In business, we frequently need to employ a new person and there is absolutely a right and wrong way to do this (and varying levels in the middle). As someone who is an experienced business coach, but who also has run a private employment agency, I know a little something about recruitment and retention.
Here are My Top 11 Tips on Things to Do When Putting on a New Employee
1. Have a Position Description (PD)
Having a PD not only helps in the recruitment process, but the new team member (I’m going to call them that from now on, as it’s a nicer term than employee) also knows clearly what their job is. This means they know what they should be doing, and it’s harder to say “Oh, didn’t know that was my job” six months later when they are asked why they’ve not been doing a certain task, especially if that task is important. Things run so much smoother when everyone knows what they are meant to be doing.
2. Recruit Well
As this blog isn’t specifically about recruitment, I’m not going to go into that in a big way (although something I definitely assist clients in getting right) but what I will say is that you should take the time to screen and interview, do all checks or tests and absolutely reference check. A quality reference check, done well, will tell you potentially more than what you discover in an interview.
3. Be Action Focussed
At present, there is a shortage of people, so be sure that you’re realistic about pay levels that you’re offering, packages are appealing and you absolutely don’t dawdle as you’re recruiting. Good people will go literally overnight and you’ll be left with little or no choice of candidates.
4. Understand What an Interview is
Some bosses think this is their time to find out all about the candidate and nothing else. It runs both ways; this is an opportunity for the candidate to suss you out and decide if your business is somewhere they want to work. It’s sort of like a first date; you’re assessing each other. And like a first date, you should be putting your best foot forward (both of you). Sell the job, but always, be honest and don’t oversell the position. If you lie, get the person and then they discover it was all a complete lie, they will quit in the first day. Balance of appeal and honesty is important.
5. If you Find the Right Person …
Then (I said it before) – don’t dawdle. Just because you maybe only interviewed one or two people, but you know this person is great, you don’t have to interview 5 more to confirm this is the right choice. Chances are, by that stage, this great person will have gone. If you find the right person, offer them the job, and if accepted, confirm the offer in writing immediately. If someone has to give notice to a current employer, then they need to feel confident the new job is theirs. Be aware also the old employer may up the ante and make a counter offer to keep them. Consider how much you want the person before you get into a bidding war. And if you’re the old employer, I know you’ll be wondering how long that person will stay before they look again. You may want to start counter training other staff so that that employee isn’t detrimental to your business; it’s happened once, it will likely happen again.
6. Induct Well
Starting a new person isn’t just saying “Hey, here is your desk, see me if you get stuck, see ya.” Even the most experienced person needs to be shown the ropes at your business. Everyone does things slightly (or hugely) differently. I share with clients my Induction Checklist, so if you’re a client, ask me for this. My checklist starts with the administration of starting a new person, such as Employment Agreements, getting their bank details, right through to training, WH&S and introducing them to the team. The most dangerous time in employment is the first three months; that’s when people mostly leave a job, so you want to ensure you don’t just onboard them well, but you’re nurturing them.
7. Retention
I’ve talked about ‘nurturing’ and an important part of recruitment is staff retention. You’ve got a new person on board, so make sure you keep them. Often this is about great communication, checking in, showing you do care. Remember it’s the right thing to do and keeps staff, but it’s also good business. A happy worker is a productive worker and on average it costs a business 1.5 times an annual salary to replace a person. Loss productivity, potentially lost customers or sales, recruitment costs, time in inducting … well, you get it – it just makes sense to have your workplace a place that people want to spend half of their waking hours at. People have come to realise that life is too short to work in a job that they hate. Don’t be that employer!
8. Reviews
These can be quite formal, or somewhat relaxed, but should happen on a regular basis. For some team members, they see this as an opportunity to ask for a pay rise, but if you do them frequently, then communicate the purpose of the approaching one. This is a great way to see how the person is going, see what training they would like and benefit from and generally check in. Most people want to please and improve and grow and learn – so giving people these opportunities are good for your business.
9. Training
I know some bosses say they don’t want to train someone who will just take that knowledge and go, but reality is, if they don’t, they may lose that person anyway. Develop a training matrix for your business; everyone is different. If you’re a trade business, then the skills will be different for an accounting practice, but the matrix concept and format will be similar. List all the skills possible and together with the team member, rate them on what they feel they are at with each level. Where there are lower levels of competency then these are great areas to schedule into their Training Plan. Likewise, if there is a new technology, product or methodology, then that’s also something great to add to the Training Plan.
10. Fun @ Work
I know you’re at work to make a dollar, but work can be fun, whilst being productive. Try to have a bit of a laugh with the team, or organise lunches once in a while (but make it regular), or social events. Ask your team what they’d like to do. One thing I always like to do was shout the team to lunch on the Friday of the first week of a new member coming on board. This allowed the new person to feel welcome and everyone could welcome them on a more personal level.
11. Reward Good Effort
When someone does a great job (or puts in a big effort) be sure to be appreciative. Now I’m not talking about walking past everyone’s desk on a Friday afternoon at 3pm like clockwork and saying “Thanks everyone for your hard work”. A genuine ‘Thanks’ at the time works well. Too often bosses are looking for the opportunity to reprimand, or at least improve their team – so be looking to be positive too. Financial rewards might be tied in, with a bonus, or it might be a dinner for them and their partner, or some flowers on their desk. You might give the team an ‘early mark’ (paid) if the week’s targets were achieved. Find ways to reward your team and keep them happy.
If you’re wanting any help with business coaching, wherever you’re based in Australia – just reach out to me here – My passion is your potential!
