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HR Conference Takeaways: I-9 Info

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Our team of SHRM certified strategists recently traveled to the 2023 Indiana HR Conference. They came back with a plethora of useful and important information. Over the coming weeks ExactHire will be detailing what we believe to be the most important takeaways from this conference. Starting off this series is the importance of the I-9 Form.

What is an I-9 Form?

After working diligently to fill vacancies with key talent, Human Resources professionals are tasked with onboarding new team members efficiently. HR has a plethora of supportive responsibilities with the new hire. Welcoming them to their team and company as a whole, acclimate them to the environment, answer their questions, support their growth, and so on. Those duties put the “human” in “human resources”.  However, HR is tasked with compliance obligations that cannot be ignored. One of the most important tasks that HR is responsible for is verifying the new hire’s eligibility to work through the use of the Eligibility Verification Form (I-9). This process is required by the federal government. If it is not completed or completed incorrectly, penalties may be incurred. 

 

Here are some pieces of key info that can guide HR professionals about the employment eligibility and onboarding processes. Note: ExactHire does not provide legal counsel so please check with your company’s legal team regarding employee work eligibility questions. 

Consequences

If a company hires individual(s) who are not legally eligible to work, or if the company maintains employment of employees whom they know are not legally eligible to work, the company may be fined. These fines are not pocket change. Penalties can range from $230 to $20,130 PER violation. Frequent violators tend to receive higher penalties. If there is a pattern of hiring unauthorized employees, employers may be subject to criminal penalties. HR professionals must be cognizant of which documents qualify as employee verification tools and complete the verification process accurately in a timely manner. It is possible that a new hire might provide several pieces of documentation that satisfy I-9 requirements. If this occurs, do not record more than is necessary. Have the employee select an acceptable document that meets List A or documents that meet List B and List C. 

Who Needs an I-9 Form?

Employers are required to maintain the I-9 for potential inspection for all current employees. When an employee is terminated or willingly leaves, an employer must keep the I-9 on file for at least three years from the date of hire or for one year after the employee is no longer hired, whichever is longer. This is where onboarding software is essential. Companies who use onboarding software have a secure means to collect confidential items securely and in a timely manner. They can also keep them organized to refer to when necessary. Messy handwriting on forms is no longer an issue when new hires can securely input personal data into the platform.  Keep in mind that within three days of a new employee’s start date, the I-9 must be completed and countersigned. Instead of chasing down people to complete the task, save time and money by automating.

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How to Properly Complete the I-9 Form

Let’s talk about the three day window on signing and countersigning the I-9 in more depth. The new hire must complete Section 1 of the I-9 by the end of the first day of employment. Once the new hire signs Section 1, the employer is now obligated (in most scenarios) to complete Section 2 within three days after the new hire’s first day of work. Weekends do count as business days if the company is operational over the weekend. Ambitious employees can complete the I-9 before their first day of work. As long as they have accepted the job offer for employment with the company. Companies should not start the I-9 process before hiring an employee though.

It is important to make sure that an employer is using the correct version of the I-9 at all times. The latest version of the I-9 was released August 1, 2023 and will be required for use starting November 1, 2023. A HR employee might be unsure if they are using the most recent version. Always check the version date which is listed in the bottom left corner. The version, previous to the new August one, which was released October 21, 2019 can be used through October 31, 2023.

Another perk of using onboarding software is having the form automatically updated within the platform so HR will know they are using the correct form. There is a Spanish I-9 form, but it is only for use by employers and employees in Puerto Rico.  If an organization has Spanish speaking employees who are not fluent in English, it is important to find a translator to assist in translating the English version and answering any questions the employee might have. 

E-Verify

A very handy and intuitive tool used in the employment verification process is E-Verify.  E-Verify is a web-based system that allows employers to confirm employees’ eligibility to work in the United States. This does not replace the I-9; however, it electronically confirms an employee’s information against millions of government records. When an employer uses E-Verify, it shows a bona fide effort to hire eligible workers. It provides an extra layer of reassurance to employers knowing they have taken additional measures to prevent the employment of unauthorized workers.

Conclusion

Finding key talent is challenging and full of competition.  After Human Resources completes the hiring process starting with Point A, an employer cannot forget about Point Z. Having a streamlined onboarding process that focuses on welcoming and acclimating new hires to the environment is crucial for retention. Spending time chasing new hires to complete paperwork is not cost effective nor does it demonstrate a “personal” aspect to the new hires.

