Workforce Management Archives

My Work Team Rocks – And Why It Matters To You

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

Recently I took a week’s worth of holiday time. It was used to recharge my mental health and reestablish bonds with my loved ones, as most holidays are. Our plans called for a canoe camping trip in the Ozarks. No internet. No phones. No radio. No electricity. Just us and the outdoors and any other people (or animals) we might happen to encounter along the way.

It’s common to hear people lament how stressed they will be about work when preparing to leave for a vacation; or, how swamped they’ll be when returning. Others may even ask, “Are you going to be able to enjoy your time away and not be concerned with being unable to ‘check-in on things’?”

My own answer to that question: Not at all. My work team rocks my world!

Teamwork at ExactHire

ExactHire has a solid, successful plan in place for shifting work when someone on the team goes on vacation. The team believes in the philosophy that a recharged team member makes a successful team member. We shift the workload while someone is out of the office and for a few days upon their return. Because this is an important part of our company culture, vacationing employees return from their breaks refreshed and ready to produce attentive, quality work.

Yes, it may take us an extra hour to respond to requests while someone is out of the office; or, the special projects we work on behind the scenes might get put on hold. However, we have prioritized and planned in advance, making the entire team aware of expectations. At a minimum, some combination of two people on the team are trained on how to do every task our staff executes. This is how we keep things running seamlessly while someone on our team is on holiday.

This type of team environment rocks! As a client or a potential client of ExactHire this should be important to you. We want you to know you will always be in good hands, and there will never be a moment when you are left without because someone is on vacation.

If you’re ready to begin work with the ExactHire team, visit our resources section to explore our hiring software solutions or contact us today. Or, check out some fun ways to improve culture and bring your own team closer together.

Trending: Reverse Job Fairs

in Workforce Management/by Featured Author

Money makes the world go ‘round. And time is money. So it is no wonder that companies and job seekers alike look for ways to save time and money in finding the right employer-employee match. A newer fad that seems to be catching on in the recruiting world is a trend referred to as Reverse Job Fairs, or RJF.

What Is A Reverse Job Fair?

Job seekers set up booths with science-fair like flair. Stacks of printed resumes, posters of accomplishments, degrees, pictures, recommendations, achievements, and samples of individual works can be displayed around the main attraction, the job seeker. All the while, hiring managers and recruiters can walk around and see what type of talent is available.

Employers Come to Candidates
A divergence from the normal job fair, where HR professionals display information about their company and wait for candidates to act interested and approach their booth, this approach offers a different perspective. RJFs display the job-seeker’s assets and allow the HR/ recruiting role to peruse the stock of potential candidates.
Spotlight On The Candidate
The time is now. As the job markets continue to become more competitive and companies are fighting over qualified candidates, this approach allows you (the job seeker) to present yourself in a way that highlights all your best assets and abilities.
Where Are RJFs?
Many colleges are already setting these RJFs up for seniors and recent graduates to help them land the proper job that can launch their careers. Most colleges host industry-specific RJFs or organize them with a common theme in order attract many employers. Having a focused theme also yields a pool of qualified candidates with desirable traits.
How Much Does it Cost to Attend?
Time is the biggest investment here. Not only in the time a job seeker stands at a booth, but in the time invested before the RJF. Like most things, you get back what you put into a RJF. Spending time to prep the booth, materials, and presentation are worthwhile for the job seeker.
Results
Hiring managers and recruiters agree that RJFs offer them a good bang for the buck, so to speak. Being able to scan over 100 potential candidates in a few hours and dig in deeper to the most qualified candidates saves a lot of time.

ExactHire offers small- to medium-sized businesses the opportunity to save time and money with hiring technology. Applicant Tracking, Reference Checking, and Onboarding can all be automated and streamlined with the use of our cloud-based solutions. To learn more visit our exacthire.com or contact us today!

Image credit: DAY 255 (TEXT ADDED) by WEST MIDLANDS POLICE (contact)

Recruiting Software: Single-Source System vs. Stand-Alone ATS [VIDEO]

in Workforce Management/by Harlan Schafir

In this Q&A video, listen to ExactHire Co-Founder, Jeff Hallam, run through some common recruiting-related pros and cons when it comes to choosing between a single-source human resources software information system (HRIS) or a stand-alone ATS (applicant tracking system).

