Hiring The Best Employees

Hiring The Best Employees
The employees you hire can make a huge difference your business.
While you may be tempted to hire the first person who interviews, doing so can be a big mistake.
A company, particularly a small one, cannot afford to hire employees who fit their business, start smart by taking the time to construct an advertisement that  CLEARLY describes the job description before you even begin looking for candidates to interview.

Job Description

Decide the requirements of the job being filled.
What kind of personality, experience, and education are needed?

Accomplish this by doing a job analysis covering the following :

  1. How the job will be done (the methods and equipment to be used

2) Job goals and how they relate to other positions in the company

3) The qualifications needed-knowledge, training, skills and personality, if job requires any contact with customers.

The job description includes the job title, whom the person reports to, and a summary of the position. However, it also lists any educational requirements, desired experience and specialized skills or knowledge required.
Include a salary and benefits package.
List any physical or other special requirements associated with the job, as well as any occupational hazards.

BEFORE any hiring is done, or subsequent hiring, make sure you have a Company Policy Manual in place.
Educate, and inform if it’s new hire, your employees.
You need to inform your employees about your policies and procedures related to fraud, the internal controls in place to prevent fraud, the organization’s code of conduct and ethics policies, and how violations of these policies will be disciplined.

Every employee should sign a form to verify receipt of this Company Policy Manual and sign again when receiving amendments.

A Manager/owner or H.R person should test employees with random questions, pertaining to the contents of the manual, at their anniversary, a review of their performance should be done yearly
The Company Policy Manual should be reviewed yearly and amended as needed.

The Employees should a new Company Policy Manual when amended, for smaller or startup companies a Company Policy Manual in a 3 ring binder makes amendments as easy as adding or replacing a page, much less costly than replacing the whole manual.

Implement an anonymous reporting system.
Every organization should provide a confidential reporting system for employees, vendors, and customers to anonymously report any violations of policies and procedures. Promote and encourage the use of the reporting system whenever possible.

Perform regular and random audits.
Every company should have regular assessments, random financial audits can help pinpoint new vulnerabilities and check the effectiveness of existing controls.
It also lets employees know that fraud prevention is a high priority for the organization.

Investigate every incident fully.
A thorough and prompt investigation of policy and procedure violations, allegations of theft or fraud will give you the facts you need to make informed decisions and help reduce losses.

Senior management and business owners should set the example, a lax attitude toward rules and regulations by management personnel will soon cause a loss of credibility with employees.
Every person in the company, regardless of position, should be held accountable for their actions.

Thorough pre-employment background checks are an excellent way to cut down of hiring questionable employees

They should include:

Criminal history involving violence, theft, and fraud

Civil history regarding lawsuits involving collections, restraining orders, and fraud

Driver license check for numerous or serious violations

Education verification for degrees from accredited institutions

Employment verification to verify positions, length of employment, and reasons for leaving

Interview Procedure

Avoid questions that can be answered with a yes or no answer.
Ask questions that force the applicant to go into detail and allows follow-up questions from you, this will also force the applicant to abandon “stock” answers.

QUESTIONS…some tips on what to ask

If you could design the perfect job for yourself, what would you do? Why?

What kind of supervisor gets the best work out of you?

How would you describe your current supervisor?

What are three things you like about your current job?

What were your three biggest accomplishments in your last job? In your career?

What can you do for our company ?

What are your biggest strengths/weaknesses?

How far do you think you can go in this company? Why?

What do you expect to be doing in five years?

What interests you most about this company? This position?

Describe three situations where your work was criticized.

Your applicant’s answers will give you a sense of their knowledge, attitude and sense of humor.
Look out for signs of “sour grapes” about former employers and whether the applicant is a team player.

Pay attention to the applicant’s general demeanor during the interview.
Are the interested or bored?
Do they slouch or sit correctly?
How are they dressed for the interview?
If the applicant can’t make an effort to sell themselves, they may not make the effort in the position.

Leave time at the end of the interview for the applicant to ask questions, listen carefully and respond.
For example, if their question was ” What would be my expectations for promotion?”
It would show the applicant’s desire for advancement as opposed to “How long is the lunch break?
End the interview by letting the candidate know when can they expect to hear from you You’re dealing with people’s lives, so the time you take to finish your interviews can seem forever to them.
Show them some respect by keeping them informed.

During the interview, jot down notes and take a little time to write down the applicant’s outstanding qualities and evaluate his or her personality and skills against your job description and specifications.

Questions you should NOT ask

1. Race and ethnic origin. Questions about an applicant’s race or ethnic origin should be excluded. Application forms should not request a photograph or inquire about physical attributes like color of eyes and/or hair
Do not ask for information about the social organizations or clubs to which the candidate belongs.

2. National origin. Do not try to determine whether a person is from another country by asking applicants to reveal their national origin or citizenship. However, you may require evidence of eligibility to work in the United States.
Questions regarding the birthplace of an applicant’s spouse or parents should be avoided, as should those about the origin of the applicant’s name.
You should not request an applicant’s Social Security number at this stage and should wait until after employment is offered.

3. Disability. The Americans with Disabilities Act (ADA) prohibits all pre-employment medical inquiries. So, don’t ask questions about specific diseases or illnesses, the number of days the applicant was sick in the previous year, workers’ compensation injuries or claims, mental health problems and history, past addiction to drugs or extent of past illegal drug use, and prescription drug use.
You can inquire about the candidate’s total number of absences in the previous year, as well as about current use of illegal drugs.
You may ask all applicants about their ability to perform the functions of the job.

4. Gender.
Do not ask about a person’s:
Maiden name or gender
Marital status
Preference for Miss, Mrs or Ms.
Family plans
Childcare arrangements.
You can ask if an applicant has ever been known by another name, in order to facilitate accurate background checks.

5. Age. Do not ask about age or date of birth.
You are allowed to verify that the applicant is of legal age to work.
Avoid asking for age-related information such as graduation dates, unless such information is necessary for the job and you intend to verify it.

6. Religion.
Do not inquire about religious holidays observed.
You may ask about the ability to work on weekends or holidays if such availability is job-related.
You may have to accommodate applicants whose religious observance conflicts with work schedules if it is not an unreasonable burden to do so.

7. Union membership.
Do not attempt to determine an applicant’s current or intended union affiliation.

8. Military status.
While you may ask about job-related military experience or training, you should not inquire about a candidate’s military status or type of military discharge.
You should not inquire about future military commitments that may require time off from work.

9. Arrest or criminal record.
Asking about a candidate’s arrest record is expressly prohibited under many state laws and can expose you to claims of disparate impact based on race.
Convictions may be asked about if relevant to the job.

10. Financial status.
Do not ask about a candidate’s financial status, unless it is job-related
Past pay garnishments, or bankruptcy.
You may perform credit checks if you follow the Fair Credit Reporting Act regulations.

11. Legal off-duty activities.
Do not inquire about smoking, drinking, or other legal activities that the applicant may engage in off-duty.

12. Equal employment opportunity information.
Do not ask about prior equal opportunity claims, sexual orientation, or nonprofessional memberships, since these inquiries may indicate the applicant’s protected class.
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