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6 Ideas on How to Increase Organizational Productivity for 2014

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Can you believe it? 2013 has come to a close and what a great year it was! It’s time to think about making some organizational productivity resolutions for the New Year, both for yourself and for your company. Here are some ideas on how to get increases in efficiency from your entire staff during 2014:

Have employees take an assessment

(If they have not already taken one.) Employee assessments can give the employee and the manager a great deal of insight about why a person works the way he/she does. Also, it shows what motivates him/her, as well as, what negatives (or demotivators) you can avoid to keep an employee engaged and efficient all year long.

Switch up the office layout

Change is good and this is a fun and easy way to liven up the office. Maybe its hanging new art or painting a few office walls. Maybe it’s a larger change like switching up cubicles and offices for much of the staff. Think about how refreshing it would be to have a new “neighbor” in the office to get to know each day.

Use an ATS system to make hiring easier

This is an obvious one from our company but if you haven’t already heard, there are TONS of benefits to using applicant tracking software (ATS). It is simple and makes it easy to streamline your hiring process. It’s consistent, compliant and efficient! This will especially help with human resources staff and hiring managers, but the benefits will affect the whole organization.

Have REGULAR brainstorming meetings

This keeps everyone feeling like part of the team on an ongoing basis. It’s a wise idea to take time every quarter to assemble as a group (or subgroups by department) and brainstorm on how to resolve the current issues and opportunities for the company. Don’t just meet once and call it done for the year…build it into your schedule on a regular basis. This helps keep creative juices flowing on all levels and in all business units of the company year round.

Implement employee onboarding software to reduce hiring stress

Again, this is one specifically helps managers and HR, but using a paperless onboarding system can save tons of time and money for the company. This will increase productivity by allowing all new hires to be efficiently added to the team.

Hold an offsite work retreat

We all know the importance of feeling like part of a group, but take it a step further by having a company retreat. Holding it offsite is a fantastic way to recharge as a group. This can be a team building exercise, a nice dinner meeting or even just a brainstorming session at a new location. All of these will help refresh your thoughts and perspectives for the company’s goals and issues. This activity does the ExactHire team a great deal of good when we meet offsite in the fall each year.

All companies are looking to stay productive, increase job fit and offer a fun work environment. We hope you use some of these ideas, as well as our products to ensure you have a successful 2014. For more information, please visit our resources section or contact us.

Image credit: Flickr Chinese Dragon Year Statue by epSos.de (contact)

Ideas to Improve Employee Retention in Your Organization

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Congratulations! You have hired a new team member, and this person appears to be the answer to your organization’s needs. As a leader, you can envision this new employee having a bright future with your company for the long term. This person will complement the organization’s goals beyond your greatest expectations…at least in your vision. How do you connect your vision of long-term achievement with your new employee’s formulating vision of achievement? From the beginning, effective communication about goals, culture and environment with your new team member helps ensure a true collaborative environment in which your new team member is motivated to commit to a productive tenure and reward your employee retention efforts.

How to Keep Your Employees Engaged

Even with a job market that is the most competitive in decades, employees come and go, and the cost of turnover for an organization is a financial and human capital hit that can sink the strongest of ships. Even the brightest employees with tremendous potential can and will leave if their needs are not met. Take a moment to look at some data about the financial repercussions of employee turnover. According to a Fall 2012 report shared by CBS News, for all jobs earning less than $50,000 per year, the average cost of replacing an employee amounts to fully 20% of the person’s salary. More than 40% of jobs in the United States fall into this category. One employee’s departure can cause bruising, but if frequent turnover exists in the work environment, it can cause bleeding that can be fatal to the morale of the employees and ultimately, decrease the lifespan of the company.

What will you and your team do to keep that new asset on board? Organizations can provide various perks to their employees. Affordable benefits, time off, and flexible scheduling are ways to help an employee maintain a work-life balance. Establish a consistent time to meet with your new employee to acquire his/her perspectives while you are sincerely listening more than talking. Often, some of the most important observations can be made by viewing nonverbal language in addition to listening to the details of verbal dialogue.

