Hiring PracticesHiring PracticesPart I-Pre-Recruiting Part I-Pre-Recruiting

PreparationPreparationThe most important job of any The most important job of any

manager is the hiring of manager is the hiring of personnel:personnel:

• One wrong hire can lead to One wrong hire can lead to tremendous expense for the tremendous expense for the company.company.

• Potential loss of production by Potential loss of production by poor performers.poor performers.

• Loss of profitability by one Loss of profitability by one employee creating chaos with the employee creating chaos with the team.team.

• Potential litigation cost in the Potential litigation cost in the event the employee has to be event the employee has to be terminated and files an adverse terminated and files an adverse claim against the company.claim against the company.

Be careful who you “roll out Be careful who you “roll out the red carpet to”!the red carpet to”!

Pre-Recruiting Pre-Recruiting PreparationPreparation

• The following steps should The following steps should be accomplished prior to be accomplished prior to beginning your search:beginning your search:– Is there an in-house Is there an in-house

candidate?candidate?– Is job sharing an option?Is job sharing an option?– Determination of sources to Determination of sources to

utilize in finding candidates.utilize in finding candidates.– Salary and Benefits Range.Salary and Benefits Range.– Minimum qualifications you Minimum qualifications you

are seeking.are seeking.– ADA Position DescriptionADA Position Description– Pre-written interview Pre-written interview

questions specific to the questions specific to the position you are attempting position you are attempting to fill.to fill.

Advantages of Promoting Advantages of Promoting WithinWithin

• Promoting in-house Promoting in-house candidates has the candidates has the following advantages:following advantages:– Bolsters employee morale.Bolsters employee morale.– Can be used as a Can be used as a

recruiting tool in the recruiting tool in the future.future.

– Discovery of previously Discovery of previously unknown talent.unknown talent.

– Reduction of turnover.Reduction of turnover.– Known quantity of skills.Known quantity of skills.– Reduce the “breaking in” Reduce the “breaking in”

period.period.

In-House CandidatesIn-House Candidates

• Simple rules for in-Simple rules for in-house candidates:house candidates:– Post job description for all Post job description for all

employees to see.employees to see.– Require in-house candidates Require in-house candidates

to go through the same to go through the same application process of application process of exterior candidates.exterior candidates.

– Check with employee’s Check with employee’s current supervisor for current supervisor for approval and reference prior approval and reference prior to interview.to interview.

– Utilize the same selection Utilize the same selection criteria for interior criteria for interior candidates as you would for candidates as you would for exterior candidates.exterior candidates.

Job SharingJob Sharing

When reviewing job When reviewing job sharing possibilities sharing possibilities the following should be the following should be conducted:conducted:

• Talk to other employees in the Talk to other employees in the department and the company department and the company to determine whether or not to determine whether or not job sharing and/or job sharing and/or streamlining is an option.streamlining is an option.

• Review the position Review the position description to determine description to determine whether current employees whether current employees have the skill and time to have the skill and time to successfully complete the job.successfully complete the job.

• Review the possibility of Review the possibility of flexible staffing – i.e. part-time flexible staffing – i.e. part-time employees.employees.

Determining Candidate Determining Candidate SourcesSources

• The following The following sources should be sources should be considered:considered:– Newspaper Advertising – Newspaper Advertising –

typically the best day to typically the best day to advertise is Sunday.advertise is Sunday.

– Trade Journal – industry Trade Journal – industry specific.specific.

– College Campus – Contact College Campus – Contact Campus Placement Office for Campus Placement Office for interview scheduling.interview scheduling.

– Referrals from current Referrals from current employees – understand human employees – understand human beings tend to hang around beings tend to hang around people with the same level of people with the same level of character as theirs.character as theirs.

– Networking – inquire with Networking – inquire with friends, associates and friends, associates and competitors.competitors.

Salary and Benefits Salary and Benefits RangeRange

• Some thoughts:Some thoughts:– Never give a candidate a Never give a candidate a

range regarding salary – they range regarding salary – they will always place themselves will always place themselves at the top of the range and be at the top of the range and be disappointed if the offer is disappointed if the offer is less.less.