It is important that organizations identify and understand the value of using onboarding software to automate tasks and shift focus to the human side of human resources. Simplify the employment verification process with the integration of E-Verify. While E-Verify is not a required tool for verification purposes, using an onboarding platform with E-Verify can offer so much more efficiency and simplicity. If you would like to learn more how ExactHire’s OnboardCentric, available with E-Verify, can boost your company’s productivity and save you money, reach out to us here or call us at 317.296.8000.

 

Quiet Thriving

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ExaxtHire is a company that is built around addressing, and fixing HR related issues. From talent sourcing, applicant tracking, onboarding, and much more ExactHire can help. Quiet thriving is a topic recently being discussed in the HR field, along with quiet hiring and quiet quitting. Learn more about it here and how to foster quiet thriving.

What is Quiet Thriving?

There is a “quiet” theme that is becoming rather loud in the professional environment. Quiet quitting, quiet hiring, and now there is an additional “quiet” to explore: quiet thriving. Quiet thriving is a concept coined by psychologist Lesley Alderman. When an employee is quietly thriving, they are finding ways to make changes to their workday to make the day more positive for them and proactively finding ways to re-engage within the work environment. Subtle changes occur without making loud fanfare to promote their actions. These employees tend to perform at or above expectations. Often, low-key and low-maintenance are terms to describe these individuals who simply want to do their job, do it well and often leave the job behind for the day when the workday is over.

 

In their 2022 State of the Global Workforce report, Gallup reported that 33% of workers felt engaged at work so on the converse, a whopping majority of ~66+% feel disconnected and unmotivated in their daily roles. When the majority of workers feel a disconnect, something is lacking. That number speaks volumes and should motivate organizations to conduct an internal audit of their employees’ engagement and identify ways to better support their employees if the results show employee engagement is below expectations.  Extroverted employees are more likely to share their perspectives so do not overlook introverted employees. Introverted employees have relevant, important ideas that can be overshadowed by more vocal employees. After collecting input from employees, use those results to make positive change.

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How to Promote Quiet Thriving

Human Resources and management can reduce employees’ chances of quiet quitting and encourage quiet thriving by having consistent conversations to check-in to listen, not hear, but truly listen to what employees have to say. Observe nonverbal communication too. Often, a strong message can be conveyed in actions, not just words. In these check-in conversations, management and/or Human Resources need to ask candid questions to help with engagement and ultimately retention. Find out what parts of their job they like best and least. Are there tasks that they would like to try? Is the employee interested in leadership opportunities? Some people seek higher level roles while others do not want that additional responsibilities and can still be productive contributors. 

 

While extroverts and introverts can both appreciate the benefits of quiet thriving, this concept tends to appeal more to introverts who value opportunities to shine outside of being in the spotlight. Often extroverts are thrust in the limelight, frequently by choice, when they want to share ideas or for acknowledgement of tasks well-done. Vast amounts of public attention can be emotionally draining for introverts. Quiet thriving is not about muting or excluding extroverts. It is centered upon having an environment that meets the needs of both extroverts and introverts.

Supporting Your Employees

Employees who seek to quietly thrive need a work environment that supports their needs. Quiet areas and dedicated rooms can offer the much needed solitude to think, analyze and perform. In those dedicated quiet areas, eliminate noise and distractions. Not everyone thrives in an open environment, and the idea of forced social conversation with colleagues can generate anxiety. This is another opportunity for organizations to explore hybrid and/or remote work opportunities. Some employees can be more productive and mentally happier without onsite social distractions. Providing flexibility to employees to craft their work schedules and locations offers quiet thrivers much needed autonomy which can lead to higher productivity and retention.

Collaboration

Collaboration still exists in an environment of quiet thrivers. Quiet thrivers want meaningful discussion and idea sharing where the attention is focused on finding the solution to a project. It is safely sharing ideas in an environment where no one is ridiculed for asking questions or throwing out an “off-the-wall” idea that might or might not work. Having an environment that is supportive of discussion and debate can promote collaboration between differing personality styles. Teams with all personality types can still coexist, but it is imperative that employees do not overshadow others and prevent teammates from confidently and comfortably sharing ideas. 

