Remote Internships

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Internships offer a myriad of benefits, along with some unique challenges, to the students who complete them and for the companies who host them. Internships provide a practical way for students to acquire and refine knowledge centered on their professional path, and companies get a first-hand opportunity to review and mold potential talent for their organization. Traditionally, internships have been onsite opportunities. However the growth of remote internships has multiplied, due mainly to the rise and mainstream use of online and hybrid work models.

Remote internships tend to occur in certain professions more than others. Technology, graphic design, and product development areas have a higher proportion of remote internship opportunities as compared to healthcare and education fields since those areas tend to rely on face-to-face, hands-on education. An internship is an essential piece to the formulation of business acumen for soon-to-be college graduates entering the professional realm, and companies who offer strong remote internships can fulfill that essential piece for those students.  


Remote Internship Benefits

 

Remote interns bring a variety of skills that can be utilized in the virtual work environment.  Often, remote interns tend to be more tech savvy and can navigate technology well.  Remote interns can support employees in their daily tasks.  Idle, yet important, projects can be tasked to interns for completion. The purpose of internships is to show and grow soon-to-be and new graduates the intricacies of the work world with hopes that the intern potentially be a successful hire for the company. Some tasks assigned to an intern might be considered mundane while other tasks test creativity and problem solving skills.

Employees complete tasks of all sorts daily so a solid internship will include both mundane and challenging tasks. Interns want to show their professional insight they have acquired through their learning experiences so companies must give them opportunities to demonstrate their skills.  Assigning solely “grunt work” tasks to interns only stifles the growth of the intern. This could leave a negative impression on them that they could communicate to other prospective talent. Give them a challenge, and let them accept it!  

 

Remote internships truly eliminate geographic barriers. Interns can come from any state or country providing a new, fresh perspective to the team. Students can intern for domestic and international companies while studying at their university, home, or any remote location. This saves companies money as they do not have to provide an onsite workspace and supplies.  The student is tasked with ensuring that they have the resources and workspace necessary to successfully complete the internship. Companies should ensure that interns have the software essential for tasks and provide support in learning the tools needed to achieve in the role.  

Financial Savings of Remote Internships

Remote internships offer financial savings for college students too. With the rising price of investing in higher education, students are taking more loans out to cover costs. Remote internships eliminate travel and commute expenses. Professional clothing costs might be reduced; however, the company should clearly communicate to the intern what type of professional attire is required for the workday. While many remote employees might have had a day or two of working in PJs, especially during COVID times, displaying a professional appearance is still important for employees and interns both. 

Flexibility

Flexibility increases with remote internships in contrast to onsite internships.  Remote interns often are working with a remote intern supervisor(s) and team. Flexibility when working the internship can allow the intern to complete other classes and/or certifications. It can offer them opportunities to expand their professional network as well. For companies, interns can help fill gaps of employee coverage. Companies hosting interns must clearly define work expectations, specifically which hours the interns must be online working if there is a set schedule, to reduce any confusion about the requirements of the internship. Companies must keep in mind that for many college students, this might be the very first professional role they have ever had so what the internship supervisor(s) assumes the intern knows very well might not be known and understood by the intern.

 

Remote Internship Challenges

 

Not being face-to-face with their colleagues and internship supervisor(s) at the company is a huge downfall to some interns.  When being onsite, interns tend to get more immediate feedback necessary for professional growth. Without immediate, guided feedback, interns might struggle to learn what is going well and where there is room for improvement.  To offset the potential lack of essential feedback, interns should proactively ask for feedback and meetings to acquire the internship supervisor(s)’ insight on their performance.

To foster connectedness with colleagues, internship supervisor(s) should create virtual team building activities.  Solicit ideas from the intern on ways they would like to see themselves grow. To provide guidance to interns, companies should provide mentors. Often, the intern will report to the internship supervisor of the company, but that person can frequently be a manager where their time can be diverted to address higher-level situations leaving the intern on their own more than desired. Pairing an intern with a seasoned employee can provide the intern with another perspective to learn from to complement the budding professional relationship with the internship supervisor(s). 

Distractions

Remote interns must learn to block out the noise. In this case, noise can be any distraction that would prevent them from completing the work assigned by the company.  To help eliminate distractions, remote interns must consider the role as an actual job, even if it is unpaid. Create a dedicated workspace in their living arrangement to maintain professionalism during the workday. Remote work, whether it be an internship or as a paid employee, requires discipline, time management skills and stellar organization, and those skills can take time to refine. If an intern cannot manage their time and focus on completing the tasks at hand, they might leave a negative impression on their internship supervisor(s) that could follow them into the professional world post-graduation. 

Diversity

Emphasizing the value of diversity to the intern is very important. For some interns, this will be their first opportunity to work with professionals from other geographic areas. This interaction can expand interns’ global business perspectives. It is important that new interns be aware of the benefits and valuable perspectives that colleagues from other cultures provide in the mutual quest to achieve the company’s mission. Learning to more effectively use inclusive language when communicating is a skill for everyone. Cultural awareness, for onsite and remote internships both, benefits all those involved and acclimate individuals to the beauty of other views.  

Conclusion

Offering remote internships can attract a target audience of soon-to-be graduates that can bring new insights to an organization. Remote internships must be carefully monitored and crafted by an organization before bringing remote interns onboard. However, once a remote internship program is implemented, a company will be able to welcome new interns that very well could become moldable talent to be hired as full-time or part-time staff to help the company attain their goals. Finding talent to fill vacant positions is a challenge for most organizations. Interns can be key resources to filling a company’s talent pool. Don’t miss out on the opportunity to work with impressionable and enthusiastic talent!  If your organization is looking at hiring interns but is unsure where to start, reach out to ExactHire’s Full Service Hiring team. We can help you post and screen potential talent to fill your company’s hiring needs.

Back to School: Balancing Parental Responsibilities and Work

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As the summer draws to a close, parents and guardians face the annual transition of sending their children back to school. This period can bring a mix of excitement and anxiety, as families adjust to new routines, schedules, and responsibilities. For working parents, balancing the demands of a career with parental duties can be particularly challenging. In this blog, we will explore strategies to help working parents navigate the back-to-school season, ensuring a smooth transition for both work and family life.

