is the concept of the delegator trusting the delegate with the responsibility to complete the task(s). As well as granting them the authority to make the best decisions possible related to the task(s) leading to the outcome produced. While not all outcomes will be positive, trust still creates the foundation of delegation. When properly communicated from the delegator to the delegate, this transfer of responsibility can become empowering.  Managers show they have trust in their team members to complete tasks. Colleagues can enhance creativity and collaboration when they work together on responsibilities focused on a unified target. The power of teamwork is unhindered. 

Time Saving Capabilities

Delegation is a time saver. (Yes, it is true!) The American Psychological Association (APA) puts the kibosh on claims that multitasking equates greater productivity. In fact, research states the opposite. When a person “multitasks”, it is more taxing on their cognitive functions. It can lead to increased errors and time spent on tasks. Multitasking is often a way of life for managers as they are motivated to ensure their team succeeds and that they demonstrate their contributions to the profits of the organization.

A key reason why delegation can be challenging for managers is fear.  Managers can possess fears that people will perceive them as incapable of performing certain tasks or completing projects on their own. Strike that fear down, and start delegating. When managers delegate tasks and projects to their team members, it helps the team strengthen existing skills and learn new skills which then make the whole team stronger. Productivity increases through collaboration and trust. In a post-COVID world, employees are seeking a better work-life balance. Delegation provides that opportunity. When managers delegate tasks within the company, they acquire more time for strategic initiatives to grow the company and its employees. 

 

Employee Development

Delegation becomes a concurrent method of employee development and succession planning.  When a manager delegates tasks to their teammates, this gives teammates a chance to learn new skills while building on existing strengths.  As teammates grow in skill and confidence, leaders arise making them viable options for promotions or replacements when a new position is created or a vacancy arises. Ultimately, a company’s best asset for success is its people. When employees are not provided growth opportunities or do not feel that their skills are valued, they will find a different company who values them. Do not lose key talent to competitors by not empowering teammates to handle new responsibilities and projects. 

 

What Tasks to Delegate

Managers should not delegate tasks that they would not want to do themselves nor should the delegated tasks be the hardest to complete. This will defeat the goal of enhanced efficiency and productivity leading to generated feelings of frustration.  Look at each team member’s strengths, and select activities to delegate which reinforce each team member’s strengths. Make sure each teammate knows what is expected of them, and clearly define the goals and expectations of the delegated task(s).

Discuss what type of communication is preferred. Establish check-in parameters so it does not look like the manager is micromanaging and the team member is on their own. Collect and listen, not hear but listen, to feedback acquired from teammates in check-in sessions so delegated tasks can be adjusted or redelegated if needed. Provide resources and training to delegates as needed.  Most importantly, ensure that employees feel appreciated. Appreciation can be shown in many ways such as thank you notes, lunches, company swag or other tokens. When managers show gratitude for employees’ efforts, that increases positive morale and leads to enhanced commitment to the company by employees. 

How Delegation Helps Managers

Delegation affects the hard and soft skills of all those involved, including managers. Managers learn how to communicate expectations, gauge deadlines and evaluate team members’ blatant and inconspicuous skills. Team members learn how to communicate updates and questions, data analysis in decision making, and adherence to timelines and expectations. Both managers and teammates are affected if delegated tasks are completed well, completed poorly or left as incomplete. Success and failure affect all the stakeholders involved. 

Conclusion

Do not let “But it is easier if I do it myself!” become your mantra.  Delegation provides the opportunity for managers to show confidence in their employees and talents. It shows that managers believe in the decision making skills of their employees. This builds a stronger level of trust as a whole within the company.  When employees feel they are trusted to make good decisions and complete designated responsibilities, (AKA empowered), retention increases and a positive work morale becomes contagious. Profits increase for the company.  Delegation is a skill, and it takes time and practice to refine that skill.  If you’re hesitant to delegate, take small steps as you practice refining your delegation skills. Small steps lead to big results.

 

If you are seeking to delegate your hiring needs but are lacking the resources and support you need, explore ExactHire’s Full Service Hiring. A team of SHRM certified strategists will work with your company to handle your hiring needs.

What is Full Service Hiring?

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Finding talent to fill job openings within an organization is not an easy task. Most human resources professionals can attest to this. Candidly, the recruitment process can be a hassle. Full Service Hiring can greatly help with these issues!

