In this exclusive blog series, Kwantek and Affinity HR are partnering together to take a deep dive into the full lifecycle of employees in high-turnover industries - specifically Building Services and Contract Security.
Twenty years ago, posting a job was a huge task.
Most businesses would call their local newspaper rep to give them a short description of a job. The smart ones would set up a call tracking phone number to assign attribution to different lead sources.
A day or two later, their job would appear in the newspaper and have staff ready and waiting by the phone for their next new applicant.
Today, that’s not the case.
And, within a matter of hours, applicants can start pouring in, sometimes by the dozens.
Applicant tracking systems like Kwantek then make it easy to contact, rate, and move applicants throughout the hiring process efficiently.
With these barriers removed, posting a job can easily become an afterthought. That’s just human nature. As a result, opportunities are missed and businesses can become exposed to compliance risk.
Before you post any job, it’s important to have a structured plan in place to ensure maximum applicant volume and be prepared to handle it well.
Here are the three critical elements that must be nailed down before you even think about pressing that “post job” button.
Have a clear understanding of the roles and responsibilities
Many times, people hire based on the person who was previously in the role. It’s not clear what they really need - they just know they need to replace Jane.
This is reactionary hiring.
While all hiring is going to be somewhat reactionary due to fires, quits, or gaining a new contract, it’s extremely important you know exactly what each role is going to need to do.
This is even more important when you’re hiring a site manager.
The site manager is the lynchpin between your company and your client. In your sales process, you should be gathering a pretty good idea of what’s most important to your clients and how they are going to define success.
In the hiring process, you have to understand the nuances of what your client wants to see and balance that with who that site manager is going to be managing.
The site manager must be able to deliver the results your client wants while also being able to relate to the team members they are managing.
Defining what that looks like is key.
Prepare Your Interview Questions
Once you have defined the roles and responsibilities of the job, you need to create interview questions that will help you grade your applicants on how they will fit within those responsibilities.
One of the most common mistakes we see in the pre-hire process is inconsistent interviewing.
Your company is extremely susceptible to EEOC lawsuits stemming from the interview process. Sure - you’re hiring for a relatively straightforward position, and the interview is really quite easy.
But you should never be complacent about your interview questions, and you need a structured plan in place for EXACTLY what interview questions you’re going to ask.
Once you have these questions in place, do not deviate from them. Each candidate should receive the exact same questions in the interview process. A good rule of thumb for avoiding EEOC risk with your interview questions is this: if it’s not directly related to the job, don’t ask it!
Structure Your Hiring Process
Legendary management consultant W. Edwards Deming once said: “If you can't describe what you are doing as a process, you don't know what you're doing.”
For businesses in a high-turnover industry like Building Services and Contract Security, having a rock-solid recruitment process and workflow is one of the biggest differentiators between growth and stagnation.
Before you post that job, you need to be well aware of each person’s role in the recruitment process - who is involved, who is the ultimate decider, and what criteria will be used to make the decision.
Create a Panel
Hiring costs are soaring as competition for the same workforce is greater than it has been in decades.
This makes it more important than ever before to ensure you’re making the RIGHT decision so you don’t have to go back to the drawing board prematurely.
We recommend having a panel of interviewers (2-3 people) for every every hire - from a night-time cleaner or a general manager.
Panel interviews keep people in line with their questioning, and you’re less likely to deviate from your plan.
Assign the Roles
Once you have your panel, assign roles to each person.
For example, one person can be the primary interviewer, while the other is checking for body language and analyzing cultural fit within the organization.
Whatever your roles are, have them pre-defined at the beginning.
Know Your Criteria
Lastly, knowing the criteria you will ultimately use for making the final call is vital for protecting against unintentional bias.
A good way to think about your criteria is by using what we call the Rule of Thirds:
- ⅓ Experience - what’s on their resume? Do they know how to operate a floor waxer? Have a well-defined list of minimum and preferred experience.
- ⅓ Cultural Fit - For field workers, your site manager is the best judge of this. They will have a strong gut feeling on whether or not the person will be reliable, whether they will be a good fit on the team, and a good fit at the site.
- ⅓ Behavioral Assessments - What does the data say? Pre-hire assessments like our Working Style Assessment can help you identify the role in which the employee would thrive the most - if any at all.
The beauty of job boards and applicant tracking softwares like Kwantek is it makes hiring more convenient than ever. Forget about paper, forget about calling your sales rep… Just press a few buttons and get it done!
And while that is so true - there is always (knock on wood) going to be a human component to it.
Software only solves half the battle.
The other half is making sure you have the right processes in place to properly vet your candidates and move them through your hiring funnel in an efficient and compliant manner.