Establish a Back to School Routine

One of the most effective ways to manage the dual responsibilities of work and parenting is to establish a consistent routine. This includes setting regular wake-up and bedtimes, planning meals, and scheduling homework time. A well-structured routine can help reduce stress and ensure that both work and family obligations are met. For instance, setting aside specific times for school-related activities can prevent the last-minute scramble that often accompanies a busy workday.

Communicate with Your Employer

Open communication with your employer is key to balancing work and parental responsibilities. Many employers are willing to offer flexible work arrangements, such as adjusted start and end times or remote work options. If you anticipate needing flexibility, discuss your needs with your manager and explore possible accommodations. Transparency about your situation can help your employer understand your commitments and support you during this transitional period.

Utilize Technology

Technology can be a valuable ally in managing the back-to-school season. Digital calendars and scheduling apps can help keep track of school events, parent-teacher meetings, and work deadlines. Additionally, many schools now use online portals to communicate with parents and share important information, such as assignments and grades. Staying connected through these platforms can streamline communication and help parents stay informed about their children’s academic progress.

Delegate and Share Responsibilities

Balancing work and parenting is not a solo endeavor. Sharing responsibilities with your partner, co-parent, or other family members can ease the burden. For example, one parent can handle morning drop-offs while the other takes charge of after-school pickups. Delegating tasks such as meal preparation, laundry, and household chores can also free up time for both work and family activities. It’s important to communicate openly with your partner or support network to ensure a fair division of labor.

Set Realistic Back to School Expectations

It’s essential to set realistic expectations for both work and home life. Recognize that it may not be possible to excel in every area at all times. There will be days when work demands more attention, and others when family needs take precedence. Being flexible and adaptable can help manage these competing priorities. Setting boundaries, such as designated “family time” or “work hours,” can also help create a healthy balance.

Prioritize Self-Care in Back to School Routines

In the midst of juggling work and parental responsibilities, self-care often takes a backseat. However, maintaining physical and mental well-being is crucial for managing stress and staying productive. Whether it’s a morning jog, a yoga session, or a few minutes of meditation, finding time for self-care can recharge your energy and improve your overall outlook. Additionally, ensuring that you get enough sleep, eat a balanced diet, and stay hydrated can make a significant difference in your daily routine.

Stay Organized

Organization is key to managing a busy schedule. Create a family calendar that includes work commitments, school events, extracurricular activities, and important deadlines. Color-coding different activities can make it easier to visualize and manage the various responsibilities. Keeping a dedicated workspace at home, free from distractions, can also help you stay focused during work hours.

Seek Support When Needed

It’s okay to seek help when the demands of work and parenting become overwhelming. This could mean enlisting the help of a babysitter, hiring a tutor, or reaching out to friends and family for support. Additionally, many workplaces offer employee assistance programs (EAPs) that provide resources for stress management, counseling, and other support services. Utilizing these resources can provide relief and help you manage the back-to-school transition more effectively.

Embrace Flexibility and Adaptability 

The back-to-school season can be unpredictable, with unexpected challenges and changes. Embracing flexibility and adaptability is crucial for navigating this period smoothly. Whether it’s a last-minute school closure or a sudden work deadline, being prepared to adjust your plans can reduce stress and help you stay on track. Keep an open mind and be willing to pivot as needed.

Conclusion

Balancing work and parental responsibilities during the back-to-school season can be challenging, but with the right strategies, it is possible to manage both successfully. By establishing a routine, communicating with your employer, utilizing technology, and prioritizing self-care, working parents can create a harmonious balance between their professional and personal lives. Remember, it’s essential to set realistic expectations and seek support when needed. With patience and adaptability, you can navigate this transitional period and set the stage for a successful school year ahead.

Remote Work and Summer Travel

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As I write this blog, I am working at my elderly parents’ home, hours away from my home office, while they are out running errands. After I finish work, my gears will shift from employee-mode to daughter-mode. Where I will assist with tasks for which they need my in-person help. At the end of the day: work tasks = ✔ and daughter-mode tasks = ✔.  Having this flexibility to work in an alternate destination motivates me to continue to go above and beyond for my employer.  COVID spotlighted the growth of the remote work concept and showed the world that many roles could be effectively completed somewhere other than a typical office environment. That message has encouraged many employees to collaborate with their managers on enhanced flexible working arrangements allowing employees the ability to work in destination locations.

Working in a destination location offers the employee the ability to work as usual, and then after work, experience new sights. Or connect with others outside the employee’s home. An employee, with the proper tools, can work anywhere…their elderly parents’ home, between long airport layovers, at a summer or winter home, in a different city, or at the hotel / AirBnB before their child’s event. An employee’s partner might need to travel to a domestic or international location so why not work together remotely for a period of time?  In a post-COVID world, remote work is embraced by employees and companies, as long as productivity is not impeded. With careful planning, strong supports in place, and clearly defined parameters, employees can productively work in alternate remote locations offering the ability to perform and rejuvenate.

Remote Work Guidelines

There are many factors for HR and managers to consider when establishing guidelines for remote work outside the home office.  Working in alternative remote locations, such as destination locations, does not mean the employee is on vacation. Job responsibilities must be completed; however, it can be revitalizing for employees to work in a travel spot of their choice. To help employees understand what geographic work options are available, clearly defined policies and open communication with management are essential. In any role, communication is the pivotal concept that determines the relationship between employee and manager.  The two make a team, and they must be in tune with what goals, timelines and expectations exist for each other.  Location of employees is irrelevant if either the employee or the manager cannot effectively communicate ongoing efforts to achieve the company’s goals. 