Technology can simplify recruitment tasks and processes, but this does not guarantee the desired results. Hiring success requires more than just a software solution. It requires expertise and quality human-to-human interactions.

Why Your Hiring Process Fails

There are a number of reasons why your hiring process may fail in producing your desired results. These include:

 

  • Job seekers are not applying to your jobs because the job ads are not compelling.
  • Your job ads fail to reach enough job seekers.
  • You are inundated with applicants that fail to meet your minimum requirements. 
  • Your qualified applicants drop out of the process without notice or reason (ghosting).

 

The above experiences may extend your hiring process into a months-long slog, or even force you to restart the process at square one when openings are not filled. That leads to a loss of time/productivity for hiring managers (who have other full-time duties), which can translate to reduced customer satisfaction–and ultimately, profit.

But there’s a way to get off the hamster wheel of inefficient hiring, and use your time for more strategic efforts that can positively impact the bottom line. That’s where Full Service Hiring comes in!

What is Full Service Hiring?

Full Service Hiring is a managed service solution that helps employers realize hiring success by removing the time-consuming, yet vital, hiring tasks that require expertise and personal touch.

ExactHire, a leader in employment software and services, provides this solution for companies that either need additional people power, or that want to transition their work entirely to a proven outsource partner.

Full Service Hiring Vs. Recruiting Agency

Full Service Hiring places a team of SHRM certified strategists in charge of managing much of the recruiting process, but this is distinct from a recruiting agency in a few key ways:

Cost

A recruiting agency often charges a fee of 20-30% per hire of the hire’s annual salary. Full Service Hiring is not based on a per hire recruiting fee. Instead, it is based on an affordable, flat fee that is up to 72% lower than a recruiting agency.

Results 

A recruiting agency often delivers two or three candidates to a client for final consideration. Full Service Hiring hands off every qualified applicant that meets your hiring criteria. You can then choose to hire as many candidates as you need for that one, flat fee.

Employer Brand

The Full Service Hiring team works on behalf of your organization and represents your employer brand to the job market. This means that your job ads promote and leverage your company brand–not that of a third party recruiting agency. This is especially important for large, ongoing hiring initiatives that seek to build awareness around your career opportunities.

How does Full Service Hiring work?

First off, Full Service Hiring provides a customized solution within a time-tested framework. The Full Service Hiring team works closely with you and your internal team to learn the details of your hiring process and how your company is different from your competitors.

Additionally, the team understands that the ideal candidate will differ slightly for each job opening. So they take the time to learn what makes an ideal candidate for each of your openings, and for your organization’s culture as a whole.

Once the team has learned about the qualities, skills, credentials, and other pertinent details essential (or optional) for the job opening, the team moves into action.

Below are the main phases of Full Service Hiring:

 

Write Job Ads

Leave the wordsmithing to the Full Service Hiring team. They are thoroughly knowledgeable in how to craft attention-getting, informative job ads that convert job seekers into applicants. 

Buzzwords and jargon are left out in favor of straight-forward language that highlights the benefits of working for your organization in a role that aligns with a job seeker’s career interests. Job ads will also be neutral and free of words that could generate unconscious bias.

 

Optimize Job Application 

The Full Service Hiring team reviews company job applications and identifies ways to increase applicant conversions. Does the application collect essential information from the applicant? Is the application too long? Is the application process quick and mobile friendly for the applicant? 

The Full Service Hiring team will evaluate the application to make it an optimal application experience for candidates resulting in a conversion rate boost.  

Promote Job Ads

It’s time to promote the finely crafted job ad to the world. But you don’t want just anyone applying; you want the most qualified people applying.  

With access to up to 25,000 job sites, the Full Service Hiring team will post and manage job ads on sites that will produce the results you need.The team analyzes data and measures traffic to identify the most relevant job boards for your job openings. 

It’s reassuring to know that there is a team of professionals monitoring where your company’s jobs are being posted and how they are performing. 

 

Screen Applicants

The applicants are flowing in, so it’s time for the our team to evaluate them. 

The team uses the initial hiring criteria you provided to identify all qualified candidates for your job opening. All members of the Full Service Hiring team are SHRM certified and have years of experience working in and around HR, so you can be assured that this process is both thorough and objective.

