Job Articles - Three Steps to Better Hiring

By Joe Hodowanes
Career Strategy Advisor
J.M. Wanes & Associates

Could your company be at risk of a lawsuit because of hiring process flaws? Avoid potential problem areas by gaining control of your hiring process. You will be able to defend employment related lawsuits if you use a system that allows you to provide a job-related reason for not hiring someone.

Get Control of the Hiring Process

To eliminate the possibility of being charged with bias when selecting people for interviews, choose only the most qualified applicants. You can determine the most qualified people from job-related information on your application forms. Remember that good application forms do not contain discriminatory questions regarding age, race, disabilities, etc.

Companies should follow several control measures:

Standardize all hiring procedures

Develop standard hiring procedures for the entire company, in order to eliminate the problem of various departments using different hiring practices.

Have a policy on unsolicited resumes

You may want to accept unsolicited resumes for some jobs and not others. But every person in the company should fill out an application form, from top management to mailroom clerk. It is also important to have signatures on any disclaimers - such as at-will disclaimers or truthfulness statements. These may be placed on the application form.

Set application time limits

Inform applicants that it is company policy to hold applications on file for a limited time (e.g., 30-60 days). You can put this statement on the form itself or notify applicants by letter. In either case, point out that they need to reapply after the specified time period. However, keep applications at least two years for record-keeping purposes. This will help document the flow of applicants.

Include policy statements concerning the company's legal rights on the application form. At this point in the hiring process, an applicant wants the job. So, regardless of the policy printed on the form, the person will probably sign the application, even if the statements sound a bit harsh. "Softer" statements can be made in the employee handbook.

Determine the job's essential functions

Before starting the recruiting process, decide what the job involves, including production and attitude standards.

Use Selection Procedures that Make a Positive Impact

The image created during the hiring process tells a lot about your company's values and culture. Pay attention to the image you create to attract the best and most highly skilled job candidates. Link the hiring process to your company values. For example, if you value "customer first" and "employee empowerment," be sure to demonstrate that in your hiring process.

Here are some suggestions designed to enhance the positive impact of your selection process:

Schedule

Develop a schedule for the interview process. If possible, communicate the schedule to applicants prior to their arrival. Let them know what to expect by listing all steps in the process: interviews, tests and tours.

Lodging and transportation

Clearly spell out lodging and transportation arrangements. If an applicant is unfamiliar with the area, provide an after hours phone number in case they need help with a problem.

Company information

Ensure that by the end of the interview process, the applicant has information about the company, job and community. Coordinate with interviewers to make sure all this information is given. Also, offer applicants an opportunity to talk with job incumbents.

Accuracy check

Make certain each applicant understands the job. Check their level of understanding so they leave with accurate information.

Interview follow-up

Tell the applicant when you expect to make the hiring decision. Provide them with a phone number or contact name to call during the waiting period.

Help Employees Adapt to the Organization

Employees generally learn to be successful and build commitment to an organization during the first 6-12 months on the job. But often, new employees are not provided an opportunity to do so.

Help your new employees adapt to the organization. Pay attention to socialization and emphasize values, norms, expectations, roles, attitudes, beliefs, habits and people. Employees need to connect with their coworkers and management so they can learn about the organization and its culture.

By teaching adaptation skills, you will benefit not only your employees, but your organization as well. When new employees fit in, their performance improves. In turn, the company saves money that would otherwise be spent because of low productivity or turnover.

Socialization also has a direct impact on an employee's:

Early career opportunities
Advancement
Future salary
Job satisfaction
Motivation
Commitment
Future mobility
Personal satisfaction

Recognizing and implementing some of these tips could lower your company's risks associated with poor hiring procedures. Give them a try!

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Revised: 2008-05-29T01:31:05-0700