Let me start this blog post with some of the oft-heard laments that it addresses:
- “We can’t find good people!”
- “We’re terrified of hiring the wrong people!”
- “There’s so much turnover! Our employees’ first few weeks on the job are invariably chaotic—with the confusion contributing to the turnover.”
- “This turnover is costing us a fortune, not to mention a huge duplication of effort!”
- “Too much is falling through the cracks, even during normal growth or turnover!”
Is that enough exclamation points for you? If you can relate, read on!
Tips for building a tip-top system
You want to create a hiring system that:
- Saves time for the founder, CEO, and supervisors.
- Increases the learning of new jobs for all new hires.
- Reduces supervisors’ wasted efforts and fear.
- Makes the supervisor’s job 100-percent easier each time you add a new hire.
Well, I’m here to help. Follow the tips below and you’ll be sure to:
- Find better people faster.
- Beat your competition for the best employees.
- Create an easy-to-maintain system of real-time continuously updated job descriptions.
- Retain your better employees through bonuses, engagement, and empowerment.
Here, then, are my top five tips for embarking on the Great Talent Hunt:
- Take an inventory. Before you begin the hiring process, perform an inventory of skills to determine what you need next. Ask yourself: “Where are we now, and what do we have?”
- Update the job description. Who is your target for the ideal hire? Use my Evergreen Job Description technique (detailed below) to help you.
- Compete to win. Understand that there’s intense competition for employees. Your next champion is out there—but he or she may be working for your competitors now. To attract them, it’s all about marketing. So, write a fantastic ad. Implement an employee-referral incentive program. Create or update the “Careers” section of your company website. And understand where your compensation fits in with your geographical and business competition to be sure you are paying the right amount, because cheap help is too expensive!
- Cast a wide net. Send your ad to your personal contacts, your suppliers, and possibly your clients, advisors, and other community influencers. Post that puppy where it can be seen, appreciated, and shared.
- Build a secret screening request into your ad in order to screen out those who cannot pay attention to details or follow instructions. That request might look like this: “Please send me a cover letter and your resume and include the words ‘best administrative assistant’ in the subject line of your email or cover letter.” Voilà! Those who follow the instructions are likelier to be good candidates—and those who don’t, aren’t.
Introducing Evergreen Job Descriptions
You’ll like this. It’s something I’ve been working on with my clients and will help you a ton.
It’s a method of updating job roles, while keeping the supervisor from becoming the “administrator of the HR function of job descriptions.” It simultaneously saves the owner from the headaches of clerical work, while saving considerable time when it comes to updating job descriptions.
It gets better. When included in annual performance reviews, it maintains always-ready description of roles and responsibilities for any team member. And it saves big money on HR consultants who will gladly rewrite all the job descriptions for any company… for thousands of dollars.
Whetted your appetite? I thought so. My Evergreen Job Description system goes like this:
- When they start at your company, each new employee should be given the most recent copy of their job description; perhaps this is the one that was used to hire them—or it’s the last one from the previous person at that job.
- As part of their initial orientation, each new hire is then told that they’re expected to help update their own job description, replete with roles and responsibilities. It’s not just an exercise: Translating their understanding of the duties in the draft description into writing will help them to learn and retain important functions of their new job.
- Next, the supervisor checks in on that specific function in a 15-minute meeting each Thursday for the first four weeks of the job. At this time, the supervisor will get to see how the new hire understands their role and learns what else is being asked of that employee during their day, which may have been overlooked in the job description. In this way, “phantom job expectations” can be eliminated. Contradictions in duties can be discovered and discussed. And actual expectations and role deliverables can be course-corrected early.
- After just one month of this routine, the refined job description will be both comprehensive and up to date.
This system is easy to implement with a few new people, in just a few months. Eventually, when used with annual performance appraisals, the whole company will have well-documented roles and responsibilities for core and support functions. At that point, the company will have a perpetually self-updating system that’s ready to go, with only minor tweaks required, the next time that position grows, splits, or needs to be refilled.
Want to learn more about this wonderful technique? Contact me at [email protected]. I can teach this to your group, replete with real-life job descriptions and examples, in about 30 to 40 minutes.
About the Author, Patty DeDominic
After decades of building her own multimillion-dollar enterprise, Patty became an angel investor and business consultant. Today she is a no nonsense, fun loving Business Coach for high achieving teams. Two of Patty’s business clients in the past few years achieved unicorn status ($1B), many are on the Inc 500 fastest growing companies list and boast over 38% annual growth rates.
Patty founded and built PDQCareers & CT Engineering, the 600 employee Recruiting/Engineering Outsource Contracting firm doing business across the USA and in 3 countries (Japan, the Philippines and Jamaica). She successfully founded, then acquired companies and after placing over 250,000 people she sold in 2006. That business and former clients are now part of America’s largest specialty staffing supplier, Employbridge.
Some of her chairmanships include: The LA Chamber of Commerce, the National Association of Women Business Owners and the Foundation for SCORE.org where she helped start the private million-dollar fundraising projects.
Patty also worked closely with Dr Jane Goodall, as board member and chair of governance to scale the Institute and expanded to over 60 countries with Roots & Shoots, a network of kids making a difference for their communities, the environment and animals. She loves her animals including chickens and donkeys and today she gets to live in the “country” on Wings Ranch in Santa Barbara county.
Patty DeDominic is a business coach to businesses exceeding $10 million in annual sales. Named CEO of the Year by the Los Angeles Business Journal, she also received a Lifetime Achievement Award from two United States Presidents and built, grew, then sold a 600-employee firm that is now part of a billion-dollar staffing leader.
dedominic.com/strategy or text me at 805 453 7490 to see if we can help you find more than a few hundred thousand hidden in your business. We did with 4 new clients this quarter. My goal is to help clients net one million more before year end!