Use Pre-Employment Testing as a Hiring and Retention Tool

Ultimately, an employee wants to feel challenged and appreciated. Challenged? Appreciated? How do I help my new employee, or even my current employees, feel challenged and appreciated you might ask? Excellent question. Having insight into an employee’s cognitive and behavioral skills can help you, as a leader, effectively mentor the new employee during the initial acclimation phase and throughout his/her career with the organization. Current employees can benefit from mentoring, as well, after receiving feedback from 360 degree evaluations and leadership assessments. To acquire this insightful information about your employees, consider using employee assessments. Pre-hire assessments are excellent tools to help leaders identify strengths and potential weaker areas of candidates. These assessments can be used, in conjunction with interviewing and application screening, to help make a hiring decision, and in addition, identify ways for managers to help nurture new employees’ strengths and coach them as they improve or compensate for weaker areas. Assessments can also be given to an existing team to acquire a better understanding of the team’s motivators and help in succession planning and management promotion.

ExactHire offers a comprehensive selection of pre-employment testing tools that can help you and your organization acquire the necessary insight to lead, and not just supervise your team, while planning for a solid future of growth in your organization. These 360 degree evaluations, leadership and workplace team assessments, along with management potential evaluations are just a few types of assessments available to you. These tools can give you, the leader, a solid foundation of knowledge and insight to help you create an empowering relationship with your team.

For more information about employee assessments available from ExactHire, please contact us today.

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Should I Use Cognitive or Skills-Based Assessments for New Hires?

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It’s no surprise that in an age where there are often many candidates applying for any given job, many hiring managers are using pre-employment assessments to review applicants. Using assessments can help a company find new employees who are the best fit for its company culture and for the position. There are several kinds to choose from; picking the right one for your needs depends a lot on the organization and the type of job being filled.

Cognitive Assessments

These assessments test a person’s ability to process information or thoughts. These tests are similar to IQ tests. They can measure memory, numerical and reading comprehension, speech, the ability to learn and even problem solving capabilities. Hiring managers may use these tests to help determine if the candidate is likely able to meet the performance requirements for a job. By doing this, the new hire and team will be more efficient and this productivity can lead to reduced employee turnover. While pre-employment testing should never make up all of a hiring manager’s employment decision for a candidate, assessments can certainly contribute to around 25-30% of the decision.

Job Skills Tests

These are tests based on a specific job skill that is required for a position. The skills in question might be very broad or very specific. Broad examples include general math, Excel, customer service or grammar skills. More specific examples of these tests might include automotive technology, light industrial math, accounting software, legal terminology or medical billing. As you probably can guess, this type of assessment can be useful in many types of industries. If you need to fill a position that requires proficiency in Excel, than you want to make sure the candidate is up to speed on this software – the skills test would be perfect for this situation. Also, skill-based tests can be useful when hiring for a lot of job openings at once – jobs that require particular skills. You can rank the many candidates based on their scores and do comparisons.

Behavioral Pre-Employment Testing

Assessments that test the behavioral traits of an applicant, especially when combined with cognitive or job skill tests, are also useful. Behavioral traits are sometimes referred to as “soft skills,” but are still very important, especially to job fit and one’s potential to assimilate well into a company’s culture. Just a few examples of the kinds of traits tested include: independence, energy level, assertiveness, sociability, objective thinking and decisiveness. Knowing how the candidate is hard-wired to think and respond to situations is just as important as knowing if one has the skills or IQ to do the job. This type of assessment can help ensure that an applicant is more likely to mesh with the team, department and/or overall organization.

Depending on budget, you may not be able to give assessments to each and every applicant for all open jobs. However, in the long run you may opt to use any one of these (or two depending on the type of role involved) to make sure you make the right hire for your company – especially for the positions that are particularly difficult to fill and/or that experience relatively high turnover.

Selecting a partner to help you administer validated, job-relevant pre-employment testing can prevent you from making a bad hiring decision, as well as save you time, money and frustration! ExactHire offers options in all of these assessment categories and can even assist in building customized job pattern models to establish targeted performance ranges for your organization – these models are invaluable when analyzing candidate results.

For more information about our products, please contact ExactHire.

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How Do You Assess Employees On The Job?

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Well, this blog about assessing employees hits home as I just had my one-year work anniversary with ExactHire. I love my job, by the way, and wish everyone could enjoy coming to work as much as I do! (I am not kissing up because I have already had my annual review!) But, it brings up a good question that affects all employers regardless of size of company or industry…how do you assess employees?

