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Screening Applicants for Soft Skills

Soft skills are interpersonal skills that enable you to communicate and interact. Soft skills emanate from your personality or your attributes. These skills help you interact effectively and pleasantly with others, enabling you to navigate complex relationships.

Soft skills are critical in the workplace. That’s because organizations are looking for individuals who are not only good at their work, but who can interact, connect, collaborate, and manage across diverse cultural lines. Job candidates with good soft skills can excel in contemporary workplaces because they can learn and adapt.

Soft Skills Examples

Some key examples of soft skills include:

Teamwork
Communication
Collaboration
Listening
Problem-solving
Time management
Decision making
Critical thinking
Adaptability
Stress management
Leadership
Creativity
Organization
Persuasion
Resourcefulness

Soft Skill Benefits

There’s no doubt that when the Covid-19 pandemic struck, most people who work outside their homes found themselves thrust into the work-from-home lifestyle. This unexpected change brought about anxiety around what was to happen next. Most employees found themselves wondering about the murky future of their jobs and workplaces.

Indeed, while it’s difficult to predict what the future holds, there’s no doubt that soft skills remain a key highlight in business leadership. Organizations that remained intact and successful throughout the pandemic were those whose employees and leadership had strong soft skills to survive and adapt.

Knowing the roles that soft skills play in contemporary workplaces, there’s no excuse for employers to ignore the many benefits that soft skills bring. Let’s delve deep into those benefits.

Improved adaptability. A key highlight for all competitive organizations is that their workforce and leadership are adaptable and flexible. The pandemic has revealed first-hand how the most adaptable organizations can get through while others drown or close doors. While adaptability is not new to businesses, it’s become altogether critical in recent years. Adaptability means that employees have strong critical thinking skills to pull through a crisis. Adaptability also implies that the workforce has collaborative and meaningful research skills to survive difficult situations.

Improved feelings of belonging. Soft skills help nurture feelings of belonging, often thanks to leaders who can practice active listening. There’s no doubt that work-from-home directives have led to increased feelings of loneliness and isolation for many employees. And as months continue to go by with employees unable to return to the workplace, listening and communication skills are becoming increasingly important for leaders. Therefore, leaders who have developed soft skills in this area are better prepared in adapting to changes in the work environment, and are able to make distanced employees feel more at home through communication, listening, and interaction skills.

Excellent communication. Excellent organization-wide communication is a critical element of leadership. Organization-wide communication captures many different types of communication, including how we communicate the words we speak, written communication, verbal cues, and even Zoom meetings. Although the importance of communication in the workplace cannot be overstressed, still almost 60% of employees report not receiving clear instructions at work. Soft skills provide management personnel with excellent communication skills to convey work requirements.

Enhanced teamwork. As the pandemic unfolded, most organizations likely sent out an internal memo reading “we’re all in this together.” Perhaps this message was reinforced throughout and after the pandemic. Well, why send out such a message? The answer is simple: to promote feelings of togetherness and empathy. Soft skills are critical as they help individuals and teams to overcome difficult and trying situations.

Examples of Jobs that Require Soft Skills

Organizations of all sizes and complexity require different soft skills. Soft skills are sought by organizations of all sectors and industries – from manufacturing to mining, sales, administrative, healthcare, education, technology, and retail.

But soft skills are especially required, and vital, in the following industries:

Communication services
Information technology
International relations
Healthcare
Real-estate
Retail
Hospitality
Finance and accounting
Law
Human resources
Business

How do you Test for Soft Skills?

There are many ways to assess applicant skills, including sift skills. Some of the ways are discussed below:

Watch for physical and social cues. One way to assess soft skills is to look out for physical and social cues. Now, we are not asking you to spy on your candidates when they’re reporting for interviews. Rather, we’re asking you to examine their behavior and interactions with other people when they arrive at the workplace. Do they greet the receptionist – do they talk or interact with other candidates, and are they curious to learn more about the work? All these things are critical in assessing soft skills in job candidates.

Inquire from the candidate about important soft skills. Ask the candidate what core skills they perceive as important. Instead of telling the candidate the soft skills you think are crucial for the job, inquire from them about what skills they think are crucial. At the very least, this inquiry will help you know how well your candidates understand the job. And if you’re lucky enough, their list of soft skills will likely match yours. So, actively interacting and obtaining feedback from your job candidates is a great way of learning about their core skills.

Ask for scenarios and examples. Ask candidates to demonstrate scenarios where soft skills are used. Now that you’ve obtained their list of top core skills, ask them for examples where they’ve seen or used these skills in action. Get your candidates talking about their previous work experiences and look for what they were most impressed with. By constantly talking and engaging with candidates, you can identify their soft skills based on their previous performance and experience.

Test them using job simulations. Test candidates through a real-life scenario to identify their soft skills. If you ask a candidate whether they think they are a good leader, you’ll get a “yes” nine out of ten times. Put candidates to the test. Create a situation or a real-life job audition and see if the candidates take the lead. Also, look at whether those who take the lead listen to others and take feedback seriously. It’s only by simulating job duties that you can obtain genuine feedback on your candidates’ soft skills.

Why Test for these Skills?

Testing for soft skills helps you evaluate job candidates not based on their technical or hard skills, but based on their ability to adapt and cope. Soft skills provide an end-to-end view of candidates, providing an extra layer of information beyond just experience and qualification. So, testing for these skills provides you with a comprehensive understanding of prospective job candidates, streamlining and improving your selection process.

Soft Skills Assessment Questions:

Most talent acquisition managers create assessment questions that help them evaluate soft skills. Some common soft skill assessment questions include:

When people are arguing, I can understand all their viewpoints whether or not I agree with them (T/F).
I can make sense of complex and ambiguous situations (T/F)
When someone speaks to me, I think of open-ended questions to ask them (T/F)
When someone talks to me when I’m doing something, I stop and give the person full attention (T/F)
I quickly de-escalate myself when arguments become serious (T/F)
Discuss a time you had to manage your team through a hard situation…
How do you prioritize your time and tasks when you have too much to handle?
What’s the most serious problem you’ve ever solved at the workplace?
Tell me your most challenging situation and your solution to it?
Discuss positive contributions you’ve made in school and beyond…

Why do Job Candidates Need these Skills?

Job candidates need to have good soft skills to excel in what they will be asked to do on the job. Training for these skills can be very difficult and time-consuming–more so than training for hard skills. And by only having technical skills, it’s impossible to meet the changing work requirements. Job candidates who bring soft skills with them are better prepared for changes, enabling them to learn and adapt on the go.

