invest in your workforce: simple solutions for recruitment, retention & revenue generation
TRANSCRIPT
Nicola Hawkinson DNP, RNFA, RNThe Business of Pain Medicine
October 8, 2016
Invest in Your Workforce: Simple Solutions for Recruitment, Retention
and Revenue Generation
Recruitment and retention are important for business, but not all
companies know how to begin and complete the process
Recruitment 7 Successful Onboarding Steps
1) Identify the vacancy/need2) Job advertisement and recruitment3) Identifying qualified candidates 4) Interviewing 5) Follow-up6) Extending an offer7) Onboarding
1. Identify the Vacancy / Need
Why is there a need?New Hire
ExpansionIncreased volumeNew practitioner
ReplacementReason for turnoverReview of retention metrics
1. Identify the Vacancy / Need
Treat the hiring process as a key business practice
Have a planHave a timelineReach your goal
1. Identify the Vacancy / Need
What position do you need to fill?TitleReport toJob DescriptionCompensation package
1. Identify the Vacancy / Need
The Job DescriptionTitleReport toScope of practiceResponsibilitiesHours
Good Practice Tips
When you are preparing a job description avoid jargon, abbreviations or acronyms, which can only be
understood by 'people in the know'. Choose the wording carefully so that you do not discriminate
against candidates unnecessarily. Rememberdiscrimination can be direct or sometimes unintentional
and more difficult to spot.Obtain specimen job descriptions from
similar groups or samples from professionalbodies to compare.
1. Identify The Vacancy / Need
Job Description NO No’s“We Don’t Have One”“Can You Just Make One For Me”“Tell Them We’ll Speak To Them When We Get Here”
1. Identify The Vacancy / Need
The Compensation PackagePAY
Consideration should be given to payFactors: market rates, skills, years of experienceSupply and demand
1. Identify The Vacancy / Need
The Compensation PackageBenefits
Can determine the full remuneration packageEmployees are not only motivated by money
Factors such as health care benefits, 401k, and flex hours
The Compensation package need to be accurate and reflect what the employer can actually afford
1. Identify The Vacancy / Need
What type of candidate do you need?Pro’s and Con of the Prior Employee
Think about the qualities of the person who last held the prior
Company CulturePersonality type, interests, geographical barriers
Key AttributesLoyal, hard working, flexible
1. Identify The Need / Vacancy
How do you find a person to fill the job?Internal Candidates
Don’t forget your current employeesProvide opportunity for inter-company advancementRetention, culture
External CandidatesAdvertisementLocal universitiesSocial mediaPartnership with a recruitment firm
2. Job Advertisement and Recruitment
How to SearchHave well-defined strategy
Ensure you the budget / salary lineDetermine the timeline for recruitment Determine your ability to set aside time to recruit / interview as well as time from all others involved in the interview and decision making process
How to Search
Defining the selection processWhat methods will you utilize to searchWhat total number of candidates do you seek to interview before making a selectionHow will you organize the screening and interviewingCriteria for selection
An employee who is the best fit for your position
2. Job Advertisement and Recruitment
Attend live events to meet candidates Create innovative ways to announce job opportunities - AdvertiseJob fairsSocial Media
Web PageFacebookTwitter
2. Job Advertisement and Recruitment
Build a steady stream of applicantsInterview in groups of 3-5 depending
Set aside 2-3 hours for interviewsApproximately 30 minutes each
Allow time to discuss, score and summarizeTake notes, document so as not to forget
2. Job Advertisement and Recruitment
Do• Try new approaches• Think about cost• Seek advice
2. Job Advertisement and Recruitment
Don'tRepeat an old advertisement unless it workedAssume who is right for the jobDiscriminateCopy similar organizations - be different!Be afraid to ask for advice
3. Identifying Qualified Candidates
Resume reviewClean sharp, without grammatical errorsResume paper, crisp not folded or wrinkledAppropriate objective summary / cover letter
How does the candidate represent themselves online? Over the phone? E-mail, In-person?
ProfessionalismLanguage
3. Identifying Qualified Candidates
Resume reviewFor most of you – you will utilize the resume to decide who will be selected for a live interviewAgain
Clearly writtenChronological orderFresh presentationDoes experience reflect the qualifications you are in search of
3. Identifying Qualified CandidatesEmail
Written professionallyClearly stated subject – reason for search
CallSpeaks professionallyLanguage is clear
SkypeDressed ProfessionallyEye contact / enthusiasmWithout distraction
3. Identifying Qualified Candidates
Matching Resume with Job DescriptionEnsure skillset
Do not be distracted by personality compatibilityBe specific
4. InterviewingKnow What You Are Looking For
Have a detailed job description in place so you know the type of candidate you are looking forReview resumes carefully
Short time at jobsGaps in employmentReason for job turnoverUnable to answer questions about previous job responsibilities
4. Interviewing
Time Kills ALL DEALSApplicants should be promptly acknowledgedThey can be considering multiple
Opportunities
4. InterviewingResume reviewCandidate selection for interview
Date, time, locationPractice websiteWho will attendSpecial testing (typing, billing, pivot tables)Personality testingTrial or shadowing daysPlan for a second interview- follow up
4. InterviewingUsually Poorly Planned, Rushed and UnstructuredSome Prep Tips:
Alert the reception area you have a visitor comingEnsure the interview room is private, and not clutteredDo not accept calls, NO TEXTINGHave all documents prepared
JD, Resume, questions and paper for notes
4. Interviewing80/20 Rule
Candidates should do most of the talkingAllow time to answer questionsAllow time for them to formulate questions to youConclude by outlining next steps and follow up
Exchange contact information if you choose
4. InterviewingAsk the right questionsDon’t overlook small things, they could turn into bigger issuesIf their job experience does not match what you are looking for don’t ignore itTake notesUtilize a grading metrixSpeak to decision makers
4. InterviewingSelection Process
The selection process should be just as thorough as the recruitment processDoes the candidate meet the expectations and fulfill the job requirements you have in place?Does the candidate’s experience match the qualifications you are looking for?Does the candidate seem like a good fit? Will their personality be a good match with other employees?