Alternative Remote Work Policies

When crafting alternative remote work policies, HR and management must address key items:

  • Locations – Are there any locations (countries or cities) that are prohibited to work? This could be due to security concerns, lack of accessibility to essential resources, or outbound travel constraints.   
  • Work hours – Will work hours vary? How will work hours be adjusted if time zones are different? Will there be any flexibility to work in the evening instead of the day?
  • Length of stay – Is there a time limit that an employee can work at an alternative location? How will the employee recover productivity to offset travel time?  
  • Equipment – What equipment will be provided by the company and the employee? What hardware and software are required for use? Is there a need for converters if working internationally?
  • Damage and/or Theft – If a company device is damaged or stolen, what is the timeframe to report the loss? How will company devices be replaced?  What is the process to mitigate loss of data? Can the employee use a personal device as a temporary replacement for a company device?
  • Security – What are the expectations to maintain security of confidential material? Especially for businesses who handle sensitive tasks, are there locations that an employee cannot work to maintain security?  Consistent Virtual Private Network (VPN) use and prohibiting the employee’s use of free, unsecured wifi are typical expectations. 
  • Fees – Who is responsible for certain fees? (i.e. mobile hotspots, shared workspace venues, internet fees, etc.) Are there any fees that the company will not cover? Include a clause that additional expenses should be pre-approved to mitigate the potential for employees to expect reimbursement for line items that could be denied by the company.
  • Tenure – Is there a length of time that the employee must have worked before an employee can work at a destination location outside a home office?  Companies might want a specific amount of time to evaluate the employee’s productivity, dependability, and communication skills before offering this option. 

 

Managing productivity

When working at a destination, although work hours might vary, work responsibilities do not. An employee working at an alternate destination must maintain their focus on their essential tasks for completion and not allow distractions to affect their performance.  Staying organized is crucial to ensuring tasks are completed on time. Organize oneself with electronic checklists to verify tasks and questions are addressed.  Managers should schedule periodic check-ins with the remote employee no matter the remote employee’s work location.

Check-ins should be on camera for a more personal feel. Chat software can be used for ongoing communication with managers and teammates during the workday. Use a shared calendar so teammates are aware of meetings, project due dates, and other key timelines. Create a travel friendly work area. Confirm there is adequate desk or table space for devices. Make sure video meetings are in reduced noise areas with backgrounds that do not detract from the content being discussed. While an employee might be working waterside and maintaining focus, it can be distracting to others if they see and hear “tourist-y” sights and sounds.  Noise canceling headphones are a must for any remote employee. 

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Tools

The best part of remote work is that the tools necessary to perform are often what employees already have and use, making the transition for employees to work anywhere in the world more feasible for companies. Connectivity is essential when working remotely so an employee must have reliable, high-speed internet access wherever they work.  Before traveling, the employee should research the internet connectivity and security options in the alternate work destination. Use a Virtual Private Network (VPN) to ensure security of communications and data. 

Mobile hotspots are an option, but consider investing in a portable wifi device. If taking or shipping company equipment, get company permission first. Bring technology that replicates the home work office. If an employee uses one or more monitors, include those items when packing, and ensure they are carefully shipped with tracking and insured. Locate shared workspace resources before traveling. Working at a shared workspace offers the benefit of stable, speedy internet, electric plug-ins, and private areas for calls and confidential work. These spots can be rented for a day, week or month. Using SaaS tools like an applicant tracking system and onboarding platform allow HR and other hiring professionals to work anywhere in the world where there is an internet connection. 

Conclusion

Working remotely outside the home office does not have to impede productivity. Having the opportunity to see new sights or visit loved ones in non-local areas after work can boost the mental wellbeing of employees.  Productive employees who feel connected and supported by their employers are more likely to stay at the company. This provides the opportunity for the company to promote its benefits. As well as enhance its allure as a positive place to work. Also, enhanced flexibility could reduce turnover therefore saving time and money, eliminating costly turnover. Some employees seek to have solitary time in a different location. While others might want to take extended time away with their families but still work effectively. Different surroundings can generate heightened productivity with multiple personal rewards where the employee and the company both win. Let the creativity flow wherever you go!

Mid-Year Performance Reviews

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Human Resources professionals and managers are well-versed on the annual performance evaluation process, but they may have challenges including another integral piece of the employee review process: mid-year performance reviews.  Both mid-year and annual reviews are essential to the growth and development of the employee which impacts the company’s profitability.  It is crucial to have a plan in place on how, when and why to conduct mid-year performance reviews. Here’s how to make it simpler…

Performance Review Timing

Typically, annual performance evaluations are once a year. These can be on or near the employee’s workiversary or at the end of the calendar or fiscal year.  The focus of performance evaluations tends to be more reactive than proactive. Reflecting on the past year’s successes and challenges. Managers communicate the employee’s goals as obtained or unattained with the inability to modify the goals established at the beginning of the year.

When managers conduct mid-year performance evaluations to reevaluate and refine goals, they can save time and boost profit and productivity for the second half of the year.  Mid-year performance evaluations are proactive efforts. Examining what is and is not working and strategize how to achieve established goals by the end of the year.  When managers complete mid-year performance evaluations, they show their commitment to their team members with actions to devise strategies that support the employee and the team in their efforts to achieve end-of-the year goals.  

Why Mid-Year Performance Reviews?

Mid-year performance reviews do not replace the need for managers to have ongoing communication and check-ins with employees on a regular basis. Open, frequent check-ins are part of employee accountability to provide essential, immediate knowledge on the direction of current projects. Communicate the benefits of mid-year reviews to employees so they welcome the conversation instead of being apprehensive about it. Mid-year reviews serve as a “temperature check” to determine the employee’s overall satisfaction in their role. As well as help chart a map towards meeting the remaining end of the year employee performance goals.

When managers conduct mid-year performance reviews with their teams, it provides an opportunity to ensure the team is aligned with the company’s goals, mission and vision and promote employee engagement. Open dialogue in a mid-year performance review gives the employee and manager insight into what they are feeling. It gives an opportunity for the manager and employee to work together and brainstorm solutions to reduce barriers preventing the employee from performing and being the best employee they can be.  

How to Prepare

Mid-year performance reviews require organization and analysis.  Managers should take a few days to prepare for the meeting with the employee after reviewing performance data, KPIs and productivity measures. List strengths of the employee’s performance to share early in the conversation. Thoughtfully reflect on the areas where the employee needs development, and ask the employee what they need from the company to meet established goals. Always give specific examples of tasks that went well or could have been improved for reinforcement.