Applications do not sit for days, waiting for review. The team quickly jumps into action as applicants apply to your job ad. Applications are reviewed, and a member of the Full Service Hiring team can schedule and conduct initial interviews to determine if they are a good fit for your organization and job opening. 

Personalized, timely communication is essential to a successful hiring process, and the Full Service Hiring team is committed to delivering this with every job opening, and every job applicant.

 

Review Candidates and Make Hiring Decisions

After applicants are screened, the Full Service Hiring team will deliver you all qualified candidates, in real time, giving you a steady stream of the most qualified candidates available for your final consideration. You decide the next steps. 

Will you interview again? Will you reject? Or will you hire on-the-spot?  The decision is YOURS, and the Full Service Hiring team will be there to provide insight as needed.

Why ExactHire Full Service Hiring?

ExactHire has helped employers improve their hiring process and results since 2007. We know the challenges associated with hiring in all types of job markets because we’ve worked to solve those challenges with thousands of HR professionals and business owners across the U.S.

With this knowledge, and our proprietary software, we are able to offer Full Service Hiring at an affordable price that helps organizations grow their workforces and scale their businesses.

Let the ExactHire team put its years of experience and expertise to work for you. Together, we can help you save time and money while improving your hiring process and outcomes.

Green HR Practices: Promoting Sustainability in the Workplace

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April is dedicated as “Earth Month” with “Earth Day” held annually on April 22nd. People are shifting their mindsets though to make “every day Earth Day” by committing to Earth friendly efforts. Environmentalism is not only for individuals, but for companies too.  Implementing eco-friendly practices within the work culture confirms a company’s commitment to sustainability which can save money and increase customer loyalty. More importantly, green practices improve the condition of our world. We only have one Earth, and we need it to last!

Sustainability in HR

Creating eco-friendly practices at work might sound daunting, but with planning and communication, those practices can easily become the norm. Every initiative has to start somewhere so start with identifying champions for the cause.  Create a sustainability team with key company leaders and Human Resources along with volunteers and representatives from various levels and departments. These teammates can champion the cause and be resources for learning and strategizing the company’s environmental efforts.

Sustainability Priorities

Before implementing new eco-friendly strategies, the sustainability team or designated personnel should conduct an audit to identify areas of improvement. Thoroughly examine the work environment.   Conduct Waste Walks, similar to the objectives of Gemba Walks, to identify opportunities to reduce or eliminate waste. Check to make sure items are working properly, especially where water is concerned. According to the EPA, one leaky faucet dripping at the rate of one drip per second can waste more than 3,000 gallons per year which is enough water to take more than 180 showers! If more than one dripping faucet exists, costs will add up quickly in addition to water waste. Make a list of items to check, and set regular dates for evaluation. 

Once areas are targeted for improvement, the sustainability team can host Lunch and Learns to educate employees on what the company is doing to be environmentally friendly and the benefits to employees for going green.  Create workplace challenges like not using disposable items for a month with those who do that earning company swag or a gift card.  The team can also make sure employees are informed on the proper ways to reduce, reuse and recycle and provide signage in areas on proper recycling. These individuals are the ones who light the fuse on igniting excitement for green practices. 

 

Here are 8 eco-friendly practices to incorporate within the company workspace:

 

Save the trees!

According to the University of Illinois, the United States alone, which has less than 5% of the world’s population, consumes 30% of the world’s paper. Take note:  40 reams of paper is equivalent to 1.5 acres of pine forest absorbing carbon for a year. How many reams of paper were in the last company order?  Too many.  If paper must be used, use recycled paper and print double sided whenever possible. There are many ways to eliminate paper consumption.  Save time and money by using an Applicant Tracking System (ATS) with a customizable electronic application instead of paper applications. Organize employee documents in onboarding software.  No need to worry about misfiling or losing papers or keeping information confidential when items are saved securely in an electronic format. Going green with employment software will save a lot of green for the company.

Take a Temperature Check

Check the thermostat within the office environment. Is the temperature too hot or cold?  Although OSHA does not mandate companies to keep specific temperatures in the workplace, they recommend companies keep the temperature between 68 and 76 degrees Fahrenheit.  Keep the temperature the range that allows comfort and productivity while being green.

Light the Way

Artificial light can impede productivity in addition to being eco-unfriendly. If office logistics allow, utilize natural light through energy efficient windows as much as possible.  Ensure light fixtures are using LEDs. Set timers on lights to turn on or off automatically when rooms are or are not being used to further promote sustainability.