Video Transcript:

Hi, I’m Jeff Hallam and welcome to another edition of ExactHire Q&A. The topic today is whether an organization should purchase recruiting software as part of their overall payroll and HR solution; or, whether that’s something that they might be better served purchasing in a stand-alone environment. And the idea of our talk today is not to try to arrive at any conclusions or tell you what you should or shouldn’t do, but rather just to give you some guidance and some ideas to think through to help determine ultimately what might be the right solution for you and your organization.

So, let’s talk a little bit about the pros and cons for each. So, if you look at a solution that’s offered through a payroll and HR software provider, some of the pros would be things like the ability for information and the process to flow from one point to another…from the very beginning as an applicant…all the way into being an employee…and then ultimately as an ex-employee.

Certainly one of the strong selling points in solutions like these is also the notion of integration. Once I’ve hired someone that core information can flow forward into payroll, and I as an HR professional nor anyone else on my team has to worry about re-keying that information.

And then likewise having a single provider for all things, holds a lot of appeal for people. And so that is certainly a list of some of the main drivers that might lead people to lean toward purchasing this as part of that overall payroll and HR software deliverable.

Some of the cons, likewise, include items like how much of a priority is recruiting software in that provider’s development queue? Is it getting the time, attention and dollars that you’d like so that it’s going to keep up with emerging trends out there in the industry.

What does the price point look like? Is it more, is it less…and are you contractually obligated to stay with that solution as part of the overall solution for any minimum period of time?

And then finally, features and functionality. It’s not uncommon for this to be not necessarily the strength of most payroll and HR tools. So that’s certainly something to look at…will it have the features and the capabilities that you’re looking for and that your group would need?

Now let’s look at stand-alone recruiting software. So, the pros for that are that typically those types of solutions should have very good features and functionality. They should be something that, because that’s all they’re doing, it should have those types of things.

Secondly, there often times are add-on tools…other things that you can do as spokes off of that, that may not exist in that single-source solution that we were talking about a moment ago. Things like video interviewing, automated reference checking, onboarding solutions, integrated background checks and things of that nature.

And then hopefully, dependent upon the provider that you’re dealing with, there should be better expertise to help with technical questions that would come up. That group should be a little more on the leading edge of what’s going on out there and what’s emerging in the industry, as opposed to somebody where this is part of their overall solution.

The cons to the stand-alone solution are…of course, out of the box, it probably is not going to integrate with your existing payroll and HR solution.

You do now have a separate vendor to go to for support-related questions as opposed to a single vendor in that consolidated environment.

And then dependent on the provider, there are some applicant tracking or recruiting software providers out there that do have contractual obligations. So once you sign up to use that, you are required to use it for a certain period of time. And that’s kind of a common con to be aware of in either scenario…just make sure that you understand what that looks like so that if it’s not doing for you what you’d like you have an opportunity to consider other options without being bound to that one provider longer than you might care to.

So, here’s a quick list of five questions to ask yourself as it relates to what might be best for you, and which of these scenarios might apply. So the first one would be to look at the overall priorities of your organization, and for your position. How important overall is recruiting? If it’s a minimal activity, and it’s not happening very often…that probably points you one direction versus another.

Secondly, how much hiring will your organization do over the next year or so? How much volume is going to be done might tie in with the priorities, and it might also tie into the next question…which is what data exactly are we talking about when that integration piece is discussed? So once I’ve hired someone, what exactly from the applicant tracking side of things will then port over into payroll? Make sure you understand what that is and make sure you understand how important it is and how much of it there is.

Looking at price, is there a price differential between the two…that’s certainly something that merits consideration.

And then finally, some of those add-on tools that we talked about with the stand-alone recruiting options…how appealing are those to you? Do you ever see yourself needing those?

As I said earlier, none of this is designed to say you should go one way or the other…it’s like so many other things with software…there is no pat answer that’s going to be consistent for everyone. Rather, it’s just something that is designed to help you from your end, have a little bit more objective way to sit down and look at the pros and cons of each, and ultimately determine, what is it that’s ultimately going to be right for your company.