Be aware of trends or situations that might be affecting employees’ performance. Higher inflation costs, staffing shortages, and supply chain issues impact the company as a whole, but effects from those global influences inevitably trickle down to employees. Higher inflation costs make the profit margin shrink so employees have less room for error when spending or making goods.  Staffing shortages can reduce the capacity of the most productive employees when they are faced with covering for additional role(s) while performing their own. Delays in acquiring essential items for operation can delay the final product. The global market is truly an intricate puzzle with factors and people that carefully fit into the whole picture to make the prize product.

Conducting The Performance Reviews

Conduct the mid-year review in a comfortable setting if possible. Go to lunch together, even if the employee is remote.  Order food delivery or reimburse the remote employee for the working lunch session.  If providing lunch is not feasible due to team size or budgetary constraints, have the session in a neutral meeting room for onsite and hybrid employees to mitigate concerns of “being called into the boss’s office”.  For remote-only employees, managers and employees should schedule a time that works on the shared office calendar.  Take into account differing time zones, time off and other related factors. Conduct remote mid-year reviews with the camera on to make it more personal. 

Setting Goals

Use the mid-year review conversation with the employee to reexamine existing goals. Are existing goals ascertainable? If meeting certain goals is in question, brainstorm why and how those goals can be attainable. Are there goals that need to be modified or eliminated due to shifts in responsibilities? If certain goals have been attained, what new goals can be created? Listen to the employee’s thoughts. Because the employee is in the depth and breadth of their role, they might see challenges and opportunities that the manager does not.  Managers must listen to the employee’s observations and concerns. Be candid with the employee as to what can and cannot readily be changed. 

 

When collaborating with the employee, listen to their ideas and concerns. When goals need to be set or realigned, be SMART about goal setting.

 

S

Keep the goal specific. Too many facets of one goal can be daunting and overwhelming for an employee to understand and achieve. When a goal has multiple layers, it can be difficult to determine if or when it was completed.

M

Define how the goal will be measured.  Whether a goal is quantitative, qualitative, or a mix of both, parameters must be established. Both the employee and the manager must not end the mid-year performance review without confirming understanding of what is being measured and how it will be measured. 

A

All goals must be attainable in you performance review.  Goals must be feasible for the employee to achieve. Management must ensure that all employees have applicable resources available for employees’ use. If goals are unreasonable or unattainable, employees will feel the frustration of what could be viewed as their inability to meet goals. In these situations, often job loss of some format occurs – voluntary or involuntary.  Companies would prefer not to terminate employees unless absolutely necessary because of the cost and time to replace the terminated employees.  Employees would prefer to stay at a company if they feel they are supported professionally and personally, and if those needs are not met, they will find work with a different company.  Companies lose with turnover so managers should be a catalyst for their employees’ success.  

R

Make the goal relevant to the employee and the company. Ensure that goals for the employee intertwine with the employee’s professional development and the company’s goals for productivity. When an employee uses their professional knowledge and skills to achieve company goals, it delivers personal fulfillment for the employee while boosting the company’s development. 

T

Employees need to know when goals are due so make them time-bound. Goals without a due date can be overlooked or ignored by employees and potentially their managers. Establishing a timeline of due dates to share goal updates, progress or stagnation statuses, and, ultimately, the final results provide employees with clear expectations of what is expected by when. Time-bound goals hold both the employee and manager accountable for their deliverables.

Conclusion

A company’s success is a marathon and not a sprint. Mid-year performance reviews provide the opportunity for managers and employees to collaborate on what is needed to successfully cross the finish line. Creating SMART goals will help managers and employees stay on their path to enhanced productivity as both entities know what is expected and when. Use the time after the mid-year review to keep communication flowing. Check-ins to determine how employees are proceeding on their paths can help. Strategize, as needed, if established goals need modification. When management has open communication, not to hear but listen to employees, the emphasis truly is on the team.

Managing Time Off Requests

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Kids are not the only people who count the days to summer vacation…adults have their own countdown as well. June, July, and August, in addition to December due to its many holidays, are the months when employees request time off more than any other time of the year. Federal holidays that might yield a day off here and there simply might not be enough of a break from work. By mid-year, employees can feel in a “rut” and need an extended break from the work environment.  Research shows that employees who use their vacation time are more productive. Employers who support their employees’ use of vacation time have higher employee engagement and retention rates. With careful planning and effective communication of policies and procedures, employers can successfully balance summer vacation requests without impeding productivity.

Paid Time Off Policy

To alleviate any confusion on how vacations can be taken, a clearly defined paid time off (PTO) policy needs to be in place and communicated with all employees. When creating a PTO policy, include specific information about vacations at peak times such as summer months and December. Often employees with children want to take time off together for travel during summer. Their children are out of school resulting in an influx of PTO requests during these peak times. Eloquently, but succinctly, describe the guidelines, parameters and expectation of paid time off for employees. PTO policies must be clearly defined and address these factors:

 

  • PTO accrual: How is PTO accrued?  Is there a general bank of time that is used for  both vacation and illness, or are there a certain amount of hours or days allocated for illness only and personal matters (travel, appointments, etc.) only? How can employees check their amount of PTO time?

 

  • PTO allocation: Is there a maximum time of PTO that can be used in one duration? Is there a minimum amount of notice needed for PTO requests?  Are there specific months that employees cannot take PTO? While most companies offer PTO as a benefit, employers are discouraged from prohibiting employees from taking PTO during certain months. However, if there are no state or local paid leave laws prohibiting it, employers can restrict employees from taking PTO during certain time frames if the employees’ absence would cause undue hardship on the company. (FMLA would not fall into this caveat.) Word of caution: employers who offer PTO but have strict limits on when and how it can be used tend to have more employee turnover.

    

  • PTO request: Is there a limit of PTO requests per month? How do employees request PTO? Does the request get submitted to the direct manager only, or are there any other people or departments (i.e. Human Resources, area manager(s), etc.) who should be included also? How can PTO requests be canceled if needed? Is there an online or paper form to submit, or is it emailed to designated employee(s)?  Be cautious of paper.  Not only is it environmentally unfriendly or cost ineffective, but if a paper PTO request gets lost, it will wreak havoc on scheduling.  