 

Communication styles vary among employees. Some individuals who possess valuable knowledge and ideas simply do not like to verbally interact as much as others. Verbal interaction is necessary, but not for every idea shared. Management can support quiet thrivers by promoting chat tools among teammates. Sending messages between teammates can develop discussion with reduced chances of conversations diverting to unrelated topics. When discussing topics, listen to quiet thrivers without interrupting, and allow time for silence. Not everyone wants or should respond immediately without thought on the topic being discussed. 

Communication

Communication between co-workers is also important. To enhance productivity, encourage employees to share times that they have blocked off on their calendars for high priority projects and/or collaboration. Management should avoid meetings and interruptions during that time, and ask for a recap of action items completed during that time. Ensure the check-in comes across as a request so the manager can be a resource, not that the check-in is a way to make sure work is completed. Micromanagement is a leading cause of employee disengagement. Trust your team to do the work assigned to them.

 

Focus on the emotional needs of quiet thrivers. No matter the personality type, people want to know they have done well on a project. Quiet thrivers appreciate acknowledgement of success. Praise them privately and give them notice when they will be publicly acknowledged in groups. This gives them time to prepare for extra attention that might make them uncomfortable. 

Conclusion

Quiet thriving is a concept meant to build on the strengths of (mostly) introverted employees. In the workforce, quiet thriving can help retain productive employees. Allow employees to be in the shadow of others if they want to be. Supporting employees who seek to quietly thrive will help reduce the risk of them quietly quitting and reduce the need for organizations to quietly hire to offset low producers. Let quiet thrivers shout their message of productivity and engagement using their own quiet voices. They want to be heard!

Summer Employee Engagement Ideas

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Summertime is the perfect time to hire new college graduates, utilize ExactHire’s ATS to find the best qualified candidates for your open positions!

Summertime and the livin’ is easy. Gershwin’s song from Porgy and Bess discusses the relaxation and peace that people seek in the summer, but finding tranquility is not always that easy. Productivity takes a hit during summer because of many reasons and employee engagement is paramount. Employee burnout is on the rise because there are a variety of outside events, activities and commitments that pull at the employee’s attention. Childcare can be a challenge. Summertime can be a way for organizations to motivate employees as well. Let’s talk about how summertime can lead to easy livin’!

 

Companies must first address summertime challenges. Summer can be a childcare challenge for families. Not all employees have family members able or willing to help with childcare in the summer. Registering kids for summer camps before they fill is often a game of chance and dexterity of clicking a keyboard and mouse. (Cue the jeopardy music in the background.) Sometimes, the employee/parent wins that game while other times, the panic of being waitlisted or it being closed takes over. There will be days that childcare arrangements fail due to illness or unforeseen emergencies. Give grace and allow flexibility to those employees with children. 

 

To mitigate employee burnout, encourage employees to take vacation time. When an employee takes a break from work to focus on recreation, leisure or personal matters, it gives the employee time to focus on personal needs. When personal needs are fulfilled or resolved, distractions reduce.

 

Employees will spend the majority of summertime at work so here are a few activities to keep your onsite and virtual employees engaged and excited!

 

  • Host meetings outside

Employees, onsite and virtual, can feel a longing to be outside more during the summertime. Pacify that longing by hosting meetings outside for onsite and virtual employees. Summer vacation schedules give management a chance to evaluate the necessity of meetings because it gets challenging to coordinate a time for all essential employees to attend the same meeting. This is a perfect opportunity to evaluate meeting efficiency and timeliness. If meetings can be streamlined to be more efficient with the use of agendas and pre-established, consistent times, the need for multiple meetings and the time length of meetings could potentially be reduced, opening more time for employees to enhance their productivity.  

 

  • Start a summer book club

Reading is fun-damental! To learn more professionally and personally, reading contributes. During summertime, people often take more time to read in the evenings or on vacation. Allow employees to select books of interest for discussion. For employees with reading challenges such as dyslexia, encourage them to join the discussion by listening to audiobooks. Ideas and collaboration through discussion can yield strategic growth within the company.

 

  • Volunteer together!

Look closely in the community to find a social cause that needs support. Hospitals, adult and child care facilities, youth activities, and nonprofits are starting points for exploration. Sometimes, finding a volunteer opportunity can be within our own internal networks. Are there families that need some extra support? Any elderly or physically impaired individuals who need their grass mown? Document volunteer hours not because it is a competition, but so employees can take pride in how their time helps others. Check out VolunteerMatch for ideas. Many hands make light work! Having opportunities to volunteer with co-workers and get out into the community can greatly help with employee engagement in the summer months.