– Attempt to have consistency Attempt to have consistency in your compensation and in your compensation and benefits package as much as benefits package as much as you try to keep it confidential you try to keep it confidential – there is a good chance it – there is a good chance it will become public will become public knowledge.knowledge.

– Comply with the Equal Pay Comply with the Equal Pay Act (the EPA can be found Act (the EPA can be found under the Department of under the Department of Labor tab in the management Labor tab in the management manuals tab)manuals tab)

Qualifications You Are Qualifications You Are SeekingSeeking

• Define minimum Define minimum qualifications:qualifications:– Are you willing to train an Are you willing to train an

applicant.applicant.– Minimum experience you will Minimum experience you will

accept.accept.– Minimum education – does the Minimum education – does the

position require a college position require a college degree?degree?

– Validation – be prepared to Validation – be prepared to validate skills and experience.validate skills and experience.

– Never require a high school Never require a high school diploma – we have all met diploma – we have all met individuals with a H.S. Diploma individuals with a H.S. Diploma who can not spell – it is not an who can not spell – it is not an indicator of skill – but may have indicator of skill – but may have a disparate impact on a disparate impact on protected classes of employees protected classes of employees if used as a screening tool.if used as a screening tool.

ADA Position DescriptionADA Position Description• ADA Position ADA Position

Description is used to Description is used to accomplish:accomplish:– Communication with Communication with

applicants of the applicants of the physical and mental physical and mental requirements of the job.requirements of the job.

– Commitment from Commitment from candidates that they candidates that they can meet the minimum can meet the minimum standards.standards.

– Provides documentation Provides documentation of the candidates of the candidates understanding of the understanding of the position available.position available.

ADA Position DescriptionADA Position Description

• Creating the Position Creating the Position Description (PD):Description (PD):– The PD questionnaire can The PD questionnaire can

be found on the website be found on the website under the Manager HR under the Manager HR Forms section.Forms section.

– The PD should be The PD should be completed by the completed by the manager of the position.manager of the position.

– The PD should list the The PD should list the minimum requirements minimum requirements and not the and not the “ideal/perfect” candidate.“ideal/perfect” candidate.

ADA Position DescriptionADA Position Description

• The Position The Position Description should:Description should:– Be provided to the Be provided to the

candidate prior to the candidate prior to the candidate being given candidate being given an application.an application.

– The candidate should The candidate should be instructed to read be instructed to read the position description the position description and complete the and complete the acknowledgement form acknowledgement form at the end of the at the end of the position description..position description..

ADA Position DescriptionADA Position Description

• Position Position Description Description Acknowledgement:Acknowledgement:– If the candidate If the candidate

checks the box that checks the box that states they can not states they can not meet the minimum meet the minimum requirements with or requirements with or without reasonable without reasonable accommodation, thank accommodation, thank the client for applying the client for applying and terminate the and terminate the meeting.meeting.

ADA Position DescriptionADA Position Description

• Position Position Description Description Acknowledgement:Acknowledgement:– If the applicant If the applicant

checks the box that checks the box that states they can meet states they can meet the minimum the minimum qualifications as qualifications as shown on the PD, shown on the PD, provide the applicant provide the applicant with an application to with an application to complete.complete.

ADA Position DescriptionADA Position Description

• Position Position Description Description Acknowledgement:Acknowledgement:– If the applicant If the applicant

checks the box that checks the box that states “Other” contact states “Other” contact human resources or human resources or the management the management hotline as you are hotline as you are probably entering an probably entering an area you will need area you will need assistance with.assistance with.

Pre-Written Interview Pre-Written Interview QuestionsQuestions

• Pre-written interview Pre-written interview questions will assist in questions will assist in the following:the following:– Provides for a professional Provides for a professional

interview even when we don’t interview even when we don’t feel up to it.feel up to it.