Here again is a quick summary of the key reasons job candidates need these vital skills:

Customer service. Improved customer service based on their day-to-day interactions with customers
Employee self-confidence. Interaction and communication increase an employee’s confidence in themselves and their hard skills.
Better client retention rates. Employees who make clients feel valued and respected create return business for themselves and their organizations.
Higher job satisfaction. Communication, listening, interaction, and negotiation skills improve job satisfaction because employees can openly talk, be listened to, and feel as if they belong.
Customer loyalty. Communication and persuasion skills can increase loyalty in customers, especially when customers feel their pain, concerns, and issues are taken into account.
Better team dynamics. Employees can interact and collaborate with others and improve relationships through teamwork.
Greater adaptability. Core skills like listening, communication, curiosity, and feedback provide greater adaptability to employees who know how to use them.

So, if you’re looking for the perfect candidate for your open position, soft skills are critical. Indeed, the best hiring processes are balanced in identifying and evaluating a combination of soft and hard skills.

To learn more about how to test the core skills of your candidates, or how an ATS can do it for you, contact ExactHire to learn more!

Job Descriptions that Attract Diverse Job Candidates

in Hiring Process/by Nancy Meyer, SHRM-CP

Attracting diverse job candidates is essential to finding high quality talent for your positions. That’s because trying to find the right person to fill a vacant position is challenging, especially in our current job market.

In the past, companies mostly competed against similar industries for talent; however, that has distinctly changed. Today, workers are expanding their interests and education along with examining how to transition into different fields. The competition for essential talent has never been more fierce. Companies must compete with competitors in and outside their industry.

So when an organization has a job to fill, it is crucial to examine the content advertised to ensure that all qualified individuals feel welcome to apply. Making your company an inclusive organization–ready to recognize and appreciate diverse skill sets–should be a huge priority.

Companies with a diverse workforce are 35% more likely to experience greater financial returns than their respective non-diverse counterparts. –Forbes

Why is Attracting Diverse Job Candidates Important?

According to an article published by Forbes, diverse teams are better decision makers 87% of the time as compared to non-diverse teams. Approximately 35% of applicants will not apply to a job if the listing and/or the company do not seem to support diversity. Companies with a diverse workforce are 35% more likely to experience greater financial returns than their respective non-diverse counterparts. Diversity and inclusion help expand the knowledge, insight and social connectivity of an organization so it is a priority that needs consistent support. But how can companies ensure that they are attracting talent from all backgrounds?

Unbiased Job Description Content

Often it’s department managers who create job descriptions for their areas. They know the intricacies of the functions they oversee, so this makes sense. But this might also lead them to create or revise job descriptions with the only the current employee(s) in mind.

And while that’s a good starting point for identifying tasks and responsibilities, that exact employee will not be in that role permanently. So it’s imperative to avoid biased job description content because the next person to fill that role will likely have distinctly different, individualized attributes.

How can my Job Postings be More Inclusive?

In the “relay” to fill job vacancies, Human Resources can take the baton from other internal departments and thoroughly examine job descriptions. This provides a clear and bias-free interpretation and, if necessary, revisions of the content. Doing this helps ensure that job descriptions reach diverse populations and offer a sense of inclusivity to all applicants.

To help with consistency of verbiage, Human Resources can create an inclusive style guide available to all departments. This ensures that consistent language is used when communicating job description content with external and internal audiences.

Here are some key items to evaluate when reviewing job descriptions:

Avoid Gender Coding which is assigning traits, characteristics or behaviors to a particular gender. Curious as to how the organization’s job description’s content passes or fails in gender coding? Check out Gender Decoder to scan content, and learn about the purpose of the tool here along with a list of feminine and masculine perceived words.
Check pronouns. Are the pronouns “He” or “She” used in the job description? Not all individuals identify with “He” or “She”. Using “You” in the job description will leave the reader more focused upon themself and the characteristics they personify to help give the reader a better opportunity to picture themselves fulfilling the duties of that particular role. “You will lead the success of your clients…You will assist senior management with strategic planning…etc.” To the reader, hearing what “You” can do is motivating!
Include the organization’s EEO statement. Job seekers need to know the organization is committed to equal opportunity and supports hiring for all individuals. Personalize the company’s message to all audiences that they are truly welcome.
To accommodate readers of all levels, keep sentences and paragraphs short. Use verbiage that the reader would not have to look up in a dictionary to define. This is a job description to attract interested, qualified applicants; it is not a dissertation.
Approximately 10% of the population is dyslexic. Dyslexia is a learning disorder that affects written and comprehended language. Individuals with Dyslexia are also part of a protected population by the EEOC. Using fonts that help language processing such as Arial, Comic Sans Verdana, Tahoma, Century Gothic, Trebuchet, Calibri or Open Sans, are easier to read because they are are sans serif. Crowded text makes it more challenging for readers with language processing challenges so avoid the use of italics and underlining and go bold instead.
Stop buzzing around! Using buzzwords and jargon can be confusing and overwhelming. Job seekers want the job description to be to the point and simple to follow without the need to go search the online dictionary for acronyms or jargon translation. This site, Milkround, helps scan for jargon and gives a good resource of what to revise. Keep in mind, the site is based out of the United Kingdom so there could be a bit of difference between UK and US English.
When discussing benefits, focus on generalities. “Parenting” leave as compared to maternity or paternity leave. “Parents and Guardians” as compared to “Mothers and Fathers”. “Partners” as compared to “Spouses” or “Husbands and Wives”.
Individuals with disabilities have skills to offer. Review the job content for items that could isolate individuals with physical or cognitive disabilities. Does the person have to actually “lift” an item to move it, or could the person move the item in an alternative way? Does a person have to read instructions, or could that person listen to an audio recording instead? One size does not fit all

Commit to a Diverse, Inclusive Culture

Creating diverse content in job descriptions is an important step toward attracting diverse job candidates. But they are only words if the organization’s culture does not embrace diversity and inclusion initiatives. Make sure that what is written in the job description regarding the warm welcome for all qualified individuals to apply is sincere.

Human Resources is a champion for diversity and inclusion. Taking time to inspect job descriptions and promoting inclusive language and actions within the organization will save time in the long run. And crafting content to reach diverse audiences will become a norm as time evolves. Diverse, inclusive job descriptions will help organizations yield an opportunity to fulfill its main goal – supply the organization with talent for company growth.