Incentivize

Offer employees perks to bike, walk, carpool or take mass transit to work.  Consider making roles hybrid or remote, especially when long commutes are the norm. Change can be hard for people, and providing rewards to employees for committing to making progressively impactful change should be acknowledged publicly and with the proper motivators. 

Host Electronic Recycling Events

Partner with local waste management and recycling facilities to host recycling days or create designated recycling areas with recycling bins. Electronic devices such as TVs, cell phones and computers are upgraded frequently. While many of these items are often still in working order, host electronic recycling programs so devices that are no longer wanted can be reprogrammed and repurposed. There are nonprofits and schools who could eagerly use technology devices upgraded after a year or two of personal or company use. 

Keep the Work Area Clean

Local waste management and recycling facilities can help with implementing onsite recycling initiatives. Use environmentally friendly cleaning products. Have plastic, aluminum, and glass recycle areas. Consider having a compost area for food waste.  Eliminate individual trash cans at work stations. Etsy did this, and by eliminating individual trash cans and creating communal trash stations with individual recycling, compost, and landfill sections, Etsy’s waste dropped 18%, while its compost rate jumped 300% and its recycling rate went up 20%.  Where trash cans exist, at least use compostable trash bags. 

Refresh the Refreshment Area

Single use coffee cups for coffee makers can fill a trash can rapidly. Those cups are often made of plastic that does not decompose so replace those with reusable or compostable single use cups.  Ideally, multi use serving options are the best for sustainability purposes. Bring back the coffee pots. Have drink stations for employees and/or customers where drinks are self-serve instead of in plastic bottles, but if plastic bottles are used, ensure there is the opportunity to recycle those plastic bottles.  

Reuse, Reuse, Reuse

Encourage employees to bring their own reusable water bottles.  Gift employees with a quality water bottle with the company logo on it as a motivator. Promote reusable items wherever possible. Stock the company kitchen/snack area with actual silverware, plates and cups that can be washed and reused. Explore installing an energy efficient dishwasher in the area to keep the area clean.  Encourage employees, and customers, to opt for reusable bags instead of plastic bags. 

Conclusion

When we “throw away” something, it does not go away. It goes somewhere. People have the opportunity to be more intentional in their environmental actions through enhanced and in-depth discussions and education. Companies can create a culture of eco-friendly work practices by communicating the need for change and why positive change must occur for our current and future generations.  Being an eco-friendly company delivers cost savings and leaves a positive impact on the Earth by promoting sustainability. Customers’ loyalty increases when seeing a company is making efforts to help the Earth and reduce waste.  Internally, employees’ morale improves, even with small changes, when they see that their actions can make the Earth a better place not just tomorrow, but today.

Spring Into Action – Interns, Externs, & Apprentices

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Filling open vacancies within a company is a daily challenge for Human Resources.  Seasoned talent coming from competitors may try to leverage their skills and experience to potentially negotiate. Whether that’s higher salary or benefits packages when seeking employment with a new company.  The hiring process can become a game of negotiation between a company and a prospective employer. Unfortunately, the employer will lose prospective talent to a competitor from time to time.

When filling some vacancies, a key talent pool can often be overlooked. Spring has sprung, and ‘tis the season when many new college/university and trade school students will be entering the workforce as new graduates who seek to utilize their skills acquired through advanced education. HR professionals need to explore the new graduate population as resources to fill entry-level and mid-level roles within an organization. New graduates seek work so let’s give them a chance to show what they have learned.

 

Benefits of New Graduates

New graduates offer a variety of benefits to an employer. From their coursework, they have learned new strategies and educational content that can be applied towards job duties.  Group projects throughout their major and general education courses provide opportunities for students to think creatively. They learn to express their ideas while learning from others’ perspectives.  They must plan and strategize to meet timelines and goals to ensure delivery of successful projects.  Communication, collaboration and team building are transferable skills that are essential in the workforce and are key components of higher education learning experiences.  

There are different ways students can acquire relevant experience that relate directly to the role(s) they seek in their desired industry(ies).  Internships, externships and apprenticeships are three experience opportunities designed to develop business acumen for students.  Each of these three experience opportunities have similarities and differences yet all offer beneficial insights and enhance marketability of new graduates.