There are multiple traits that can be reviewed to assess your employees:

Quantitative Measurements – these should be the most obvious characteristics to review

  • Performance Objectives – These could be set by management as goals for the employee or for the overall organization. Examples might include sales goals of a specific dollar amount, obtaining a set number of new accounts/clients or safety goals in a production facility.
  • Cost Effective – The employee’s productivity during his/her time at work vs. the cost to have him/her there. This can be a simple measurement for some types of jobs, like in the manufacturing industry where it is easy to count output of units produced, but it may be more complicated to compute in other industries such as consulting or healthcare.
  • Absenteeism or Timeliness – Here is an easy one – most companies have some type of system in place to keep track of tardiness or absenteeism of their employees. Make sure that your employees are not abusing the system.

Personal Behavior – how the employee conducts himself/herself on a daily basis

  • Works well with team – This is important to all jobs but is much more imperative to certain positions or industries. Depending on the nature of the business, if an employee is not a team player, that can make a work situation miserable for many people.
  • Creativity – Again, this one can depend on the position, but overall, reviews how well the person handles change, problem solving and other situations that require the employee to “think outside the box.”
  • Follows policies – Whether in management or low man on the totem pole, this one says a lot about people. Is your employee a strict follower of the policies or is he/she a “rule breaker”? Review how this can affect his/her performance and the performance of others.

Appraisals – evaluations done by various people anytime of the year for various reasons

  • Self – Asks the employee to look at himself/herself to review how he/she thinks he/she is performing at current position.
  • Manager – This is the most standard evaluation given…what does the boss think of the employee? This is important but is far more useful when combined with other evaluations.
  • Peer – This one can be tricky but is equally important. Peers often have a lot of insight into the employee’s overall productivity.
  • 360 Degree – All of the above! ExactHire offers a “360 degree survey” that takes into account all of these appraisal types to produce an overall summary or performance picture of the employee. These are very useful for a company to use for an annual snapshot of the team dynamics as a whole, as well.

Employers can use assessments to reevaluate employees at any time, measuring their cognitive and behavioral traits. If you have any concerns regarding a new hire, keep in mind that the use of employee assessments can help retain talent. In the long run, you will be able to find a good fit for your company as well as for the job at hand. The right person for the job will be more productive and stay engaged in his/her work…creating a positive atmosphere for everyone.

Image Credit: By Employeeperformance (Own work) [Public domain], via Wikimedia Commons

5 Reasons Why Companies Need Human Resources

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I was talking with a friend yesterday who does “life coaching,” and she asked a great question … “Why do you like your job so much?” My answer was simple…ExactHire is a small company so everyone here has to wear many different “hats” and no day is ever the same. We have fun together and work as a team!

The more I thought about it, I was struck by the ironic fact that we work in the Human Resources (HR) industry but don’t have a specific Human Resources department or even an HR manager. Every company needs to practice HR-related activities, but that does not mean each organization is required to have a designated person or department for this function; it really just depends on the size of the company. At ExactHire, since we are a small business, we split the standard human resources duties among several staff members, and also utilize a professional employment organization (PEO).

Regardless of the size of your company, it is imperative that you consider how the following HR-related responsibilities are being handled for your business. That way, you can be confident that the employment brand you are presenting to individuals is positive.

Download ExactHire Company Culture E-book

Recruiting New Employees

At some point, every business needs to recruit new employees…whether due to growth or turnover. An effective recruiting process is key to an organization’s ability to grow and succeed. After all, how can you take on new projects / clients without more employees? In your business, who seeks out job applicants and screens them? You may have a designated recruiter in HR; or, individual departmental hiring managers may handle this duty for their respective areas. Applicant tracking systems (ATS software) can make the process of sourcing and screening job applicants streamlined and paperless, but someone in your business, preferably with an HR background, still needs to champion the recruitment function at your company.

Administering Employment Paperwork

I know…employment paperwork = BORING! But without it, your employees (and you!) wouldn’t get paid, taxes wouldn’t be properly recorded and benefits would not be available to your staff. Don’t forget about worker’s compensation and unemployment – those items require lots of time and paperwork, too! Also, HR should help to keep your business in compliance with federal and state laws. Many small companies can be overwhelmed with these compliance-related tasks, but it is still necessary to perform these responsibilities. Consider a paperless employee onboarding software solution, to make hiring new employees much easier on everyone involved.