This has been another edition of Q&A, thank you for joining us!

The Unsung Benefits of Effective Employee Onboarding

in Workforce Management/by Nancy Meyer, SHRM-CP

Now that you have hired the employee who you envision to be part of your team for the long-term, how do you help ensure that this newest member of your team stays for that long-term? One way to help fulfill your prophecy is through effective onboarding.

Onboarding? Yes, onboarding! There are many facets of onboarding that encompass a smooth transition for newly hired employees, and which will benefit all parties involved. A new hire wants to feel informed, connected and valued. An organization wants team members who actively contribute and who fit well within the existing work culture. Both goals can be achieved and solidified through an effective onboarding process.

The first day for new hires should be geared towards bonding with their new team, learning first-hand what the new culture is like, and building rapport. Onboarding is not just a manager’s task; it is the responsibility of all team members within the organization itself to provide accurate information in an encouraging manner. Teammates need to welcome new hires and provide a climate of support for them during the acclimation time frame.

The Time in Between – Pre-Onboarding

In the immediate days after new hires accept an offer–and definitely before their first day–you should ensure that they complete many of the “to-do list” tasks that often bombard them on Day 1. Send new hires any packets, paper or paperless, that contain items like tax forms, personal data forms, and insurance registrations. They can review, complete and submit the information to HR before arriving to work. This will help them avoid a first day solely spent on documentation, while providing them with time to become acclimated to team policies and departmental/organizational expectations.

Keeping Connected – Onboarding Technology

Onboarding technology helps an organization keep in contact with new hires during the time between their offer acceptance and their official first days on the job. A lapse in communication between new hires and their managers at this critical time can potentially cause a big disconnect, which can be detrimental to relationships that must be developed between new employees and their teammates. Onboarding technology is also the most efficient means to continue promoting your organization’s employer brand that was introduced during the recruitment phase–especially for new hires that are working remotely on a full-time or part-time status.

Setting and Meeting Expectations

New hires have a lot on their minds. Whether they are recent graduates or seasoned workforce veterans, they will have acquired notions of what a workplace should be from their previous environments. They will bring these past mindsets along with them in the back, or possibly the forefront, of their minds when starting at a new place. The norms of the environment from which new hires come can affect the way they perceive and perform their tasks and acclimate within the new culture.

Since it is inevitable that some form of internal comparison will take place in the new employees’ minds, it is important for current team members to be cognizant of this as they interact with new hires. Having a component within the onboarding process that shares norms and expectations of your organization will give your manager and team the opportunity to communicate expectations, as well as learn more about the new hires’ past experiences.

Improving Your Onboarding Experience

Simply put, there are always additional means to improve a process whether it is part of the onboarding process or an organizational based procedure. Within each new hire’s onboarding process, solicit feedback from each person. Ensure new hires that constructive criticism will help improve the organization’s onboarding process, and reiterate that their feedback will be taken positively.

The new hire’s feedback could lead to change that could positively impact the morale of the organization along with profitability. With feedback from a new hire, additional training and employee development opportunities could develop. The fresh, open mind of a new hire can help stimulate others to open their minds and discard the “But We Have Always Done It This Way” mentality.

As you develop and implement your organization’s onboarding process, realize that continuous improvement of the setup, content and delivery of the onboarding process itself is an objective for which to strive. What works today for your new hires will not necessarily work for tomorrow’s new hires since we are in the midst of rapidly changing workforce dynamics.

Resources for Building an Onboarding Process

SHRM Foundation’s Effective Practice Guidelines Series outlines the Four Cs of Onboarding which gives an organization an excellent foundation on which to customize its onboarding process.

Compliance – Teaching employees basic legal and policy related rules and regulations
Clarification – Ensuring employees understand their new jobs and job related expectations
Culture – Providing employees with a sense of organizational formal and informal norms
Connection – Creating relationships and interpersonal networks that new employees need

Creating and delivering an onboarding process which encompasses the Four Cs provides initial direction that can be adapted to the intricacies of any organization delivering the onboarding piece.