Externship vs. Internship

Handshake explains the difference between an externship and an internship. Externships focus on connecting a student with a mentor in a company to learn more about what the mentor does and what tasks, functions and trends are anticipated within an industry.  Externships are typically unpaid and short-term.  Internships provide hands-on experience within the student’s desired career field. Unlike externships, internships tend to be paid, although if paid, wages are typically low. 

Internships tend to earn academic credit and can last up to a year while externships are often a part of a class so no additional academic credit is earned. Externships are often very short lasting up to a few weeks.  Apprenticeships are typically full-time training programs leading to industry recognized certifications and full-time employment using those specific skills. Internships and externships do not always lead to permanent employment with the organization in which the student completed the internship or externship while apprenticeships are the opposite.  

Unique Advantages of New Graduates

Hiring new graduates to fill vacant roles provide a myriad of benefits to an employer. New grads are anxious to find a job that allows them to use their skills from training. They want to be self-sufficient, make money and pay off any existing loan debt so employment is a key goal for them. New grads can be easier on the company’s salary budget.  Because new grads lack years of formal, industry specific work experience, they may be hired at a lower, but fair, market rate as compared to seasoned talent. New grads can be “molded” by company leadership. Meaning that they can be taught professional and company culture skills more easily. 

The “because we have always done it that way” mindset is not firmly implanted in their minds. Whereas tenured employees and job seekers might think this way. Pairing new graduate hires with a mentor can be a big help. They can train the new grad with skills that were not learned in the classroom.  Hiring new grads can build career longevity and set the new graduate up for success leading them to pursue internal advancement opportunities as time goes on.  Talent stays within the organization which can save time and money on recruiting and onboarding due to turnover.      

“Inexperienced” Candidates

If a new graduate does not have an externship, internship or apprenticeship on their resume at graduation time, it does not mean the person does not have pertinent experience or transferable skills applicable to vacant roles within a company.  Consider any full-time or part-time employment the student worked while completing higher education. Working while going to school takes time management skills.  Being a barista or server requires excellent customer service skills. 

Tutoring requires a person to be a subject matter expert (SME) with the ability to communicate knowledge to others in ways students understand.  Call center and retail associates must be organized, meet goals and deliver a positive customer experience. Babysitting and nannying require compassion and the ability to keep children safe and entertained. These examples are a fraction of part-time and full-time jobs that students have worked while training.  All of these examples encompass transferable skills. 

New graduates who have a degree but not experience through externships, internships or apprenticeships can benefit from On-The-Job (OTJ) training provided by the company.  OTJ training is especially useful in the manufacturing environment. These graduates may come with technology related training but need specialized training with differing equipment within the work environment.  OTJ can be part of a higher education training or trade school training program also.  

Recruiting New Graduates

If your organization is ready to recruit for your own internship, externship and/or apprenticeship programs, having a specialized application within your Applicant Tracking System (ATS) will help. Collect essential data such as contact information, college or trade school attending, anticipated graduation, links to portfolios, and answer fields where students can share achievements and awards.  Ensure the ATS application collects all the pertinent information needed to select the most prime candidates.  Keep open communication flowing with students through text and email.

Make sure that students receive an acknowledgement when they apply and especially if they are not selected so they can plan accordingly. Creating message templates within the company’s ATS can make communication personalized while quick and convenient. Make sure all applicants, whether it be for an internship, externship, apprenticeship or permanent employment, have a positive experience in the recruiting process.  Negative experiences can easily travel on social platforms and through word-of-mouth. Create and maintain a positive view of the company’s recruitment process. Leave job seekers with a satisfactory experience so they can share something positive about the company.  

Conclusion

Only a few months until the Spring and Summer terms are over.  Spring into action now to recruit new talent from the upcoming graduate pool from higher education and trade schools. Make sure the company’s branding on the company website and social media platforms are welcoming to new graduates. Communicate the benefits and why new grads should come to work for the company.  Appreciating the talents that new graduates bring can lead to a long-term relationship between graduate talent and the company boosts productivity and profits.

Creating An Effective Performance Management System

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In today’s competitive business landscape, the success of any organization relies heavily on the performance of its employees. To ensure optimal performance and productivity, businesses need to implement an effective performance management system. However, designing and implementing such a system can be challenging without the right strategies in place. In this blog post, we’ll delve into the key components of creating an effective performance management system and provide actionable insights for success.