Training & Employee Development

When a new employee is hired, who leads the orientation session(s) in your company? Normally, it’s the head of the employee’s department and/or the HR manager. Without HR, new employees might fail to learn critical company policies, and might fall short of feeling truly assimilated into the organization’s culture. Human resources professionals often head up other training programs such as health and safety programs for employees; as well as, sexual harassment or performance management training, too.

Compensation & Benefits Administration

When first accepting an offer with a company, some of the initial questions asked by new employees include “What is the pay?” and “What are the benefits?” HR typically handles all types of employee benefits, from insurance to 401k to educating employees about a flexible spending account. Medical, dental, vision, life, disability…the list of insurance types alone can get very long. Your human resources department coordinates these policies with the broker/provider and on behalf of the employee. HR business partners also manage benefit open enrollment for employees. When you have an issue with insurance, or a change in deductions for a flex account, or want to increase your 401K contribution, you will likely always seek out your HR guru first. Make sure your business has a “guru” resource.

Employee Relations & Evaluating Performance

Lastly, but certainly, not least – HR is usually tasked with championing a consistent and helpful performance evaluation process for employees. This is a big one! If policies are not being followed, the HR manager, in conjunction with hiring managers/department heads, has to step in and correct the situation…whether it’s a safety issue; or, perhaps an employee not showing up to work on time.

This wheelhouse also includes how well an employee is performing his/her function. Maybe the manager thought an employee would be a good fit for a position but it is not working out as expected. Could that employee thrive elsewhere in the company? Using an employee assessment recommended by HR, the organization may be able to help find the right fit for the department among other candidates; or, a new place for the existing employee. Performance evaluation also serves as a mechanism to review progress, and then effectively and sufficiently reward those that are doing a great job for a business.

As you can tell, there are MANY important duties that human resources performs in any company, of any size. Individuals tasked with these types of duties play the role of cheerleader for the employee, and also serve as the middleman between management and the employee. If you are not sure what you can do to improve your employment brand, ExactHire offers several web-based software tools to streamline HR-related tasks…making them easier and more efficient. Contact us today for more information or visit our resources section.

Image credit: Question mark made of puzzle pieces by Horia Varlan (contact)

Top 5 Considerations For Understanding Employee Assessments

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Employee assessments have been around for decades. Organizations use them for hiring, team-building, conflict resolution and succession planning. While there are many legitimate options for these tools in the marketplace, there are many more that either aren’t very reliable or, worse yet, aren’t legal to use in certain situations. I get asked about these a lot, so it seems to make sense to help frame out some of the key things to consider if you’re currently using (or plan to use) assessments in your organization.

For my purposes here, I’m going to focus on behavior/personality assessments. That’s because these are the types of assessments whose accuracy and applicability are typically most difficult for people to confirm.

The Big Five Personality Traits

Most of these assessments are ultimately based on the “Big Five” personality traits. To make it easier to remember, you can use the acronym “OCEAN”:

  • O = Openness (degree to which someone is open to a variety of experiences)
  • C = Conscientiousness (willing to work, self-discipline)
  • E = Extraversion (importance of social stimulation)
  • A = Agreeableness (cooperative vs. antagonistic)
  • N = Neuroticism (need for stability)

Beyond these Big Five, most assessments now have created varying numbers of sub-scales to look into these various traits in more detail. Regardless of how they might be configured, having this basic working knowledge can help you to make sure a given assessment has at least the beginnings of being legitimate. Now, let’s look at five items that can help you be even more discerning in your evaluation:

Ipsative vs. Normative

Ipsative assessments are forced choice tools that provide a measurement of a person’s relative strengths in various categories. These types of tools tend to be used more in post-hire activities, as they don’t compare a person to others.

Normative assessments measure a person’s characteristics against confirmed patterns of normality — the population at large. Due to this, these types of tools tend to be used more for hiring.

Validity

Validity defines what characteristics an assessment is measuring and then determines if that assessment is truly measuring those characteristics. In other words, does it do what it’s supposed to do? There are a host of ways to validate assessments, but asking a provider for their validity studies is an excellent way to gauge how well the solution is put together.