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  • Food truck fun!

Bring a variety of food trucks onsite for lunch options. There are a variety of diverse food options so host trucks that reflect unique cultural styles for employees to get a flavor for new cultural experiences.  For virtual employees, include them by providing a gift card to lunch. Use video conferencing to make the meal more social.

 

  • Get your sports on!

Get your on-the-clock team together off-the-clock by joining a sports league. There are summer league options for softball, volleyball, pickleball, or even gaming. Find sports of interest, and encourage employees to participate even if they feel their skills are sub-pro level. For those employees who do not want to play, encourage them to sit in the stands to cheer. Getting exercise does not have to occur off-the-clock. During the work day, set a time for employees to “take a hike”! Encourage onsite and virtual employees to walk outside for 15-30 minutes if conditions allow. For employees who have physical impairments that prevent walking, encourage them to get outside to get some vitamin D. Stepping away from work for a few minutes can recharge emotional batteries. 

 

  • Get your spectating on!

Not all employees want to break a sweat in front of their teammates but are willing to watch athletes compete. Many sports organizations will offer ticket discounts to companies. Look into options to watch local minor or major league baseball games, collegiate events, races or theatrical performances. Not only is a company supporting local teams by filling the stands, but it also promotes a sense of community among teammates when supporting others. Virtual employees can possibly watch the same event via streaming, local TV or cable services.

 

  • Test your brain!

Host a trivia contest with your onsite and remote employees. Hold the event during lunch where the company can cater or do a pitch in. For remote employees, consider sending a gift card to cover lunch. Make this a weekly or monthly tradition. If company policy and local laws allow, offer prizes, such as company swag, to the winner(s) or winning team(s). Have an attendance prize to include everyone and generate excitement. 

 

  • Listen to the sound of music!

While many people love listening to the music of famous artists at concert venues, the price of some famous concerts might be outside of the company’s or employees’ budgets. That does not mean that concerts are out of consideration.  There are many local venues that offer free or low cost outdoor concerts during evening or early afternoon hours. Take the team to listen. If permitted by the venue, live stream the event so virtual employees can experience the event.  

 

  • Stop and smell the roses

Get employees together to work in a community garden. Many areas offer community gardens where the food grown can be donated to local shelters. It is a way to learn more about growing plants while growing in spirit and keeping employees engaged during the summertime. 

 

  • Picnic time!

Host a picnic for the team. Cater the event or just the main course and make it an old fashioned pitch in. If there is not a courtyard or outside area on the company property, find a nearby park and have it there. Logistics can be cumbersome in urban settings so if an outdoor event is not conducive, transform the company’s dining area into a picnic theme. Finding picnic themed decor can be cost-friendly by visiting local dollar stores or ordering online at thematic sites. Online coupons reduce the cost. Keep the decor and make it a recurring event during summer.

 

No matter the activity, keep it light and fun! Requiring employees to participate dampens employee morale. For those who do not want to participate, do not penalize them. Some stellar employees simply want to do their job and go home. Solicit engagement ideas from employees and always include virtual employees when collecting ideas and feedback. Not all companies have a large amount of funds in their budget; money is not what generates employee engagement. When a company demonstrates authentic, genuine interest in the well-being of employees, that drives engagement and motivation. Finding ways to say a bonafide thank you for your effort will go a long way to strengthen the company team. 

4 Tips For Better Job Candidates

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Getting the best Job Candidates available is critical for a company’s success. Better employees means more efficiency, ingenuity, and thus better results. To ensure you are doing your do diligence in getting the best possible candidates, you should consider using ExactHire’s ATS to cross reference hundreds of candidates against various criteria, so you can guarantee getting the most qualified candidates every time!

One consistent characteristic about the job market is that it will have its ebbs and flows. During times of high job vacancies, job seekers possess a unique advantage to seek higher pay and/or additional benefits. When job vacancies are minimal, companies maintain the option to be more selective with pay and benefits as they filter through candidates to find the one who will be the best cultural fit. No matter the current hiring environment, there are ways organizations can improve the quality of candidates who apply. Here are four tips to implement in an organization’s hiring process to find better job candidates:

 

Create a simple application process to get better job candidates

Job seekers do not want to spend an exorbitant amount of time completing an online application. Ideally, an online application process should last five minutes or less. From the time the applicant starts the process to the time they click the button to submit. Human Resources professionals should take time to test the application and proceed through the content as if they are an actual applicant. From an applicant’s perspective, was the process cumbersome or simple?