A Final Note: Enthusiasm Is Contagious

Ultimately, the quicker new hires feel connected and knowledgeable about their job duties, the quicker they will be positively contributing to the overall goals of your organization. Onboarding should not be perceived by new hires and the organization’s team as something tedious and monotonous. Onboarding is not that at all! Onboarding helps generate excitement for something of high value–your organization, its team and your organization’s mission and vision. Enthusiasm is contagious! Build excitement on what you do and who helps you do it! Your organization’s mission is a calling, and positively communicate that calling to new hires in your onboarding process. If new hires hear that calling, let them answer.

Image credit: Speak Your Mind by Ben Grey (contact)

How to Engage Hiring Managers During Hiring Process – Whiteboard [VIDEO]

in Hiring Process, Workforce Management/by Harlan Schafir

In this video, pick up some tips on how to better engage hiring managers to effectively participate in your small- to medium-sized business hiring process. Learn how technology can help automate the hiring process and facilitate manager participation, especially when an organization is decentralized.

Video Transcript:

Hi, welcome to another edition of ExactHire Whiteboard Video Chat. I’m Jeff Hallam and today we’re going to talk about how can I engage hiring managers in my recruiting and hiring process.

This comes up a lot, and as you can imagine it’s something that most everyone is trying to get to, but it’s not always the easiest thing in the world to get buy-in from folks who don’t hire for a living. When they have positions open they want them filled, they want good people in them, and a lot of times they’re trying to get through that as quickly as they can as opposed to maybe following your process that you’ve laid out as an HR professional or as a recruiter.

So these four steps are really designed, or these tips I should say, are really designed just to give you some ideas on how you can better engage these folks and hopefully get both what you want, and they want, out of this cycle.

So the first piece is, maybe trying to look at it through their eyes. And anytime you can walk a mile in somebody else’s shoes I think it can certainly benefit the experience. And so you have to think of it from their standpoint, this can often times be seen as a bother. Why do I want to do this? What’s in it for me? I don’t want to take the time. I don’t want to learn another system. And all those things are valid when they are busy…as we all are. So one of the things you can do is as you see it from that perspective, really think hard about what is in it for them. Think about how their needs and what they’re trying to get done can align with what you’re trying to get done. And when you can do that, that’s definitely a great first step. And that kind of transitions over here to point two in terms of making it easy.

By making it easy, what we mean is, if you can really see it through their eyes, it will help you understand what would in fact make this easier for them. So things like not requiring them to quote/unquote learn another system. Not requiring them to put in pages and pages of notes. So the more structure and input and things of that nature you can give them the better. And likewise, if you can create an environment from their perspective, where they can actually very quickly give you their feedback, and it’s always in a consistent format, all the better. And that kind of bleeds over into point three here.

If you can create a template, a form, a document…whatever it might be that can collect this feedback, that’s almost always going to universally go over a little bit better than just the free-form notes. Again, it will take a little getting used to up front for folks, but once they get that, they’re going to understand that from their perspective, it’s quick…they’re putting in their feedback, they can see other peoples’ feedback. It’s easy, they can access it from anywhere, it’s easy to get to, it’s constant. And, then as that starts becoming a little bit more baked in, a little more consistent, then you get to a point very quickly where you can start making sure that there is follow through.

You can hold these folks accountable and let them know that you are going to be checking into this. And when they’re not doing it, this is a good opportunity for you to go back and hold them accountable, and help them understand and reinforce these other points of why it is important, why it’s just as good for them as it is for the organization. And, as you start doing these things, particularly if they’re in the right technological platform, you should really be able to bring a lot of automation to this, get that feedback very consistently, have it always in a consistent format…and as you go through that process, if you’re like a lot of other folks we work with on a regular basis, you should actually see your hiring results not only speed up, but just as importantly the results should improve.

A Paperless Workplace Is Good Business

in Workforce Management/by Tom Branson

Wasted time. Wasted money. No one likes waste–the mere mention of the word evokes the feeling of regret. But across the world we do it every day. Often times, as individuals, we waste because we cannot find an alternative. But for small businesses today, much time and money is wasted by ignoring the obvious, glaring alternative of transitioning to a paperless workplace.