Define Clear Objectives and Goals

The foundation of any effective performance management system is defining clear objectives and goals. These objectives should align with the overall strategic goals of the organization. By setting specific, measurable, achievable, relevant, and time-bound (SMART) goals, employees have a clear understanding of what is expected of them and can work towards achieving those goals effectively.

Establish Regular Feedback Channels

Regular feedback is essential for employees to understand how well they are performing and where they can improve. Establishing consistent feedback channels, such as regular one-on-one meetings between managers and employees, allows for open communication and constructive feedback. Additionally, incorporating 360-degree feedback, where employees receive feedback from peers, subordinates, and supervisors, provides a more comprehensive view of performance and encourages a culture of continuous improvement.

Implement Performance Metrics

Performance metrics are quantifiable measures used to evaluate employee performance against predetermined goals and objectives. These metrics can vary depending on the nature of the job role and the organization’s priorities. Common performance metrics include productivity, quality of work, customer satisfaction, and adherence to deadlines. By tracking and analyzing these metrics, organizations can identify areas for improvement and provide targeted support to employees.

Provide Ongoing Training and Development

Investing in employee training and development is crucial for enhancing performance and fostering employee growth. By providing ongoing training opportunities, employees can acquire new skills and knowledge to perform their jobs more effectively. Additionally, offering career development programs and mentorship opportunities demonstrates a commitment to employee growth and encourages employee engagement and retention.

Foster a Culture of Recognition and Rewards

Recognizing and rewarding employee performance is essential for boosting morale, motivation, and engagement. Implementing a formal recognition program that acknowledges and rewards employees for their achievements and contributions can help reinforce desired behaviors and encourage a culture of high performance. Rewards can take various forms, including monetary incentives, promotions, public recognition, or additional responsibilities.

Utilize Technology to Streamline Processes

In today’s digital age, leveraging technology can streamline performance management processes and make them more efficient and effective. Performance management software solutions offer features such as goal setting and tracking, feedback management, performance reviews, and analytics. By automating administrative tasks and providing real-time data insights, technology enables HR professionals and managers to focus more on strategic initiatives and employee development.

Conduct Regular Performance Reviews

Performance reviews are a critical component of any performance management system, providing an opportunity for managers and employees to assess performance, set goals, and discuss development opportunities. Conducting regular performance reviews, whether quarterly, semi-annually, or annually, ensures that performance is consistently monitored and evaluated. It also allows for meaningful conversations about performance expectations, strengths, areas for improvement, and career aspirations.

Continuously Evaluate and Adjust

Creating an effective performance management system is not a one-time task but an ongoing process that requires continuous evaluation and adjustment. Organizations should regularly review their performance management practices, solicit feedback from employees, and identify areas for improvement. By staying agile and responsive to changing business needs and employee feedback, organizations can ensure that their performance management system remains relevant and effective.

Conclusion

creating an effective performance management system requires careful planning, clear communication, and a commitment to ongoing improvement. By defining clear objectives and goals, establishing regular feedback channels, implementing performance metrics, providing ongoing training and development, fostering a culture of recognition and rewards, leveraging technology, conducting regular performance reviews, and continuously evaluating and adjusting, organizations can create a performance management system that drives employee performance, engagement, and success.

Personalization of Employee Benefits

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Talent that drives the success of a company is multi-generational. Working alongside each other are Baby Boomers, Gen X, Y (Millennials) and Z. Each generation brings its own talents and characteristics. They each have their own unique needs when it comes to employee benefits provided by the company. There is no one-size-fits-all to employee benefits which will meet the needs of all generations in this diverse workforce. 

To truly invest in their talent, an employer must carefully examine benefit options that appeal to all four generations in the workplace and offer benefits relevant to employees’ needs.  When a company offers personalized benefit options, the employer and employees both win. By meeting the varying needs of each group, a company’s personalized benefit package can help maximize its Employee Value Proposition (EVP). thrusting the company into the spotlight as an employer committed to meeting the needs of its talent and communicating that the company is a bona fide best place to work.