Reliability

Reliability defines how dependably (or “reliably”) an assessment measures certain characteristics. This is usually gauged by how consistent the results are for groups of people who take the same assessment multiple times. Typically, you’ll want to work with an assessment that has a reliability score of .80 or better. As with validity referenced above, reliability figures are typically included in most assessment providers’ validation studies.

Distortion

One of the primary concerns for many people considering assessments for their organization is how easily others may be able to manipulate results. For any tool you’re considering, be sure that it has a way to detect this. Often called distortion or candidness, most quality tools will be able to flag those who have provided answers that are inconsistent.

Benchmarking

To help assessments really enable you to better understand what key traits are common in your high (or low) performers, it’s important to be able to benchmark existing performers within your organization. This usually includes looking at both ends of the performance spectrum. Being able to use results of real people performing certain functions within your culture and work atmosphere allows you to zero in on those particular traits/characteristics that are difference-makers for you.

Assessments, when used appropriately, can be significant predictors of success. They can also help you handle conflicts, promote from within and ensure current staff are in the best positions possible. I hope these core items help you choose the best options for you and your organization.

For more information on employee assessments available through ExactHire, please contact us today. 

Image credit: Pinky & the Brain by JD Hancock (contact)

But They Interviewed So Well…Don’t Fall Victim to Interviewee Jazz Hands!

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When you take time to write job descriptions, then push them to external job boards, then blow up social media with the #hiring hashtag and then finally conduct interviews, do you ever take the time to find out more about what society is telling applicants in terms of how to get the job or be great at interviewing? I think back to when I was looking for a job in the past few years…what did I do?

Well, I went online and read every single article I could get my hands on regarding completing employment applications effectively and being a pro at interviews. After all, by no means was I going to let the application or interviewer get the best of me. And while not everyone may approach the job search challenge with the researching fervor that I did, I’m sure you can think back to a time where an applicant looked great on paper, then charmed your socks off during the interview…but then fell flat when it came to meeting your on-the-job expectations for performance.

But how could that happen? He/she was so on point during the hiring process! In today’s society where anyone with an internet connection has access to oodles of information about job preparedness and networking expertise, making a great impression during the interview isn’t such a miraculous feat.

An Employment Match Made in Heaven?

So how do you avoid this slippery slope and see through their Oscar-worthy performances to ensure that they will also find great job fit within your organization? How do you see past the clever job seekers that read their articles and think, “my biggest weakness is ‘waking up late,’ but I am able to correct that weakness by setting two alarms.” Maybe in your mind they even shout Tah-dah! after that revelation and give you some jazz hands!

Or better yet…they breeze through your age-old question setup of “is the glass half full or half empty?” They simply say “Neither – I’m an opportunist”; or, if presented with an actual glass of liquid, they will happily drink it and then say, “I’m a problem solver!” Well, that’s pretty good, actually. After all, some of the great interviewers will actually be stellar employees too. So how do you tell the difference?

Download our hiring process questions guide

Consider pre-employment testing in order to see beyond the smiles of your eager interviewees. Make sure your selected tools are validated and relevant to the position. Also, take a group of your current top employees and use their assessment results to benchmark and create target ranges for various scales. Then, compare interviewees’ results against the benchmark to highlight any red flags which should then be further explored with the candidate during later stage interviews.

If you know what applicants are being advised to say or do, their ingenuity and wit becomes a little less charming and a bit more rote. Depending on the type of applicant you’re seeking to fill that position, this might be appealing. However, if you want to maintain a consistent approach to unearthing a candidate’s potential to thrive in your organization, then look into using employee assessments as a complement to your recruiting process.

I challenge you as an employer, to read about what applicants are being advised to do…walk a day in a job seeker’s shoes. Keep an eye out for those applicants using the suggested techniques…as anyone can be a great interviewer, but that doesn’t mean that one will be well-suited for your position.

Interested in exploring employee assessment tools with ExactHire? Contact us for more information

How Do I Choose the Right Applicant for My Company?

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In the June 2013 issue of Inc. magazine, you don’t have to get to page 30 to have a clear understanding that the differentiating factor setting companies apart from their competitors is which individuals they select to hire. The culture fit of a hire is one of the greatest make or break qualities the person can possess.

