What to do right – and what to avoid – when it comes to finding the right person for the job
By Daniel McCoy
When trying to build the best possible team, it’s important not to lose a good recruit because of the interviewing or hiring process. A simple slip can send the potential employee scurrying to your competitor, or to an attorney. Here are a few dos and don’ts to follow during the interviewing process.
Do have a set policy on the application process.
If you are not hiring, it can be discriminatory to refuse to give one person an application but then give an application to another. Often, this might occur when two different staff members have access to the applications and there is not an agreed upon policy.
A specific day and time can be set aside to accept applications. The same is true for the interviewing process. This eliminates being interrupted during busy hours. However, it is important to hold to this policy for all potential applicants to avoid appearing to show favoritism.
Do treat the applicant as a guest.
Be punctual, and don’t force them to wait for the interview. That can be viewed as a power play, and it can quickly backfire. The applicant might feel intimidated but might also decide this is not the company to work for. In a society that treasures speed in everything from meals to purchases, expecting the applicant to wait to be interviewed past the set time is counterintuitive.
Do create a question template and follow it closely with all applicants.
This will help avoid discriminatory practices by ensuring all applicants are given the same opportunity to answer the same questions. While the temptation to “drill down” from the answer is understandable, the interview can easily get off course and you could miss asking important questions in the time allotted.
Do ask permission and take notes during the application.
A bad ink pen is better than a good memory! If you have all your interviews in one day, answers and applicants can easily get crossed. Good note taking is a skill that will be developed over time but does assist in the selection process. Many managers often rely on a “gut feeling,” but notes can expose that the answers were not as great as they remembered.
Do understand the communication methods of today’s younger workforce.
A recent conversation with an 18 year old revealed he did not answer his phone if he did not recognize the number. He rarely checks email; his method of communication is texting.
Most companies do not have separate phones to text applicants, however, apps to text from a computer do exist. Establish the method and time to communicate with the applicant. For example, “We will make a decision by Friday at 3:00 p.m. and will be sending a text. If you have not heard from us by then, assume the position has been filled. “
There are also things to avoid in the hiring process.
Don’t simply download any application and expect it to be compliant with all state and local laws.
For instance, there are 35 states, including Georgia, and over 150 municipalities as well as companies like Starbucks, Walmart and Target that have passed the “Ban the Box” law. This law forbids the employer from asking about the applicant’s criminal history on the application. Some have gone further, not allowing the information to be known until after an offer of employment is made, contingent on a background check.
Seventeen states and at least 20 municipalities, including Atlanta, have passed laws requiring the salary history be omitted from the application, and some have outlawed questions regarding it, as it is felt this could lead to discriminatory practices.
Don’t hire a body to fill a vacancy with the hopes of making them better or replacing them soon.
Hours can be wasted on training someone that really does not want to be trained. It is harder to fire an employee and recruit another one than to find the right one to start with. If you don’t have time to do it right, when will you have time to do it again?
Don’t let someone else do all the onboarding and initial training after making the hiring decision.
It is important the applicant feels a sense of importance to the company, and the manager represents the company to the employee.
Don’t fail to check references and backgrounds.
The employee represents the company to the customer. While not always true, history is the best indicator of future actions. Many companies will not give a lot of information on previous employees due to fear of a lawsuit, but time worked, eligibility for rehire and range of salary are sometimes provided. Gaps in time on the resume need to be explained.
Don’t fail to document everything, especially job offers and acceptance.
This avoids issues down the road. While it is not required, all businesses with employees should have an updated employee handbook. Each new employee should receive a copy and acknowledge they have read it. Policies regarding social media, use of electronic devices on duty, firearm policy, drug use and drug testing, attendance, PTO, pay, performance and reviews are a few items that should be covered.
Daniel McCoy has been a business consultant with the UGA – Small Business Development Center at Kennesaw State University since 2017. In his role with the SBDC, he has been a key player in more than 45 new businesses going from idea to sales, including restaurants, franchises and food trucks, and has assisted in more than $10 million in capital infusion. He has more than 20 years experience in the banking industry and 14 in the retail world, and is a Certified Professional for the Society for Human Resource Management (SHRM). For more on how the UGA Small Business Development Center can help your concept, go to georgiasbdc.org.