Click here to learn how ExactHire HR Software can help your team create a library of diverse job templates that can be used to help save time posting jobs, screening applicants, and attracting diverse job candidates.

Photo by Tim Mossholder on Unsplash

5 Considerations for an Applicant Tracking System Vendor

in Workforce Management/by Nancy Meyer, SHRM-CP

If your organization is exploring the use of an Applicant Tracking System (ATS), or if your company has taken the first step towards internal efficiency by approving the investment of an Applicant Tracking System (ATS), it might seem like a daunting challenge. Many questions resonate as implementation can be a bit overwhelming even for the most seasoned tech users. What should I do next? Where do I go from here? How does this product work?

Don’t let fear get in the way of efficiency. Implementing an ATS into your organization is an investment of time and financial resources. As HR professionals explore the caveats of an ATS, it is essential to find the tool that works best for your organization with a support team that defines ongoing value.

When evaluating a system, here are five items to consider:

1) Applicant Tracking System Support

If you are asking yourself, “How do we use this new product?”, that’s an essential question that needs to be answered in depth, in addition to other questions centered on product support. What type of training will we receive from the product vendor? Is training personalized to meet our organization’s needs? After training, if we still have questions, will we be able to contact someone in the United States?

Best-in-class vendors offer personalized training by a Client Success team composed of professionals who are genuinely vested in your organization’s success. Training is provided to your team, and follow up questions, which are expected, are supported by the Client Success team. The Client Success team lives up to its name; they are a bonafide, dedicated team who wants to make your lives easier by using employment software solutions. Relationships are important, and those are built here. Tap into their wisdom and expertise to help guide your use of the ATS.

2) The Applicant Experience

Applicants won’t waste time. Can job seekers apply quickly on mobile devices? If a job seeker finds more than one job to which they want to apply, do they have to start over again?

Convenient for the job seekers you are attracting, look for an ATS that is mobile responsive so that your applicants experience a seamless application process. No passwords should be needed by the applicant; the applicant can use their contact information, such as an email or phone number, to access their applications.

More than one job of interest to your job seekers? Not a problem – top of the line HR Software will offer multi-apply where the applicant can apply to more than one job at a time. And since the best HR Software offers an organization the ability to use different applications to collect data essential for screening, the applicant will complete the questions you specify in one experience without interruption even if the applicant is applying to multiple jobs based on different application templates.

3) ATS Job Board Integrations

Visibility of my jobs is important in this competitive job market. What type of boards are available? To which boards are my jobs automatically sent? Does the ATS offer diversity and niche job boards?

The best HR Software offers the ability to automatically push jobs to free boards like Indeed, ZipRecruiter, Snagajob, Job Inventory and indexed for Google for Jobs. No effort needed on your part for those job boards. Interested in other job boards? Some of the best ATS software offers other options to automate job postings to various boards such as diversity boards, niche boards, and many other options.

4) Building Applicant Pools

An applicant today might be the fit for tomorrow’s opening. How can I search for applicants’ talents and skills for my current and future roles? When I find applicants that meet our requirements, how do I communicate with them?

As you screen your applicants, you can “tag” your applicants’ skills and talents using keywords of value to your organization. Best-in-class HR Software offers ways to navigate your view of applicants and jobs to filter to the criteria you are seeking at the moment.

As you find applicants you want to move forward, you’ll need the option to communicate with them via texting (ideally without additional fees). But not all applicants will want to be texted, so integrated email with customizable communication templates will be required as well. Be sure that your vendor allows you to attach the files with your email communication as well. Finally, you’ll want to find a software solution that provides communication history displayed on the applicant’s record; however, be sure that HR Managers can restrict access to this area if necessary.

5) ATS Compliance Reporting

Subject to Affirmative Action reporting? Compliance to EEO guidelines and internal company parameters is crucial. Will I be able to analyze data?

You absolutely should! Whether an organization is subject to governmental reporting requirements or simply if they want to keep track of data to fulfill internal parameters, Best-in-class HR Software will offer robust Affirmative Action Plan reporting and reporting compliant with Equal Employment Opportunity guidelines. Whether you are seeking reports for formal reporting, or if you are looking for data specific to particular job(s), top HR Software allows users the opportunity to delve into data using distinctive insights.

An ATS is meant to make HR, hiring managers, and other system users’ lives easier. ExactHire HR Software offers the ability to effectively screen applicants, communicate with those of key interest and identify the talent you seek to fill existing vacancies. ExactHire HR Software can save you time and money through automation and simple quick clicks to perform tasks confirming that an ATS is not an expense but an investment that yields a plethora of rewards.

To see a demo of ExactHire HR Software, click here.

Photo by Timothy Muza on Unsplash

What Should a New Employee Do for the First Week?

in Hiring Process/by Randi Renee Doerr, SPHR, SHRM-SCP

Are you interested in increasing new hire retention by 50 percent? How about boosting your team’s productivity by 62 percent? Then, you need a solid onboarding plan. One study found that companies with an effective onboarding plan retained 91 percent of their first-year hires. And those that just wing it when it comes to onboarding? Their new hire retention rate is an abysmal 50 percent.

Now that you know how much is riding on your new employee onboarding process, how do you go about designing the most effective onboarding plan? While the best onboarding plans extend to the new hire’s first anniversary, it’s your employee’s first week that will make or break the effectiveness of your onboarding plan.

Welcoming New Employees During the First Week

Onboarding provides new hires with the support, encouragement and foundation they need to become successful, long-term employees. The first week of onboarding, when excited new hires are most vulnerable to second-guessing their decision, plays a pivotal role in the success of your onboarding process.

According to The Work Institute’s 2021 Retention Report, the average quit rate among new hires during their first year is about 34 percent. One study found that 40 percent of new hire turnover happens within the first month. So, the first week is all about reassuring the new hire that he or she made the right choice.

Several factors help determine employee longevity. Clear expectations, meaningful work and great friendships are just a few of the reasons good employees decide to stay at their jobs. Making meaningful efforts to engage your new hire on these points during their first week will dispel any lingering doubts they may have about you as an employer.

On the other hand, leaving new hires to fend for themselves will increase their apprehension. The more your employee is left questioning the basics, such as where to park or what she should do next, the more she will feel like an outsider. Instead of integrating with the team, she’ll be scouring the job sites with her cell phone while eating lunch alone.