Luis von Ahn, the co-founder of Captcha, is very forthcoming about what he’s doing differently at his new company, Duolingo, in an article titled “Hire People Who Play Nice. This is Really Important,” Von Ahn mentions team dynamics and cohesiveness. A few pages later in the magazine there is an article, “How Do You Keep a Company Together When the Employees Are Thousands of Miles Apart?”, where Niner Bikes CEO, Chris Sugai, also talks about company culture-related elements such as bonding and diversity.

Don’t Teach an Adult New Behavioral Tricks

You can’t teach your preferred behavioral traits to someone who is old enough to enter the workforce…which sets us up for the ultimate question, “How do I find the right people for my organization?” Simple – you take advantage of the hiring process. Von Ahn spends an hour talking to people who come to interview at his organization. Also, at ExactHire we know that employee assessments that assess both cognitive and behavioral traits can be complementary to the interviewing process in terms of unearthing an applicant’s potential for job fit.

In addition, ask the odd questions up-front. I’ll never forget the day I interviewed with Harlan, our Chief Visionary Officer – he asked me what extracurricular things I was involved in during high school and college. Then he asked, out of those, which was my favorite and what position I held (the answer was soccer and I was either a full back or a marker – defensive positions). For what type of person was Harlan looking? What did my answer tell him about me? I think Harlan was looking for someone who wasn’t going to give up easily and was in it for the long haul.

I have a friend who is a hiring manager for his company and conducts oodles of interviews. He needs someone who is good with numbers and very technical, but also able to think on his/her feet. He will give the applicant several hard numerical questions back to back, firing one off after another, and then ask an off the wall question like, “What animal would you be if you were an animal?” What the answer is doesn’t matter in this situation, it’s if the applicant can think on his/her feet and provide an answer.

Avoid Hidden Hiring Costs

If you are using Applicant Tracking Software (ATS), you can ask questions similar to Harlan’s extracurricular one on the employment application. If you need to see how quickly people adapt to change – because people with those abilities thrive in your organization’s culture – ask during the interview. If you don’t, and you hire the wrong person, consider all of the costs – hard and soft – that have been expended. The soon-to-be employee’s fit with your organization is critically important.

Looking for technology for hiring tools to improve the results of your hiring process? Contact ExactHire today.

Image credit: Stand Out from The Crowd Unique Golf Tee Game September 19, 20119 by Steven Depolo (contact)

Improve Your Hiring Process: Bring Objectivity to Final Decision

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We’ve covered a lot in this blog series — a variety of ways to make your hiring process more efficient. At the same time, I’m very fond of pointing out to our clients that this process still ultimately boils down to people hiring people. As obvious as that sounds, it’s easy to be misled by various solutions in the talent acquisition space that seem intent on turning hiring into another algorithm. It’s not that simple.

Often, hiring people who have the right skill set and can work well with your team can feel like trying to solve a puzzle. No matter how well you interview or how much you trust your gut instinct, hiring mistakes happen. When they do, they’re painful and expensive. This is where objective data comes in handy.

Discover Behavioral Traits With Pre-Employment Testing

In the case of hiring, I’m referring to employee assessments. More specifically, I’m referring to behavioral assessments that are normed against the adult working population. In addition, these tools should always be validated to ensure that they measure what they purport to measure.

Using tools like these will allow you to get a better feel for how your final applicants are “hard-wired” — not just how they appear to be. Depending upon which assessments you use, you are able to gain insight on behavioral traits like assertiveness, communication style, willingness to change, rules adherence, team orientation, desire for recognition, etc. These so-called “soft skills” almost universally tend to be the reasons why employees don’t stay as long or produce as well as their counterparts.

Just as importantly, most all of the better employee assessment solutions available will allow you to assess your current top performers for these same traits. In doing so, you are then able to generate patterns or benchmarks of what good performers look like for your particular organization. As you can imagine, this significantly adds to the value proposition for these tools.

In most cases, you likely will not use assessments for all candidates — that is often cost-prohibitive. Rather, these tend to serve as another layer of information about your final candidates — information that you typically don’t have until someone has been employed for several weeks or months. Adding this objective data to all of the other information gathered in your process will improve overall hiring results and help you solve the puzzle of building teams.

Regardless of whether your company takes advantage of some or all of the previous efficiency tips offered in this blog series, the use of employee assessments in your hiring process should at least be considered. Getting the right performers in the right positions more consistently will pay huge dividends for your company.

For more information about ExactHire’s employee assessment and job skill test solutions, please contact us today.

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