According to the U.S. Environmental Protection Agency, paper and paperboard products accounted for roughly 69 million tons (or 27 percent) of the U.S. municipal waste stream in 2012–nearly twice the amount of the next most wasted material, food. On average, each U.S. citizen is responsible for 1.2 lbs. of paper waste per day. And while recycling efforts have helped to mitigate paper waste, the best approach to reducing waste is to avoid generating it in the first place.

Paperless Possibilities

The Information Age has ushered in new possibilities for conservation. In the vast majority of cases–especially with the broad adoption of e-signatures and cloud drives–paper documents are not necessary. Yet, too many businesses have been slow in transitioning to a paperless workplace.

Small and medium-sized businesses in the U.S. employ around 56.1 million people. Imagine if these businesses fully embraced a paperless work environment. Yes, this would sharply reduce waste by businesses, but more importantly it would influence how employees think about paper use outside the office.

Do I really need the newspaper delivered?
Do I need to receive a paper bill?
Do I have to print this off?
Where else can I save paper?

An environmentally responsible employer brand is one benefit of moving to a paperless work environment, but there are cost savings to be realized with the transition as well. Paperless solutions not only remove the need to use paper for common tasks and processes, many times they automate those same processes as well. So in addition to the savings associated with not buying paper and print cartridges, a business can return higher profits through increased process efficiency.

A Culture of Conservation

Your business can take the first step in becoming a paperless workplace by first creating a culture of conservation. Here are a few ideas on how to use less paper in your office:

Purchase printer and copier units that can print on both sides of a sheet of paper.
Set all computers and copiers to default to double-sided printing.
Use email instead of paper or faxes.
Don’t print email messages.
Work on drafts electronically, using “edit” and “comment” features.
Choose reusable cups, plates, and utensils instead of disposable paper and plastic items for your office break room.
Use paper towels made with post-consumer recycled material or use cloth napkins.
Choose reusable lunch bags or coolers.

To make the full leap to a paperless workplace, you’ll need to explore how new technologies can further remove your reliance on paper. From communications and marketing to document storage and employee management, virtually every aspect of your business can be enhanced by investing in technology. And the best part? Many of these technologies are very affordable… and sometimes even free.

So stop wasting time and money, transform your business into a paperless workplace. You have nothing to lose–except paper…lots of expensive paper.

ExactHire provides paperless HR solutions to help small businesses achieve greater efficiency. Please contact us today to learn how you can stop wasting time and money by going paperless!

How to Overcome Employment Screening Challenges in Small Business

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

I know from experience: being part of a small human resources department often creates a close-knit team, but the workload can make you long to clone yourself a few doppelgangers. Small business HR professionals are often slowed down with manual processes, like ordering background checks and chasing down references. Moreover, they are often pulled away to put out unexpected “fires”; thus, making it difficult to get to every to-do on time. That’s why more small- and medium-sized companies are looking for ways to accomplish more without adding expensive overhead in the form of extra HR staff members.

Our ExactHire e-book, The SMB Guide to Superhero Pre-Employment Screening, reviews best practices in pre-employment screening; including, application review, assessments, background checking and reference checking. In chapter six (embedded below) the challenges of traditional reference checking are reviewed. This chapter comments on how automated reference checking software can gather objective feedback more quickly and with little effort.

For the complete resource to help guide you in fighting potential inefficiencies within your organization, download ExactHire’s complete superhero-themed e-book. Think of automating the candidate screening process as a means to arm yourself with enhanced senses and special, super equipment. After all, what would Wonder Woman be without her lasso; or, Spiderman without his webbing?

Image credit: Thunder of Hooves by JD Hancock (contact)

Perks and Quirks of Working for an SMB

in Workforce Management/by Featured Author

Working for a small to medium-sized business (SMB) is much different than working for a large corporation in various ways. In my personal experience, I have to admit that working for a smaller company better fits my personality. The tight-knit camaraderie and close connections we have to each other’s personal lives feels more like a family environment than the sweatshop-esque call center that I fled before starting here.

Sure, we don’t always get the same financial perks that a Fortune 500 company can offer, but we aren’t getting cheated on our paychecks either. There is a give and take in any relationship–even the employee/employer relationship.

Perks

For me, the benefits of a caring team and the perks of occasionally working from home are worth more to me than a company match on a highly-regulated 401K. I am happy to invest my earnings in other vehicles and keep the mileage low on my actual vehicle.