New Employee First Day Agenda

The first day at a new job isn’t unlike the first day of school. We all remember that mix of nervousness and excitement when you desperately want something to go well but you’re not sure that it will. Your paperwork and training are important. But even more important is ensuring that when your new hire goes home and is asked by his friends and family how his first day went, he can answer with a resounding “Great!”

Before New Employee’s First Day

Your new employee first day checklist sets the stage for your new hire’s great first day long before you greet him at the door. A series of emails to welcome your new employee before her first day eases first-day jitters. Emailing the following information will help your new hire prepare for his first day:

Links to digitized new employee forms for 2022 and policy documents. Provide these links several days before the new hire’s start date.
An organizational chart and bios of team members, if available. Invite the new hire to write a brief bio as a way of introduction. Or create a “Get to Know You” questionnaire.
Basic information, such as parking, possible road construction, and dress attire.
Let him know who his first point of contact will be and also that he will be eating lunch with the team. Be clear about whether the company will provide his lunch.
An email of introduction and welcome from the new hire’s supervisor and others on the leadership team. An email from the CEO will help the new hire connect his role to the company’s mission.

Basics of a New Employee’s First Day

When your new hire arrives for her first day of work, the following strategies will help her feel welcomed and integrate more quickly in her role and within the team.

Make sure her workstation is fully set up, with all the tools and network access her role requires.
Make sure her point of contact introduces her to the team before leaving her.
Provide her with tasks. New employees need to be told what to do. You can set her up with training modules or assign her to shadow a fellow employee for the day. Just make sure she has something to do.
Plan a team welcome lunch for the new employees to set the stage for collaboration and friendship.

New Employee Checklist Template for the First Week

Your new employee first week schedule template needs to accomplish a few objectives during the first to help ensure your new hire will go on to become a successful long-term employee. These objectives are related to the Four C’s of onboarding: compliance, clarification, culture, and connection.

Compliance deals with the documents required for the new employee as well as the necessary safety and anti-discrimination training. Clarification means the new hire understands her new role and how it connects to the company’s mission. Culture loosely refers to the company’s values and how those values translate into its daily operations. Connection refers to the emotional bonds and friendships your new hire will form with her colleagues and the company.

We like to suggest a fifth C: check-in. It’s important to periodically assess how things are going. During check-ins, the feedback the employee provides is just as important as the feedback she receives.

Below is a new hire schedule template for the first week to help you cover all five C’s.

New Hire Checklist Template Before the First Day:

Send a series of welcome emails to your new hire.
Have new hires fill out digitized paperwork.
Set up a workstation with necessary tools, devices and access.
Make sure IT sets up all necessary accounts and logins.

New Employee First Day Agenda Template:

Make a new employee announcement on the company’s intranet and social media pages.
Introduce the new hire to the team and supervisor(s).
Provide a tour along with interdepartmental introductions.
Introduce the new hire to the executive leadership team, who can then share words of advice for the new employees.
Provide a team lunch.
Give the new hire a prepared set of tasks.
Assign a peer mentor to assist the new hire.
During the first week:
Send the new hire to work for a day in different departments to help him understand how his role connects throughout the company.
Schedule lunch for the new hire with the peer mentor.
Schedule a one-on-one meeting with the new hire’s supervisor to help her gain clarification on the role.
Assign training modules to the new hire.
Give the new hire a “real” work-related project to demonstrate your confidence in his abilities. Make sure it’s a project he can accomplish with his current company knowledge.
Give the new hire a list of coworkers he can contact regarding various issues, such IT or HR related questions.
Schedule an orientation during which the new hire learns about the company’s history, mission, values and future direction.
Schedule an end-of-the-week check-in to answer any lingering questions or concerns.

Design an Onboarding Day by Day Plan

Providing the best onboarding experience for new hires will improve your employee retention.

Your new employee’s first week is pivotal to your onboarding plan. Anxiety and lingering doubts threaten your new hire’s long-term success. By designing a first week onboarding plan, day by day, you can welcome your new employee to the team and increase his engagement and productivity.

Your first week onboarding plan begins long before you greet your new hire on her first day. By sending out informative and welcoming emails, as well as ensuring her workstation is complete prior to her start date, you help ease her anxieties surrounding a significant life change.

Then, by organizing onboarding first day ideas in which she is enthusiastically welcomed to the team and immediately assigned tasks, you reassure her that her new role is meaningful to the organization. Finally, by creating daily onboarding activities to orient your new hire to the company’s culture, mission and values, you lay the groundwork that will boost your new hire retention rate. And always remember to include opportunities for onboarding experience feedback and answers to questions.

ExactHire’s employee onboarding software, OnboardCentric, can help you create an effective, streamlined and consistent onboarding process for new employees. Take the hassle out of coordinating the moving parts of your onboarding plan digitized paperwork, reminders and more. Schedule your free demo today to find out how ExactHire’s OnboardCentric can increase your new hire retention.

Photo by Jamie Street on Unsplash

What Is a Recruitment SWOT Analysis?

in Workforce Management/by Randi Renee Doerr, SPHR, SHRM-SCP

The Great Resignation, skills gap and increasing recruitment costs may have you wondering how you can improve your talent acquisition strategy.

The evolving economic and labor landscapes mean that what worked in hiring prior to the pandemic doesn’t work now. How can you systematically assess your approach to recruitment against these changing circumstances?

An old business standby, the SWOT Analysis, can be adapted to help you develop a recruitment strategy that uses your strengths to harness opportunities while reducing your vulnerability to those circumstances that make recruiting so challenging.

SWOT Analysis in HR

SWOT, meaning an acronym that stands for Strengths, Weaknesses, Opportunities and Threats, was developed in the 1960s and is widely used today. A SWOT Analysis takes stock of all four factors in a business endeavor to create a strategy to ensure the endeavor’s success. Individuals and businesses can use a SWOT analysis to aid in planning and goal setting.

SWOT Analyses are effective when making decisions in business planning. Business leaders who use a SWOT analysis benefit from the balanced perspective it provides. Leaders can make decisions that build upon existing strengths without falling victim to uncalculated risks.

When performing a SWOT analysis, decision makers typically start by drawing a quadrant with four boxes. They then label each box beginning with the top left with one of the four factors: strengths, weaknesses, opportunities and threats. In a business setting, it’s best if the quadrant is drawn on a large presentation pad or whiteboard for maximum participation from all stakeholders.