Time Off Reminders

Vacation policies must be communicated at the time of new employee orientation and acknowledgement can be documented in the company’s employee onboarding software. Policies and reminders to use PTO should be communicated frequently by managers and HR to employees. Ensure policies for time off are clearly defined and understood by all employees to mitigate the potential for denied PTO requests. Having a clearly defined PTO use policy helps prevent the company from being short-staffed in peak times. Policies must be consistently enforced in all locations of the company.

Time Off Planning

Consider starting a new year campaign in January to encourage employees to plan and schedule their vacation time for the year. Post-holiday blues can impact productivity and motivation. Encourage employees to plan ahead for their future “fun times” early in the year which helps managers begin to plan for staff absences and task delegation. During peak PTO times, teams must be aware of their members’ PTO absences. Have a sign or a board to create a visual reminder of who is out of the office and when they are slated to return.

Include out-of-office updates on the team’s shared calendar to help employees plan accordingly to prevent overlapping PTO requests by teammates. If overlapping PTO requests occur, management should refer to the PTO policy when granting or denying time off.  Some policies will include parameters on the number of employees out-of-office at one time. While other policies might be more lenient depending on the workload and if it is a busier time internally.  Company policies should include “tiebreaker” criteria. Does seniority of the employee matter? Is it based on who submitted the PTO request first? How much time off have the employees already taken?  We should not take out the human in Human Resources so it is important to consider the personal motivators driving the PTO request as well.  

Communication

Prior to going out-of-the office, the employee should communicate with their team and/or manager about the status of key items. Are due projects completed?  Are there any items that are pending or awaiting outside or internal communication that should be addressed? Teammates often pick up the out-of-office employee’s duties while they are out. Provide cross training on tasks early so employees who are in the office do not have a learning curve. This can limit bad performance in the out of office person’s tasks in addition to their own.

Consider incentives for those employees who want extra hours. Or those who step up to cover responsibilities for teammates who are out of office. When multiple employees within a team or unit are out at the same time, know what the parameters are for contacting them in case of emergency. Incorporate efforts to reduce the tasks and projects employees must complete immediately upon return.  

 

Encourage all employees to use allocated vacation time. Time off is meant to be a way to reduce stress and prevent burnout. While vacations are meant to be relaxing and refreshing, the thought of “all the work” that an employee must catch up on upon their return often leads to people not wanting to use vacation time leading to burnout and frustration. Let the employee come back and stay refreshed back at work after time away. That is the purpose of PTO – time off. When companies encourage the use of PTO, it communicates a vested interest in the physical and mental wellbeing of its employees making the company more desirable to current and prospective talent. It is a win-win for all!    

Conclusion

If your HR team needs support with hiring during these summer months or throughout the year, learn more about ExactHire’s Full Service Hiring.

Navigating the Hybrid Work Landscape

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Having trouble attracting applicants to apply for your hybrid or remote positions? ExactHire offers outsourced hiring services for an affordable, flat fee that can improve your hiring results and save your team dozens of hours and thousands of dollars.

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Many employees were thrust into working from home during the COVID pandemic. And with that, employer perceptions of where employees could effectively work changed completely. Likewise, employees had their eyes opened to the fact that, depending on the role and duties, work could be completed somewhere other than the communal company building.

Four years post-COVID’s havoc on the global market and work environments, and some concepts have not changed. The “work somewhere other than the company site” epiphany has not waned however. Companies and employees are at a crossroads on how to address employee wishes to work remotely with the necessity of working onsite. 

To maintain and increase productivity while mitigating a loss of talent, companies are evaluating how to balance the remote wishes of employees with the benefits of working in the office landscape. With this in mind, companies and employees are embracing hybrid work landscapes. This is in an effort meet the ever evolving needs of employees and the company itself in the business world. Leading this work paradigm shift is not an easy task; however, navigating the hybrid work landscape is essential for companies to maneuver in their quest for maximum productivity and retention of talent.

Hybrid Work Styles

Hybrid work landscapes have different setups, and those can be determined by company leadership. Four main styles exist. Flexible work schedules allow employees to determine when they will be onsite at the company. As well as when they will be working remotely. Scheduling is employee driven provided work performance is not impacted, and open communication occurs between employees on the schedule in place.  Fixed work schedules are company driven schedules. Managers and designated company leaders establish the schedule of when employees are onsite and remote.

The other two setups, office driven and remote driven, are opposites in nature but are set up similarly.  In an office driven setup, employees are onsite most of the time with the ability for occasional remote work while in a remote driven setup, employees are remote the majority of the time with occasional onsite work.  All four hybrid work landscapes have their purpose. When companies evolve into a hybrid work landscape, it is essential that the company finds the most beneficial landscape that meets the scope of its business and supports the work culture established.  

Communication

Balance and communication are the keys to success in navigating any hybrid landscape. Get input from employees regarding their needs and preferences. If employees do not have the option to share their insight about hybrid work arrangements in development or already in existence, this could result in unhappy employees who will seek employment elsewhere.  Managers and Human Resources professionals must solicit employees’ insight and listen to collective feedback.  If employees feel like they can share their thoughts and are listened to by their managers, this will help with the workflow.  Everyone wants to be listened to…not just heard. 

 

Setting Location

Understand the scope of work that needs to be completed, and identify the best place for the work. Some tasks which require collaboration might be best suited for onsite work time. Others might be perfect tasks for hybrid work. When together in person, this can give teammates a chance to connect with each other generating strategies to solve tasks and questions at hand. Remote work can be beneficial for project completion, research and independent work. When remote, social chats and distractions can be muted allowing more uninterrupted time to complete tasks. Managers and employees must communicate strengths and challenges when working in both formats to identify the most effective work landscape for each team player to effectively complete individual and shared tasks which drive the company’s success.