– Pre-written questions should be Pre-written questions should be created for each job title, this created for each job title, this will save time in the future when will save time in the future when preparing for an interview.preparing for an interview.

– Assists in gathering the Assists in gathering the information you will need every information you will need every time.time.

– Documents exactly what Documents exactly what questions were asked and the questions were asked and the answers given.answers given.

– Assists in selecting the proper Assists in selecting the proper candidate after you have candidate after you have interviewed several for one interviewed several for one position and are somewhat position and are somewhat confused as to who best fit your confused as to who best fit your needs.needs.

Pre-Written Interview Pre-Written Interview QuestionsQuestions

• Pre-written interview Pre-written interview questions should be:questions should be:– Bona-fide occupationally Bona-fide occupationally

related.related.– A mixture of previous A mixture of previous

experience and future experience and future goals. Questions should goals. Questions should cover experience, skills, cover experience, skills, and desire to succeed.and desire to succeed.

– Should be “open ended” Should be “open ended” to solicit as much to solicit as much information as possible.information as possible.

Pre-Written Interview Pre-Written Interview QuestionsQuestions

• Pre-written interview Pre-written interview questions should:questions should:– Cover how the applicant Cover how the applicant

regards current or past regards current or past positions.positions.

– Probe the applicants Probe the applicants relationships with people.relationships with people.

– Explore aspirations.Explore aspirations.– Stimulate self-Stimulate self-

assessment.assessment.– Determine how the Determine how the

applicant would apply applicant would apply skills, experience and skills, experience and knowledge to the vacant knowledge to the vacant position.position.

Pre-Written Interview Pre-Written Interview QuestionsQuestions

• Avoid illegal Avoid illegal questions such as questions such as questions covering questions covering age:age:– What is your age?What is your age?– What is your date of What is your date of

birth?birth?– How do you feel about How do you feel about

working for a younger working for a younger person?person?

– Does your mother know Does your mother know you are here?you are here?

Pre-Written Interview Pre-Written Interview QuestionsQuestions

• Avoid illegal questions Avoid illegal questions such as questions such as questions covering sex/marital covering sex/marital status:status:– Are you single, married, Are you single, married,

divorced, separated, or divorced, separated, or widowed?widowed?

– Do you have any children?Do you have any children?– Do you have any plans for Do you have any plans for

raising a family?raising a family?– How do you feel about How do you feel about

working for a working for a woman/man?woman/man?

– What does your spouse What does your spouse do?do?

Pre-Written Interview Pre-Written Interview QuestionsQuestions

• Avoid illegal questions Avoid illegal questions such as questions such as questions covering race and covering race and national origin:national origin:– Where were you Where were you

born?born?– What Country are you What Country are you

a citizen of?a citizen of?– What is your native What is your native

tongue?tongue?– Do you have a Do you have a

problem working with problem working with someone of a different someone of a different Nationality/Race?Nationality/Race?

Pre-Written Interview Pre-Written Interview QuestionsQuestions

• Avoid illegal Avoid illegal questions such as questions such as questions covering questions covering disability:disability:– Have you ever filed a Have you ever filed a

workers’ workers’ compensation claim?compensation claim?

– How many days were How many days were you off work last you off work last year due to illness or year due to illness or injury?injury?

– What prescription What prescription drugs are you drugs are you currently taking?currently taking?

Pre-Written Interview Pre-Written Interview QuestionsQuestions

• Avoid illegal questions Avoid illegal questions such as questions such as questions covering religion:covering religion:– What is your religion?What is your religion?– What Church do you What Church do you

attend?attend?– Do you have any Do you have any

religious beliefs that religious beliefs that would prevent you from would prevent you from working on certain working on certain days?days?

– Does your religion allow Does your religion allow you to work on you to work on Saturdays/Sundays?Saturdays/Sundays?

Pre-Written Interview Pre-Written Interview QuestionsQuestions

• A list of A list of sample sample questions can questions can be found in the be found in the website under website under the New Hire the New Hire Forms section.Forms section.