The best SWOT Analyses have the following characteristics.

Focus on the business activity in question.
Avoid complexity that hinders decision-making.
Prioritize specificity and honesty over vagueness and evasion.
Include input from several stakeholders to overcome the subjective nature of the analysis.
Perform the analysis in relation to top competitors in the business activity in question.

There are many benefits of a SWOT analysis in recruitment. It offers the organization an opportunity to reframe their recruitment challenges using a range of considerations not normally examined. Using this fresh perspective, hiring teams may see patterns previously missed. You may find it helpful to also perform an onboarding SWOT analysis and employee engagement SWOT analysis to gain further insight into your recruiting process.

Recruitment SWOT Analysis

Performing your own recruitment SWOT analysis can help you devise a talent acquisition strategy that will leverage your company’s unique strengths to overcome its particular challenges. It will help you identify the employers competing for the same talent and consider the recruitment process from the candidate’s perspective.

Before embarking on a SWOT analysis for the hiring process, gather relevant data and identify the people whose input will help make the analysis as objective and productive as possible. Recruitment areas to examine for SWOT analysis include things such as distributing an anonymous employee survey or performing a job search and researching your company from the candidate’s perspective.

When deciding how to do a SWOT analysis of recruitment for your own company, follow these tips.

Clearly identify your recruitment goals, including unofficial goals that the hiring team may not have expressed yet.
Identify organizations competing for the same talent, even if they are not a competitor within your industry.
Consider candidates’ perspectives when reviewing opportunities and threats.
Gather information from outside sources, such as employee reviews on Glassdoor and anonymous surveys from employees and previous candidates.
In addition to considering the organization’s strengths and weaknesses, take stock of those factors specific to the HR department.
Consider only those factors which are relevant in the present or the very near future.
Think about aspects of your organization that are unrelated to HR but still relevant to the recruiting process, such as company brand and core competencies.

Recruitment Strengths and Weaknesses

The recruitment strengths and weaknesses you list on your SWOT analysis are factors within your organization. These are the factors you have the most control over, but they are also the items about which you’re least likely to be objective. Again, having multiple stakeholders contribute to the SWOT analysis for recruitment will produce the best results.

Recruiting strengths are those items that positively impact your candidate search or make your company appealing to job seekers.

Common strengths of the best recruitment process include:

Pay scale above industry norms
Tuition reimbursement program
Executive buy-in for the importance of recruitment in relation to the company’s goals.
A strong team in which members feel valued and cared for
An applicant tracking system for talent recruitment that ensures the most qualified applicants are at the top of the interview list
A mobile-friendly job application

Recruiting weaknesses are those internal factors that make your candidate search more difficult or cause applicants to view your company as less desirable than your competitors.

Common weaknesses in the recruiting process include:

A benefits package that is more costly and less comprehensive than your competitors
Lack of insight about which job sites for recruiting job seekers reliably produce the best applicants for your company
An online application that takes longer than 15 minutes to fill out
A physically demanding or uncomfortable work environment
Lack of advancement opportunities

Recruitment Opportunities and Threats

Recruitment opportunities and threats are external factors over which you have little or no control. They may include an influx of recent graduates, lack of candidates with the necessary skills or widespread crises such as the pandemic.

You may have difficulty deciding which quadrant to use as you’re finding opportunities to recruit better. Some factors, like your employer brand, begin as an internal element, but then become an external factor subject to independent opinion. Rather than getting caught up in placing a factor in the “right” box, focus on the insights arising from the discussion about your SWOT analysis for recruitment.

Examples of opportunities include:

The city in which your company is headquartered just appeared on a list of best places to live.
You can recruit from almost any geographical region for newly remote positions.
A competitor is downsizing and laying off employees.
The local university offers educational programs in line with your industry needs.
Your brand enjoys a good reputation in your community.

Examples of recruitment threats include:

A recent court case just increased personal liability for employees in key positions.
There aren’t enough graduates in your field to fill the open positions across your industry.
Your recruiting competition has switched to a fully remote workforce.
When performing internet research from a candidate’s perspective, you find that your organization has a poor employer brand.
The big job sites don’t work well for your highly specialized open positions.

Overcome Recruiting Challenges with SWOT Analysis

When you’ve finished your SWOT analysis, you should have around five, but no more than 10, factors in each quadrant. Your aim is to develop a “strategic fit.” Internal factors should complement external factors. And strengths and opportunities should effectively overcome weaknesses and threats.

For example, perhaps an external threat to your recruiting efforts is that your local area lacks enough candidates with necessary skills. Ideally, a strength or opportunity would exist to mitigate this threat. Your organization could develop an opportunity by partnering with local schools to develop a curriculum to teach students the in-demand skills. Or you could bolster your recruiting strengths by offering an in-house apprenticeship program.

A recruitment SWOT analysis can help you analyze the factors that lead to both your recruiting challenges and success. It’s an effective way to gain insights into the circumstances that affect your recruiting efforts. Whether you’re addressing the changing landscape of talent acquisition in general or looking for solutions to challenges unique to your locale or industry, a recruitment SWOT analysis can offer much-needed perspective.

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Why Should Companies Hire New Graduates?

in Workforce Management/by Randi Renee Doerr, SPHR, SHRM-SCP

Read any article on hiring recent graduates, and you’ll find a litany of ageist aphorisms. Some pigeonhole Millennials as lazy and entitled. Others sing their praises for their ability to be adaptable or ambitious, as opposed to (we’re led to assume) their aged coworkers set in their ways and coasting along until retirement.

Then there are fresh takes on Zoomers–the most recent college graduates. According to some, they are driven more by salary than a good opportunity to learn new skills, and so at the drop of a dime will job hop for a slightly better salary.

In truth, you don’t have to pay Millennials in trophies or lure Zoomers with hefty sign-on bonuses–any more than you had to endorse flannel as business casual attire when you hired Generation X.

Moreover, hiring new graduates makes sense even if these stereotypes are true. The skill shortage is real, and all the data points to the power of a diverse workforce. In this article, we’ll tell you everything you need to know about how to recruit new graduates, regardless of their generational traits.

Hiring Fresh Graduates

There are many benefits of hiring college graduates. They’re understandably excited to have graduated college and start their careers. As candidates without experience, they often will accept a lower job salary in exchange for upskilling opportunities. There are other great reasons to hire new grads that far outweigh the disadvantages of hiring fresh graduates.