Checkpoints

No matter the location, it is crucial for teammates to know the status of tasks, projects and scheduling.  Set checkpoints for teams to communicate with each other and with managers.  Managers and employees must work in unison to ensure that internal and external stakeholders are aware of key details. Chat software works well when employees are working remotely. When onsite, use that same chat software to ask onsite teammates when a good time is to chat about a particular item. Interrupting a person’s focus on a particular project or task can impede productivity. Face-to-face communication is beneficial; however, give employees the chance to finish projects and gather relevant material to answer questions before springing into their onsite workspace.  

 

Respect each other’s schedules. Depending on the set up of the organization, flexibility should be integrated as that helps with work-life balance. If a teammate is out of the office on PTO, has shifted their schedule to attend to personal matters or if they are working different shifts or in different time zones, ensure there are visibly scheduled “do not disturb” or “unavailable” indicators to prevent communication at inopportune times. More importantly, employees need to respect those boundaries. This means not communicate during teammates’ unavailable times unless there is a bona fide need that cannot wait. Pinging with questions when an employee is asleep or at a doctor’s appointment is not going to enhance team morale. This respect and flexibility is critical to hybrid work success.

Keeping the Same Schedule

Keep routines. In the office, if certain meetings are held at specific times, hold those consistently onsite or when remote.  When working remotely, keep a schedule there too.  At home, have a designated workspace that is purely for work to help establish boundaries between work life and home life. Having a dedicated work area makes it easier to “leave” work at the end of a work at home day when the area used for work is not used for personal matters.  Put a personal touch on communication too. Connections are important when people are not around each other consistently.

The average person spends over 90,000 hours at work in their lifetime. So it is important to develop and maintain connections within a team. Provide opportunities for employees to share what is going on in their lives if they want to share.  Do not require personal sharing though as some people might not feel like talking about specific personal events that are occurring. 

Conclusion

Working in a hybrid work landscape creates a bridge between the office and remote environments.  It gives employees the chance to be autonomous yet interconnected with others who are focused on shared goals.  Hybrid work landscapes promote environmental responsibility with reduced pollution due to fewer trips to the office. They also are timesavers by reducing employees’ commute times. Hybrid work landscapes are dependent on collaboration and communication. By empowering employees to work in a landscape that meets individual and company needs, productivity and personal satisfaction will increase creating a win-win situation for employees and the company itself.

Who Needs Full Service Hiring?

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Full Service Hiring can be a huge help to HR teams. HR professionals tasked with recruitment know how difficult it is to find and hire the right talent. They are often pulled here, there, and everywhere to collaborate with other departments — someone always needs HR’s help! Unfortunately, this often results in recruitment activities that do not get the focus and time required for successful hiring.

Time is of the essence when hiring. Open positions result in lost productivity and money for the company. Key talent might land at your competitor if the hiring process is too long or presents candidates with a negative experience. With so much at stake, it’s helpful to ask yourself a few key questions about whether Full Service Hiring is a good fit for your organization.

 

Key Considerations for Full Service Hiring

  • Are you failing to attract enough qualified applicants for your open positions?
  • Are you observing a high candidate drop off rate in the hiring process?
  • Are you taking too long to screen and qualify applicants? 
  • Do you struggle to quickly communicate with applicants and schedule interviews?
  • Is your HR department focused on other duties that take the focus off the hiring process? 

All of these items and more can impede your recruitment efforts. This is where our team can save the day. Led by a team of SHRM certified strategists, a Full Service Hiring team works with companies from start to finish on hiring projects that companies need help with. Here’s how…

 

Full Service Hiring Process

Full Service Hiring is a personalized experience. Our team works with you to learn about your company and what makes an applicant the best fit for your culture. With that understanding, they craft an engaging and descriptive job ad that attracts the right job seekers. They then post and manage your job ad in the right places to convert interested job seekers into applicants.

To boost your application conversion rates, the team examines your job application to create an optimized application experience. As the applications are received, the team reviews each application and a member of the team conducts an initial screening interview to determine if they are a good fit for your organization and vacant role(s).  

On a rolling basis, the team delivers every qualified candidate to you, engaged and ready for your consideration. You make the final decision whether to hire, interview further, or withhold from consideration.

Full Service Hiring Vs. Recruiting Agency

Full Service Hiring is not to be confused with a recruiting agency, which can charge high fees based on a percentage of each new hire’s annual salary. In contrast, our team functions as an extension of your organization through a defined scope of work. This work is provided for the entire term of the agreement for one affordable flat fee. Our fee can save you up to 70% on hiring when compared to a recruiting agency. Additionally, you are able to make an unlimited number of hires for that one fee–this means the savings compared to a recruiting agency can really add up!

Explore ExactHire Solutions

 

Is Full Service Hiring for me?

Let’s examine five workplace scenarios where Full Service Hiring can help a company save time and money on its way to successful hiring.

 

Scenario 1 – My company lacks internal resources for hiring!

Are you a one-person HR team tasked with recruiting, hiring, onboarding, benefits, training, and all the other tasks and responsibilities assigned to “the HR Department”? Even if your company has an HR team, the intensity and amount of operational and strategic tasks that exist can be daunting.

Businesses that need to focus on strategic functions can outsource the recruitment process to ExactHire’s Team to save time and money. Let them complete the recruiting tasks while you focus on completing strategic initiatives. When the Full Service Hiring team coordinates the recruiting process, your company will have more time to focus on strategic initiatives to strengthen your competitive edge and promote growth.  

 

Scenario 2 – My company hires often!

Is there a lot of turnover within your organization? Is your organization growing with the need for more talent?  Do you simply not have the time to spend on hiring? Open up time for other duties by working with ExactHire. 

The Full Service Hiring team will collaborate with you to address your frequent hiring needs and learn about your culture. As a job opening develops within your company, the Full Service Hiring team will spring into action by first learning what you are looking for in your ideal candidates for this new position. The relationship built between your company and the Full Service Hiring team provides a solid foundation to prepare for anticipated and unexpected hiring needs. 

Scenario 3 – My company does not hire often!

Does your company have a high employee retention rate? Companies with low turnover or who rarely hire might not be as adept in the intricacies of recruiting if it is not a process engaged in often. 

When was your company’s job application reviewed for brevity and clarity? The Full Service Hiring Team will work closely with you to examine your application. We will make sure it collects what you need while delivering a positive application process for applicants.