Employee Benefits and Compensation

Benefits and compensation can be complicated not only for employees but HR as well; however, personalizing benefits does not have to complicate the benefits process further.  Personalized benefits within the HR realm is the concept of providing benefits that employees want and actually use. This offers a way for a company to meet not only generational needs, but the needs of employees in different locations and professional levels. When employees have access to benefits that help them professionally and personally, this increases employee satisfaction and productivity leading to reduced turnover and increased profits.

Evolving from the one-size-fits-all to personalized benefits concepts takes time and communication.  Solicit feedback from employees as to what types of benefits they seek, and incorporate new benefits gradually to prevent employees, managers, and HR from becoming overwhelmed.  Benefit selection does not need to feel like walking down the bread aisle of a grocery store with hundreds of options. Start small, and grow slowly. 

Generational Employee Benefits

Each generation has its own needs. Research shows that mental health resources are a high priority for Gen Z. They completed their education through a global pandemic and have lived completely through the internet age so technology is native to them.  Accessing online and app-based healthcare, especially mental healthcare, is important to Gen Z. Gen X and Millennials are often caregivers for children and older family members so comprehensive, lower-premium health benefits that include dependents and live-in relatives are sought.  Boomers are exiting the workforce through retirement so their needs are shifting.  While working, they seek benefits that are focused on prevention. Screenings and annual checkups are important as they try to mitigate the onset of health issues before retirement. 

Non-Health Related Benefits

For all four generations, do not underestimate the desire for non-health related benefits.  Financial management, retirement guidance and professional development benefits are highly sought after as well.  AFLAC reports that 80% of individuals surveyed want support and guidance on personal finances for daily life in addition to retirement planning assistance. By having company provided financial advisors accessible to employees, employees have the opportunity to plan for tomorrow while living within their means today.

Helping employees invest and budget their wages can guide them to more effectively spend and save their money instead of feeling like they are not meeting their financial needs.  If an employee does not feel they are making ends meet with their current wages, they will look elsewhere.  Reduce turnover by providing financial advisors who can show employees how to effectively spend and save instead. By offering company sponsored financial advisement, employees do not have to pay for those services which saves them money, and employers have a higher likelihood of employee retention when employees see how to stretch and save each dollar.   

Expense Allowance

One of the most common ways to personalize benefits is to provide employees with a monthly or annual expense allowance. It can be in the form of employee reimbursements or expense (debit-style) cards.  Most people are familiar with the concept of Flexible Spending Accounts (FSAs). These are used typically for co-pays, approved prescription or OTC drugs, and medical devices. To promote benefit personalization, some employers are incorporating Lifestyle Spending Accounts (LSAs). These can be used for child or elder care, fitness and wellness programs. as well as other items typically not covered with a FSA or Health Savings Account (HSA).

LSAs can have parameters of use set by the employer. However, make sure those parameters will meet the needs of the employees while reaffirming the company’s values and ethics. Gym memberships, home workout equipment, organic food, social events, and relaxation opportunities (i.e. hobbies like reading, travel, etc.) are highly desired benefits that could be considered within a LSA. Although many roles have shifted to remote or hybrid, not all have. Commuter benefit plans help people pay mass transit or parking costs.  

Conclusion

No matter the benefit package, HR’s efforts to promote benefit use are essential. While it is the employee’s responsibility to know what benefits they have, employees appreciate the opportunity to have HR personnel as a resource. They can help them navigate questions and benefit use.  HR can send messages via email and text to employees about available benefits that employees might not be using. As well as provide general information and links to access the service. Host quarterly Q/A meetings with employees to remind them about available benefits. Also to get feedback on the current benefits offered to plan for next year.  Collect feedback through surveys and small focus groups to find out what benefits employees seek that are not currently offered by the company.

Send reminders to employees periodically through the year to remind them to use their FSA money before the deadline and include lists of approved ways to spend FSA funds. Promote telehealth visits for time and money savings. Telehealth can reduce costly urgent care and ER visits. They can also reduce absenteeism with the convenience of not having to take off work for a doctor’s appointment. 

Personalized benefits focus on the person. Each employee is a person with personal and professional needs and a desire to fulfill them.  When a company offers personalized benefits that are aligned with their employees’ needs. Employees witness a commitment by the employer to the wellbeing of employees. Employees and employers both are in an aggressive fight with rising costs and inflation. However, personalized benefits can offer a way for employees and employers to fight that fight together where each entity becomes stronger together in the long run.

 

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