Reach your diversity goals. When companies hire fresh graduates, they’re more likely to attain their diversity goals. Pew Research Center reports that recent graduates are more diverse than ever. A diverse workforce is good for your business. According to McKinsey, companies succeeding at diversity are 35 percent more likely to enjoy profit margins above the median for their industry.

Access a passive talent pool. Most hiring managers would agree a currently employed candidate is more appealing than a jobless candidate. Turns out 41 percent of recent college graduates are underemployed, with at least 10 percent earning less than $25,000. Chances are that these hard-working employees would prefer a role with a promising future at your company.

Hire digitally proficient employees. One trope about today’s fresh graduates is mostly true: they pickup new technology quicker than older generations, an unsurprising fact since Millennials were the first generation to grow up with the internet–and Zoomers may not remember a time without smart phones. New graduates can likely help the company quickly improve its online presence or make more efficient use of existing software.

Challenges of Hiring New Graduates

These numerous benefits aside, there are problems faced by employers in hiring new graduates.

And while one article ungraciously claims “Millennials’ Work Ethic Is In The Eye Of The Beholder,” you’ve been a hiring manager long enough to know the same could be said of many people, regardless of age. The weakness of a new graduate employee has less to do with tired stereotypes.

Simply put, new graduates have different expectations than their older counterparts.

Recent graduates want to work for companies that “care about their individual well-being,” according to Gallup. While that may seem like a nebulous requirement for an employer, it’s clear your company needs to develop a culture that humanizes your employees in order to attract new graduates.
The internet is integral to the way younger generations connect with the world. Companies need to engage in mobile recruiting coupled with a strong online presence to attract fresh graduates. You need more than one or two ads on job sites to appeal to fresh graduates. Your company needs to have a strong, authentic social media and online presence, including a branded careers site.
Lastly, lack of experience for fresh graduates is a legitimate concern for hiring managers. To successfully hire and onboard Millennials and Zoomers, your company needs to help them quickly acquire the knowledge you might expect from more experienced employees.

Campus Recruiting

The best place to find your newly graduated new hire is—you guessed it—on campus. The following tips will help you recruit graduates on campus.

Make sure your job ads are listed on the university’s job board as well their social media pages. One of the advantages of campus recruiting is that you can target your audience when you use university’s niche job board.
Have a strong LinkedIn presence. As graduation approaches, many students will strengthen their LinkedIn profile. You can search for recent graduates and reach out through InMail.
Make sure your branded careers site is appealing to recent graduates. Your careers site should include information about your company culture as well as “behind-the-scenes” videos.
Host an on-campus job fair complete with free company swag. Your campus recruiting strategy isn’t complete without an onsite job fair. Make sure you advertise the job fair both on campus and online. Have several employees at the booth with plenty of literature about your company and its open positions.
Build relationships with college organizations and the university’s career department. Your business isn’t the only one competing for new graduates. You want to make sure your company is top-of-mind when career advisors are counseling students.

Job Offer for New Graduates

Gallup surveyed new graduates and published the findings in their report “How Millennials Want to Work and Live.” When Gallup asked Millennials what they look for in a job offer for after graduation, pay and benefits did not make the top five. When making a job offer for new graduates, you need to highlight the job quality most important to them.

Opportunity to Learn and Grow

Continuous learning and opportunities to grow are important to 59 percent of new graduates. These candidates understand their inexperience is a disadvantage. The see ongoing upskilling as a way to career stability. Tuition reimbursement and certifications are important to fresh graduates.

Quality of Executive Leadership

Your executive team makes important decisions about the company’s culture and direction. For this reason, strong executive leadership is important to 58 percent of Millennials. New graduates will be more likely to accept your job offer if you’ve explained the company’s vision well.

Quality of Direct Manager

Over half of Millennials agree with 60 percent of Baby Boomers on at least one thing: quality of manager is extremely important. Throughout the interview process, give candidates the opportunity to meet their potential manager.

Challenging, Meaningful Work

While no one wants to be bored at work, new graduates are more likely to decline an offer for a job that isn’t interesting. But that doesn’t mean you need to rewrite your job description to make it more entertaining for your new hire. Creating a culture of innovation can make even a receptionist role more interesting if it means you’re open to creative solutions that extend beyond the usual scope of the role.

Advancement Opportunities

Gallup’s survey indicates that half of new graduates consider advancement opportunities an important factor for a graduating senior’s job offer. Keep in mind, fresh graduates are just starting their careers and are looking forward to achieving goals. The best job offer for new graduates will include clear guidelines about advancement decisions as well as career pathing for the new hire.

Pay and Benefits

Compensation may not have made the top five. But that doesn’t mean it isn’t an important factor for new graduate job offers. Pay and benefits are a close sixth in importance at 48 percent.

Hiring New Graduates

New graduates grew up with the internet and smartphones. They witnessed several historical events before entering the job market. But they still have the same sense of excitement about their future as previous generations. And the outlook and preferences of Generation Z are still evolving. Don’t fall into the trap of dismissing new graduates as fussy job hoppers, and don’t broadly characterize them as upgrades of your older employees.

The key to recruiting new graduates is to humanize the candidate experience and see them as individuals. If you think about it, that’s what all your prospective new hires want.

Do you need help analyzing your recruitment process? Download our free scorecard to evaluate whether your recruitment process is helping or hindering your job offer acceptance rate.

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Do Niche Job Boards Really Work?

in Workforce Management/by Harlan Schafir

Online Job boards are a mixed blessing. They promise access to thousands of great candidates. And while they certainly deliver oodles of resumes, they sometimes fall short on “great.” If you’re like many hiring managers, you may wonder if you want to continue casting such a wide net when results are so disappointing.

Before you give up on your list of job boards entirely, give niche job boards a chance. Niche job boards in 2022 offer a way to target candidates with the specialized background you’re looking for, without luring the duds. Niche job boards do work, as long as you’re using the right one for your hard-to-fill positions.

Types of Job Boards

Everyone knows about the behemoths. Indeed, LinkedIn, Glassdoor and other big sites usually top the list of places to search for jobs. But Indeed has 16 million job postings, with almost ten new jobs added each second. With job seekers and job postings numbering in the millions, making a connection on the big sites can be tough.

Just like you, candidates are frustrated with top job boards. Their keyword searches net junk job ads. And just like you, they’re left sifting through the mess to find the right match.