Haven’t posted a job in awhile? It is important to know your target audience, so the Full Service Hiring team will make sure your job ad will be posted to the right job boards, and that it is visible to the right job seekers.  

 

Scenario 4 – My company hires high volume!

Do you hire for seasonal roles?  Do you have a new project that needs multiple employees?  The Full Service Hiring team understands the demands of high volume hiring. We will work to find the candidates that you need.  No “per hire” fee with Full Service Hiring…one flat fee provides unlimited hires under that umbrella which is a huge cost savings for your company.  

 

Scenario 5 – My company needs to fill niche jobs!

Need to hire for a hard-to-fill role? Let the Full Service Hiring team handle those roles. Our team has access to over 25,000 job boards to post your hard-to-fill role in order to reach an expanded audience of potential applicants. Your job ad will be shared with nationally recognized job boards and industry-specific boards to reach a larger applicant pool. Specialties are the Full Service Hiring team’s specialty!

Whether you belong to an HR team, or you are an HR department of one, it is easy to become consumed with countless duties delegated to HR. And when these internal tasks multiply, it is not uncommon for the recruitment area to feel a negative impact. Take the weight off your shoulders, and let ExactHire’s Full Service Hiring Team lead the recruitment process for you.  

 

ExactHire Full Service Hiring

ExactHire is a nationally-recognized employment software and services company with clients across a wide variety of industries. Its team of SHRM certified strategists has helped thousands of  small businesses succeed in hiring since 2007.

Remove the hassle from your hiring process. Save time and money by outsourcing your company’s hiring needs to ExactHire’s Full Service Hiring team. 

Learn how Full Service Hiring can help you today!

The Art of Delegation

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How many times have you heard a coworker say, “But it is easier if I do it myself!”?  Or are you the employee that says that?  We’ve all said that statement at one point in time, but if we are regularly saying that it is easier to do things ourselves instead of delegating responsibilities to teammates, it is time to reevaluate if it really is easier if we continually do tasks on our own. Delegation is a crucial skill that managers must understand and utilize otherwise the company’s potential will be hindered. Let’s explore the benefits of delegation by managers in the workplace.

What is Delegation?

Merriam-Webster defines delegation as “the act of empowering to act for another”.  In the work environment, delegation is often defined as sharing or transferring tasks from one person to another. Both of these definitions are correct and intertwined. Managers can transfer tasks to their team members, and colleagues can share tasks centered on achieving the common goals of the organization. Delegation is not solely about the delegator passing on duties to the delegate; it is more.

Delegation is the concept of the delegator trusting the delegate with the responsibility to complete the task(s). As well as granting them the authority to make the best decisions possible related to the task(s) leading to the outcome produced. While not all outcomes will be positive, trust still creates the foundation of delegation. When properly communicated from the delegator to the delegate, this transfer of responsibility can become empowering.  Managers show they have trust in their team members to complete tasks. Colleagues can enhance creativity and collaboration when they work together on responsibilities focused on a unified target. The power of teamwork is unhindered. 

Time Saving Capabilities

Delegation is a time saver. (Yes, it is true!) The American Psychological Association (APA) puts the kibosh on claims that multitasking equates greater productivity. In fact, research states the opposite. When a person “multitasks”, it is more taxing on their cognitive functions. It can lead to increased errors and time spent on tasks. Multitasking is often a way of life for managers as they are motivated to ensure their team succeeds and that they demonstrate their contributions to the profits of the organization.

A key reason why delegation can be challenging for managers is fear.  Managers can possess fears that people will perceive them as incapable of performing certain tasks or completing projects on their own. Strike that fear down, and start delegating. When managers delegate tasks and projects to their team members, it helps the team strengthen existing skills and learn new skills which then make the whole team stronger. Productivity increases through collaboration and trust. In a post-COVID world, employees are seeking a better work-life balance. Delegation provides that opportunity. When managers delegate tasks within the company, they acquire more time for strategic initiatives to grow the company and its employees. 

 

Employee Development

Delegation becomes a concurrent method of employee development and succession planning.  When a manager delegates tasks to their teammates, this gives teammates a chance to learn new skills while building on existing strengths.  As teammates grow in skill and confidence, leaders arise making them viable options for promotions or replacements when a new position is created or a vacancy arises. Ultimately, a company’s best asset for success is its people. When employees are not provided growth opportunities or do not feel that their skills are valued, they will find a different company who values them. Do not lose key talent to competitors by not empowering teammates to handle new responsibilities and projects. 

 

What Tasks to Delegate

Managers should not delegate tasks that they would not want to do themselves nor should the delegated tasks be the hardest to complete. This will defeat the goal of enhanced efficiency and productivity leading to generated feelings of frustration.  Look at each team member’s strengths, and select activities to delegate which reinforce each team member’s strengths. Make sure each teammate knows what is expected of them, and clearly define the goals and expectations of the delegated task(s).

Discuss what type of communication is preferred. Establish check-in parameters so it does not look like the manager is micromanaging and the team member is on their own. Collect and listen, not hear but listen, to feedback acquired from teammates in check-in sessions so delegated tasks can be adjusted or redelegated if needed. Provide resources and training to delegates as needed.  Most importantly, ensure that employees feel appreciated. Appreciation can be shown in many ways such as thank you notes, lunches, company swag or other tokens. When managers show gratitude for employees’ efforts, that increases positive morale and leads to enhanced commitment to the company by employees. 

How Delegation Helps Managers

Delegation affects the hard and soft skills of all those involved, including managers. Managers learn how to communicate expectations, gauge deadlines and evaluate team members’ blatant and inconspicuous skills. Team members learn how to communicate updates and questions, data analysis in decision making, and adherence to timelines and expectations. Both managers and teammates are affected if delegated tasks are completed well, completed poorly or left as incomplete. Success and failure affect all the stakeholders involved. 