We also bond as a team in a manner that is much more satisfying and organic than anything I have experienced in my past careers. We enjoy the State Fair on an annual basis, reach goals to earn fun prizes, laugh and joke in the hallway, and support each other professionally.

Quirks

As in life, things are not all sunshine and rainbows. Sometimes working for a smaller company can bring in the very real issue of transparency and lack of professional privacy. Whether it be the announcement of someone’s first sale, new grandchild, or the company budget – we all know the story pretty quickly. But it’s nice to know that if our co-founder is going to be out for the afternoon, we will all get a little note with a FYI. This is a unique quirk of working for a small business–nobody’s rights are being violated here. Having high-visibility is embraced by our team as just the nature of our office life.

All of these small business quirks combine to create a wonderful atmosphere that encourages each of us to do our best and support each other. In times of trial and tribulation, we come together to prevail. Most of these are professional challenges, but very recently, we had a bit of a unique situation in our local office.

Quirky Example: The Bucket Brigade

During a typical April shower in Indianapolis (think monsoon thunderstorm), on an otherwise calm Thursday afternoon in the office, we started to hear some unusually loud precipitation. At first, we weren’t sure if something was really wrong until we entered an unoccupied office and stood shocked by streams of water cascading from the ceiling at multiple points! And this was not just any office, but the office of our sister-company’s vacationing president. Electronics, documents, books, personal items, and more that were being showered with water.

The skeleton crew from our joint office quickly gathered and became the Bucket Brigade. Together we made the best out of the stressful situation by forming a make-shift clean-up crew with the common goal of salvaging the important items that had been drenched. I think most corporate offices would have called ‘the authorities’ and remained idle with the fear of being reprimanded for touching the belongings of others. But being part of a small company meant that our team members who were working remotely could instantly ramp up their efforts, while we were free to address the immediate need of clean-up. Thankfully, we were able to save all the items that had gotten wet, and we gained a fun story and team nickname too.

ExactHire specializes in providing hiring solutions for the SMB market. As a small business that seeks to leverage technology for continued growth, we understand the value and power of affordable technology backed by reliable customer support. To learn how our hiring solutions can enhance your HR operations, contact us today!

Rethink Customer Service to Create Exceptional Employee Experiences

in Workforce Management/by Tom Branson

Customer service is commonly understood as how an organization interacts with–or serves– its customers (those individuals who buy its product or service). A key tenet of customer service is that an organization should have the goal of providing an exceptional experience by anticipating and meeting customer needs before the customer even asks. Imagine if the employees of an organization did the same for each other. Well, businesses with a strong employer brand do.

If we go back to the definition of brand, we are reminded that brand is not smoke and mirrors, it is the core of what you are as a business. To extend that concept to employer brand, an organization cannot expect an “employee appreciation day”, company swag, and an annual “employee satisfaction survey” to be the drivers of its employment brand. Those are nice expressions, but to truly possess a strong employment brand, an organization must offer an exceptional experience on the other days of the year too.

Every week, and indeed, every day will bring its own ups and downs–this is true inside and outside the workplace. When we talk about providing an exceptional experience for employees, our goal is not to create a workplace utopia. Rather, a business should seek to foster a culture that respects the dignity of the individual and affirms their contribution to the business on a daily basis. By doing this, employees feel supported and confident in their work, and thus, are more likely to collaborate with each other in an open and honest way.

5 Ways to Foster an Exceptional Employer Brand Experience

Set realistic expectations of your work culture during the application process
Provide new hires with a “culture book” that summarizes your work culture
Announce milestone achievements, while also affirming the work and small wins that helped the organization get there
Provide monthly or quarterly group incentives for valuable, collaborative objectives
Develop a continual improvement plan that engages employees

ExactHire provides hiring technology for small to medium-sized organizations. Our SaaS solutions include HireCentric ATS and OnboardCentric which can streamline your hiring and onboarding processes, while providing an exceptional experience for new employees. To learn more about how you can enhance your hiring process through the use of our software, contact us today!

Image credit: People seldom notice old clothes if you wear a big smile – Lee Mildon by rohit gowaikar (contact)