Niche job boards offer a solution to the grievances on both sides of the interview table. They do the work of narrowing the talent pool to only candidates who share a particular quality. Because niche job boards cater to a smaller audience of job seekers, your job ad has a better chance of attracting more qualified resumes.

The candidates may all be members of the same industry organization or graduates of the same university. When you advertise on a niche job board, you can be reasonably assured that nearly every job seeker has at least some of the qualities you’re looking for. You can also write a more targeted job description using jargon or industry certifications.

How to Choose the Best Niche Job Board Software

Many hiring managers steer clear of niche job boards simply because there are so many. With thousands of niche job board software sites, it may feel safer to stick with routine job sites. But you can post to smaller job boards confidently when you follow these tips.

Assess your top employees and find out which associations they’re likely to belong to.
Look for niche job boards that offer a sense of community and industry-related news and information. The best niche job sites offer more than job ads.
Try the job board from the candidate’s perspective. Applicants won’t waste their time with shoddy sites. Search for jobs using common keywords, scan the job ads to make sure they’re current and click the apply buttons to make sure the niche job site is usable.
Look for niche job boards that rank well in a Google search using terms your candidates will likely use.
Look for niche job boards that reach beyond their IP addresses. With thousands of job sites, niche job boards need to actively market themselves and extend their reach beyond chance encounters with candidates. Look for a site that hosts virtual job fairs, advertises on larger sites or has a strong social media presence.
Look to local organizations to advertise your job openings. Your local chamber of commerce or small business association may have a jobs site to target local applicants.
Post your job openings on university or college websites for both current students and alumni. Graduates often keep in touch with their university’s news. Posting to university websites can help you find quality passive candidates.

Niche Jobs vs Niche Job Boards

Most companies hire for a variety of positions, and what works for one job ad may not work when a different job opening comes along. So how do you determine where to spend your recruiting dollars for your targeted job posts?

It’s still worthwhile to post your open roles to free job board software sites. You can save time and ditch your little black password book when you use an applicant tracking system. ExactHire’s ATS allows you to post your job openings to multiple sites with a single click.

Your openings for niche jobs in demand, such as IT professionals, work well for smaller niche job boards. These specialized postings are easily lost on the mega sites when applicants perform a job search by industry niche. When looking for a particular skill set, look for job boards for specific industries.

Sometimes you’re looking for qualities beyond the typical niche jobs meaning. Proactively hiring veterans is one niche jobs example that works well with targeted job boards. There are also job boards that can help you reach your diversity goals by targeting marginalized groups.

Some types of positions work well for the larger job sites. Entry-level positions or positions that have crossover appeal will attract more candidates on the bigger job sites. You can avoid too many junk resumes by writing a job description that appeals to your ideal candidate.

No matter where you advertise your job openings, an ATS can help you zero-in on the best job boards that work well for your needs. ExactHire’s ATS includes analytical insights on job board performance. You can see on one screen how each job posting performs across multiple sites. As you gather performance data over time, you can avoid spending your limited recruiting budget on sites that don’t work.

Niche Job Boards Do Work

As job openings increase, so do recruiters’ options for advertising their open positions. There simply isn’t a one-size-fits-all approach to finding the best applicants. But you also don’t have to resort to haphazardly posting your job ads and simply hoping for the best.

ExactHire’s applicant tracking system can help you decipher the best job posting strategy for your company. You can quickly post to multiple sites, including niche job boards. Then you can track how each site performs.

You can finally uncover which niche job boards and large job sites provide the best return on your recruiting investment. Schedule a demo today.

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Remote Work Culture and Engagement

in Workforce Management/by Harlan Schafir

Whether you cultivate it or not, your company has a culture. From employee retention to product quality, having a positive company culture will increase employee engagement and improve your company’s results.

VIDEO: Remote Work Culture

TRANSCRIPT: Remote Work Culture

Whether you cultivate it or not your company has a culture. From employee retention to product quality, having a positive company culture will increase employee engagement and improve your company’s results.

This was complicated even when all your employees were under one roof, but the explosion of a remote workforce has made this more complicated as we’ve tried to figure out how to establish and maintain a company culture in a remote work environment.

What is Work Culture?

Culture is how we do things around here, and engagement is the performance aspect of culture. So engagement is important because it goes up when culture aligns with how employees measure what is successful for them.

Why is a culture that encourages employee engagement important?

Well, Gallup found the companies that had better employee engagement had higher metrics in the following areas. Engaged workforces experienced:

81% less absenteeism
41% fewer quality defects
10% boost in customer loyalty
18% increase in productivity
23% increase in profitability

Work cultures today need to be friendly, family-oriented, caring, and supportive. Engaging your workers and making them feel valued is really key to developing a strong company culture for your remote workforce, but as we’ve learned with other leadership strategies: what we’re going to have to do to be successful with the remote for workforce is very different than the methods we’ve used with in-office teams. So here’s some information that might help…

4 Characteristics of High Engagement Work Culture

There are four key characteristics of workplace cultures that increase engagement.

Warm Relationships: People like to work with people, most of us do–this is very tough to do in a remote workforce environment and people can easily get isolated, so it’s on you as a leader to promote teamwork and encourage collaboration.
Honesty: Engaged workers have honest interactions with their co-workers and their leaders, so you need to create an environment where honesty is encouraged. One of the best ways to do this as a leader is to be honest yourself and exemplify that. Your workers will notice and they’ll do the same.
Shared Accountability: Engagement goes up when team members share accountability. Everyone wins or loses together.
Alignment on Shared Goals: make sure that everyone’s contributions and objectives are in alignment with the company’s mission and purpose.

Implementing these strategies can be complicated if you need help let us know.

ExactHire provides hiring software and strategy to help employers adapt to job market changes and succeed in hiring. Learn how our software and team of strategists can help you hire and onboard a remote workforce.

What Is Your Onboarding Data Telling You?

in Workforce Management/by Harlan Schafir

An effective onboarding process can have a positive impact on nearly every aspect of your business, from improving retention and engagement to strengthening your company’s culture and employer brand. But to create a stellar onboarding process, you need to understand where you’re currently falling short. That’s where your onboarding data comes in.

Data and KPIs will help you identify ways you can improve your onboarding process. Over time, you can see how your onboarding improvements contribute to your company’s success. In this article, we’ll show you why onboarding data is important, the most important onboarding data you need to track, and ways you can improve your onboarding process.