Conclusion

Do not let “But it is easier if I do it myself!” become your mantra.  Delegation provides the opportunity for managers to show confidence in their employees and talents. It shows that managers believe in the decision making skills of their employees. This builds a stronger level of trust as a whole within the company.  When employees feel they are trusted to make good decisions and complete designated responsibilities, (AKA empowered), retention increases and a positive work morale becomes contagious. Profits increase for the company.  Delegation is a skill, and it takes time and practice to refine that skill.  If you’re hesitant to delegate, take small steps as you practice refining your delegation skills. Small steps lead to big results.

 

If you are seeking to delegate your hiring needs but are lacking the resources and support you need, explore ExactHire’s Full Service Hiring. A team of SHRM certified strategists will work with your company to handle your hiring needs.

What is Full Service Hiring?

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Finding talent to fill job openings within an organization is not an easy task. Most human resources professionals can attest to this. Candidly, the recruitment process can be a hassle. Full Service Hiring can greatly help with these issues!

Technology can simplify recruitment tasks and processes, but this does not guarantee the desired results. Hiring success requires more than just a software solution. It requires expertise and quality human-to-human interactions.

Why Your Hiring Process Fails

There are a number of reasons why your hiring process may fail in producing your desired results. These include:

  • Job seekers are not applying to your jobs because the job ads are not compelling.
  • Your job ads fail to reach enough job seekers.
  • You are inundated with applicants that fail to meet your minimum requirements. 
  • Your qualified applicants drop out of the process without notice or reason (ghosting).

The above experiences may extend your hiring process into a months-long slog, or even force you to restart the process at square one when openings are not filled. That leads to a loss of time/productivity for hiring managers (who have other full-time duties), which can translate to reduced customer satisfaction–and ultimately, profit.

But there’s a way to get off the hamster wheel of inefficient hiring, and use your time for more strategic efforts that can positively impact the bottom line. That’s where Full Service Hiring comes in!

What is Full Service Hiring?

Full Service Hiring is a managed service solution that helps employers realize hiring success by removing the time-consuming, yet vital, hiring tasks that require expertise and personal touch.

ExactHire, a leader in employment software and services, provides this solution for companies that either need additional people power, or that want to transition their work entirely to a proven outsource partner.

Full Service Hiring Vs. Recruiting Agency

Full Service Hiring places a team of SHRM certified strategists in charge of managing much of the recruiting process, but this is distinct from a recruiting agency in a few key ways:

Cost

A recruiting agency often charges a fee of 20-30% per hire of the hire’s annual salary. Full Service Hiring is not based on a per hire recruiting fee. Instead, it is based on an affordable, flat fee that is up to 72% lower than a recruiting agency.

Results 

A recruiting agency often delivers two or three candidates to a client for final consideration. Full Service Hiring hands off every qualified applicant that meets your hiring criteria. You can then choose to hire as many candidates as you need for that one, flat fee.

Employer Brand

The Full Service Hiring team works on behalf of your organization and represents your employer brand to the job market. This means that your job ads promote and leverage your company brand–not that of a third party recruiting agency. This is especially important for large, ongoing hiring initiatives that seek to build awareness around your career opportunities.

How does Full Service Hiring work?

First off, Full Service Hiring provides a customized solution within a time-tested framework. The Full Service Hiring team works closely with you and your internal team to learn the details of your hiring process and how your company is different from your competitors.

Additionally, the team understands that the ideal candidate will differ slightly for each job opening. So they take the time to learn what makes an ideal candidate for each of your openings, and for your organization’s culture as a whole.

Once the team has learned about the qualities, skills, credentials, and other pertinent details essential (or optional) for the job opening, the team moves into action.

Below are the main phases of Full Service Hiring:

Write Job Ads

Leave the wordsmithing to the Full Service Hiring team. They are thoroughly knowledgeable in how to craft attention-getting, informative job ads that convert job seekers into applicants. 

Buzzwords and jargon are left out in favor of straight-forward language that highlights the benefits of working for your organization in a role that aligns with a job seeker’s career interests. Job ads will also be neutral and free of words that could generate unconscious bias.

Optimize Job Application 

The Full Service Hiring team reviews company job applications and identifies ways to increase applicant conversions. Does the application collect essential information from the applicant? Is the application too long? Is the application process quick and mobile friendly for the applicant? 

The Full Service Hiring team will evaluate the application to make it an optimal application experience for candidates resulting in a conversion rate boost.  

Promote Job Ads

It’s time to promote the finely crafted job ad to the world. But you don’t want just anyone applying; you want the most qualified people applying.  

With access to up to 25,000 job sites, the Full Service Hiring team will post and manage job ads on sites that will produce the results you need.The team analyzes data and measures traffic to identify the most relevant job boards for your job openings. 

It’s reassuring to know that there is a team of professionals monitoring where your company’s jobs are being posted and how they are performing. 

Screen Applicants

The applicants are flowing in, so it’s time for the our team to evaluate them. 

The team uses the initial hiring criteria you provided to identify all qualified candidates for your job opening. All members of the Full Service Hiring team are SHRM certified and have years of experience working in and around HR, so you can be assured that this process is both thorough and objective.

Applications do not sit for days, waiting for review. The team quickly jumps into action as applicants apply to your job ad. Applications are reviewed, and a member of the Full Service Hiring team can schedule and conduct initial interviews to determine if they are a good fit for your organization and job opening. 

Personalized, timely communication is essential to a successful hiring process, and the Full Service Hiring team is committed to delivering this with every job opening, and every job applicant.

Review Candidates and Make Hiring Decisions

After applicants are screened, the Full Service Hiring team will deliver you all qualified candidates, in real time, giving you a steady stream of the most qualified candidates available for your final consideration. You decide the next steps. 

Will you interview again? Will you reject? Or will you hire on-the-spot?  The decision is YOURS, and the Full Service Hiring team will be there to provide insight as needed.

Why ExactHire Full Service Hiring?

ExactHire has helped employers improve their hiring process and results since 2007. We know the challenges associated with hiring in all types of job markets because we’ve worked to solve those challenges with thousands of HR professionals and business owners across the U.S.

With this knowledge, and our proprietary software, we are able to offer Full Service Hiring at an affordable price that helps organizations grow their workforces and scale their businesses.

Let the ExactHire team put its years of experience and expertise to work for you. Together, we can help you save time and money while improving your hiring process and outcomes.