4. InterviewingChoose a “Reserve Candidate”
Second choiceConsider if first choice does not acceptOr, if references and background are unsatisfactory
A reserve candidate will save you from having to go through the process again, and may, in some cases, provide you
with a possible candidate for another position
5. Follow-upA big lapse in time between interview and follow-up could cause you to loose candidatesAct in a timely mannerOrganize- After the interview you should review your notes and contact the candidate within 24 hours about next steps
5. Follow UpDesign a 'points system' to measure howcandidates meet your criteria.For example
3 = exceeds criteria2 = meets criteria1 = partly meets criteria0 = doesn't meet criteria
5. Follow Up References and Background
Design reference questions that are tailored specifically to your business/practiceContact 3-5 referencesPay attention to how the reference talk about the candidate Spend as much time on call with them as possible
You must receive permission from the candidate to call upon his/her references
5. Follow Up
References and Background
Checks should be made regarding the following:• Eligibility to work in the US• Previous employment and character references• Criminal Records Bureau checks• Health screening/questionnaire• Qualifications
5. Follow Up
References and Background
The real importance of references is that theyhelp you to spot the very small number of jobapplicants who give misleading informationabout their past, or are giving false information.
Hire Slow….Fire Fast
6. Making a Contingency Offer
When you feel you have successfully recruited , interviewed and selected a candidate you are ready to extend a job offer
Offer contingent on references and background checkDon’t disengage from the hiring process; Stay involved.
Candidates can be simultaneously receiving multiple offersCandidates may have questions regarding compensation
6. Making a Contingency Offer
The Offer Letter
The principal statement must include:The legal and trading names of the employerThe name of the employee
• The address of the employee’s place of work• Job title or a brief description of the work• The date when the employment began
6. Making a Contingency Offer
The Offer Letter May also include
Pay, and intervals of PayHoursBenefitsGuidelines for resignation / termination
Many states will include employment at will
7. Onboarding Process
Day 1Have the new employee arrive with a plan from you
When and where to arriveWho to report toAn idea of the day’s agenda
The candidate should see that there was thought an planning implemented to onboard successfully
7. Onboarding ProcessGood Practice TipTaylor induction to the individualIdentify a mentor or 'buddy', who can be used tosupport, advise, motivate and encourageA good mentor will view the staff member objectively and give constructive feedback along with general guidance.
7. Onboarding ProcessCandidate-Centric Approach
Create a culture where the best employees want to work.Engaging work environment Set a date for 90 day reviewFollow Up / check in
Retention
RetentionTraining & growth
Well-trained employees feel confident and knowledgeable in their roles, and thus happier in their jobs.
Make sure your practice has a comprehensive employee manual and everyone has a copy of it.
Give each employee a thorough job description on the first day that covers major tasks and expectations.
Assign a veteran employee to mentor the new employee.
Offer to pay for cost-effective online training programs to encourage your employees to grow professionally.
RetentionCommunication
Everyone needs to know what to do and how well they’re doing. Seems simple, but good communication in offices is rare.
Don’t skip performance reviews. Have full, formal reviews every year.
Don’t rely on performance reviews alone for providing feedback to staff; give them encouragement and address their shortcomings regularly.
Schedule a regular all-staff meeting where employees hear about what’s going on in the practice and voice ideas or concerns.
Form staff-led committees on improving work flow or office policies.
Retention Incentives & benefits
Evaluate your benefits package and see if you can offer extra time off, flexible hours, free parking, or gym memberships.
Create an employee of the month program to recognize outstanding work.
Set individual or group goals and reward the achievement of those goals with gift cards, gas cards, movie tickets, or lunch.
Revenue
Revenue
As reimbursement declines, one way to enhance practice revenue and profitability is by adding ancillary services.
Ancillaries assist in maximizing practice profitability, while providing patients with the convenience and continuity of in-house care. Integrated clinical services also can increase productivity, revenue and patient retention.
Revenue The majority of activities impacting both patient care
and revenue within the hospital begin or end with a physician’s signature, and this is unlikely to change regardless of what direction the health system takes.
ConclusionRecruit smartIdentify a strategic recruitment planBe proactive, not reactiveFollow through with your process and be timely
Conclusion
Know what you are looking forTake the interview process seriouslyRespond to candidates in a timely mannerPay attention to red flags
Conclusion
Use references and background check as an aide during the selection processPlan out the new employees first week prior to the start dateBe as organized as possible
Refine and revise your process with each new hire
Questions?
Thank You!
Nicola Hawkinson,DNP, RNFA,RNSpineSearch
www.Spine-Search.com1-516-333-5050