Evaluate the questions included in the application. Can some or most questions be set as optional instead of being set as required? Which questions can be removed from the application? Do you really need to collect the applicant’s full address or the complete addresses, down to the zip codes, of past employers? Is it necessary to request references’ contact information at the time of application? Eliminating the muss of unnecessary questions will reduce the applicants’ fuss. 

Job seekers are often applying to jobs during work breaks, in between appointments and child care pick up, and even when stuck in traffic. The job application process must be quick and convenient. Make sure that the application process offers individuals the ability to apply on mobile phones and devices. TIme is of the essence to job seekers. Check your Applicant Drop Off report to get some insight, and do not ignore the message conveyed by the data.  The higher the drop off rate, the more likely it is for Human Resources to take action. It is important to use analytics to improve the application process. 

 

Craft accurately detailed job listings

When job seekers read through a job listing, they try to picture themselves in the role completing the listed responsibilities.  If the listing is vague, it is harder for a job seeker to imagine themselves in the role. Not enough detail will motivate the job seeker to skip applying. Communicate what the job entails and what qualities are needed by the person to be successful in the role. Integrate descriptions of company culture in the listing so the job seeker can get a feel for the work environment.  Specify if the role is remote, hybrid or onsite to eliminate questions.

Use bullets to identify key tasks and duties. Evaluate the level of education that is essential for success in the role. Is a bachelor degree really a requirement for the role? Some roles can be successfully completed by someone who has an associate degree or less but with the desired experience and skill set. Include any coveted benefits that differentiate the company from others such as unlimited or extended PTO, four-day work weeks, pensions, retirement matches, etc. 

 

Communicate with applicants

Starting when the applicant submits their application to an organization, communication should begin. Set up your Applicant Tracking System (ATS) to send a personalized, automatic email to the applicant confirming that the application has been received by the company. No matter the tech savviness level, the job seeker gets reassurance that their application was officially received by the organization. The ideal hiring process, from application submission to offer extended and accepted, should take no more than 30 days.

The longer the process takes, the more likely an organization will lose candidates to competitors. Do not leave applicants wondering if they are still in consideration. If they are not in consideration, be kind, and let them know by sending a message template. Good ATS platforms will offer ways to use wildcards to “personalize” text and email templates without users taking the time to manually input names, job titles, etc. Applicants will have a better applicant experience if they receive updates, even if it is not the news they want to hear. Sending timely, personable updates to applicants will positively portray the company’s branding. Word of mouth can help or hinder a company so ensure that job seekers’ experiences applying to the company is worth sharing. 

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Boost your employee referral program

What better way can an organization expand its talent pool by reaching out to current employees to get their recommendations of talent? Current employees have a solid understanding of the work culture and what is needed to thrive. They can be excellent judges of who in their network could be an asset to the organization. If an organization does not have an employee referral program established, create one with a variety of benefits. Offer financial stipends to current employees if a referral is hired and stays for a company designated timeframe.

Gift cards, event tickets, company swag and additional PTO are other ways to reward employees for bringing talent to the organization. To make sure proper credit is given, include a question on the employment application asking who referred the job seeker to apply to the company. Employee experience matters here also. Do not overlook former employees as a referral source. Former employees can share their testimonials and recommend colleagues to apply to their past employer so reward them fairly.  

 

Share on Social Media To Get Better Job Candidates

Global internet users spend almost 2.5 hours daily on social media. Job seekers and individuals not actively looking for a job will scroll intentionally and aimlessly to whatever catches their attention. Post company jobs on social media platforms, and consider sponsoring job listings for additional traffic. Job seekers can land on companies’ corporate pages through scanning job listings on job boards so make social media buttons highly visible on the company’s website to entice viewers to follow.  Share QR codes of vacancies to give job seekers quick access to apply.  Even if a viewer does not find a role that they want to apply to, they might know of a stellar candidate and share the link with them. 

 

In a competitive job market, it is challenging to find talent so companies must find ways to make themselves, and their job openings, uniquely attractive to entice job seekers to apply. By accurately portraying the company as a culture welcoming to all, individuals are more likely to explore opportunities to start a career at the place. Companies must communicate their message across multiple channels to reach different audiences. Get the message out that your company is THE company for job seekers.