New Hire Onboarding Statistics

Half of new hires leave in the first 18 months of employment, according to onboarding statistics by SHRM. And that turnover is expensive. SHRM onboarding statistics in 2022 also say filling that empty chair costs up to nine months of that position’s salary. Yet many new hires leave before the company ever sees a return on their recruiting investment.

According to statistics, the importance of onboarding is the key to guiding new hires through those potentially sticky first months of employment, when they must merge their enthusiasm for their new role with its realities. Onboarding is also the company’s opportunity to deliver on the employee value proposition (EVP) they promoted during the recruitment process.

In fact, not delivering on promises is the fastest growing cause of voluntary turnover. According to The Work Institute’s 2020 Retention Report, the percentage of those who cited disappointment with a job’s characteristics as a reason for leaving more than doubled since 2013.

Good onboarding can prevent all of the preventable reasons for turnover cited in the Retention Report. Yet most companies do a bad job of onboarding according to statistics. According to onboarding statistics by Gallup, only 12% of employees think their company hits onboarding out of the park. That means 88% of companies need to improve their onboarding process.

Important Employee Onboarding Data

Your company can improve its onboarding process by collecting and analyzing onboarding data. But which data, exactly, can help you improve your onboarding process?

How to Measure Employee Turnover

Turnover measures how many people leave your company over a given period, usually annually. Measure turnover by dividing the number of employees leaving by the number of employees at the start of the given time period. Compare your results with the national average for your industry or region using the annual total separations compiled by the Bureau of Labor Statistics.

You can also break down your turnover measurements further by separating voluntary from involuntary turnover or by focusing on new hire turnover.

How to Measure Employee Engagement

Employee engagement is one of the most important predictors of company growth and can be improved significantly with an effective onboarding process. You can measure employee engagement by conducting a company-wide survey based on Gallup’s Employee Engagement Survey.

You can use the results of your employee engagement survey to make focused improvements to your onboarding process. Then, by conducting the survey periodically, you’ll know if your onboarding process is improving employee engagement.

How to Measure Time to Productivity

Time to productivity is more difficult to measure but essential to improving your onboarding process.

First, develop measurable, time-bound KPIs for the new position. These KPIs are tasks which you expect the new hire to accomplish independently within a predetermined time.

Then, divide the number of days it should take the new hire to accomplish the tasks independently by the number of days it actually takes the new hire to achieve the KPI.

For example, perhaps you expect Susan to operate the telephone switchboard independently after 5 days of training. If Susan masters the switchboard within 3 days, then her rating for time to productivity is 1.66, or 166% of the goal KPI.

Employee Onboarding Experience

You can use your onboarding data to know the effectiveness of your onboarding process and to identify areas of improvement. But what makes a great onboarding process?

A great onboarding process emphasizes the employee, rather than paperwork and processes. It’s an onboarding concept in HR by which you focus on providing the new hire with the 4 Cs.

Compliance: These are the basics and include paperwork, policies, and rules. While your safety and harassment policies are crucial, it’s the other four Cs that will help you improve employee retention.
Clarification: A great onboarding process provides the new hire with clarity regarding her role and responsibilities.
Culture: Forbes says, “a strong company culture is the best retention strategy.” Your company’s culture reflects the values from which decisions are made. Including culture in your onboarding process ensures new hires align themselves with the company’s values.
Connection: To understand how important connection at work is, you only need to take a look at Maslow’s hierarchy of needs. After our physical needs are met, a “feeling of belonging” becomes the most important ingredient to happiness. The best onboarding processes recognize the new hire’s need for belonging and use creative solutions to foster connectedness.

Best Onboarding Practices

Your onboarding data may have revealed shortcomings in one or more of the 4 Cs of onboarding. The following best onboarding practices for new employees will help you improve every aspect of your onboarding process.

Improve Compliance

Use an applicant tracking system and onboarding software to digitize your data and forms. Companies with the best onboarding practices in 2021 take full advantage of technology. When applicants and new employees fill out their information with the software, the data can be automatically transferred to a variety of HR forms and files.
Create online training modules and assessments to ensure new hires understand important policies and rules in the employee handbook.

Improve Clarification

Document every position’s duties and responsibilities.
Using this document, create a comprehensive training timeline.
Assign a stakeholder who will be responsible for each item in the training timeline.
Provide opportunities for new hires to ask questions.
Schedule periodic check-ins to ensure the new hire stays on track.

Improve Culture

Create a training that introduces your new hire to the company’s history, values and mission.
Connect your new hire’s role to the company’s larger purpose.
Recognize your new hire’s accomplishments.
Communicate frequently with your new hire and provide frequent feedback.

Improve Connection

Assign a long-term employee to act as a buddy to your new hire. The buddy should help the new hire learn the unspoken rules of the company and be available for questions.
Introduce your new hire throughout the company. Introductions within the team should be more personable. Introductions to the larger company can be made via a posting on the company’s intranet or other common area.
Send your new hire to work a day in different departments. Doing so will enhance relationships as well as dismantle silos.

Employee Onboarding Checklist

An employee onboarding checklist is a great way to make sure you don’t forget anything when onboarding new hires. The checklist can include everything in the onboarding process throughout the first year.

You can use employee onboarding data and software to create custom checklists for each position. Stakeholders can update the checklist within the software as the new hire completes the onboarding process.

You can also download ExactHire’s “The Essential Onboarding Checklist.” We’ve created a comprehensive new employee onboarding guide pdf to get new hires up and running. Our checklist is an onboarding strategy divided by time frame and category and breaks down everything you need to do within the new hire’s first year.

Sample Onboarding Plan

A sample onboarding plan for new employees can solve a host of business problems. Everything from high turnover to low engagement and poor productivity can be turned around by a great onboarding plan. But to craft that plan, you need to measure key onboarding data. When you measure the most important KPIs of onboarding, including onboarding experience surveys, you can begin to create a plan that will ultimately improve business outcomes.

The improvements you make should address the 4 Cs of onboarding: compliance, clarification, culture and connection. The onboarding tips for new employees we’ve listed are a great start to revamping your onboarding process. You can further improve your onboarding for new employees for maximizing success when you download our checklist.

Using onboarding software can automate many of your onboarding action items. By having a centralized place that tracks onboarding efforts, stakeholders will always know the next steps and you’ll always know the status of a new hire’s onboarding process.

If you’re ready to learn more about how onboarding software can improve your business, contact ExactHire today.

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