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Common Problems With The Pre-Employment Screening Process

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You’re in the homestretch of filling a vacant position within your organization. You have at least one candidate you are confident will help meet, or possibly exceed, your organization’s goals and objectives in this vacant role.

The last item before crossing the finish line: pre-employment screening.

Sometimes, pre-employment screening can feel like you have hit “the wall” over the course of a marathon instead of feeling the elation of crossing the finish line. There are plenty of problems that can present themselves as obstacles to a smooth pre-employment screening process. However, there are ways to overcome these issues. In this blog, I’ll review some ways to ensure you finish the course with a win…but first let me offer my definition of what the screening process includes.

What Is Pre-Employment Screening?

Pre-employment screening is the process of researching and investigating a potential hire’s background for possible red-lights that could affect: 1) employee performance; and/or, 2) the organization’s safety and/or reputation if this person was hired. Pre-employment screening can include conducting a criminal history background check, drug test, employment assessments and/or contacting reference information submitted by the potential hire to acquire additional information about the person.

Contacting references is a key component of pre-employment screening in the vast majority of professional fields. Communicating with a candidate’s references can give the hiring manager and/or selection committee valuable insight on the potential hire’s past behaviors. Some of those behaviors may be ideal and complement your organization’s culture…while other behaviors may not. Unfortunately, there is no crystal ball to predict how a new hire will acclimate to your organization’s culture, but getting perspectives from references can help provide some insight. According to a 2013 CareerBuilder survey, hiring the wrong individual could cost approximately $50,000 to an organization. If there is a cycle of hiring poorly fitting individuals, the negative financial impact will continue in a downward spiral.

The Reference Chasing Game

When a candidate provides references during the interview process, the following information is often included: Reference Name and Title; Reference Email; Reference Contact Phone Number; and, possibly Number of Years Known and/or the Relationship to the Potential Hire. With this information, the hiring manager can start the communication contact process.

Does this sound familiar?

Pick up the phone and call the reference…
Leave a Message…
Wait patiently for a return call…
Send an email…
Wait patiently for a return email…
Attempt to contact the reference again via both methods if too much time passes…
Tick Tock Tick Tock.

Time is of the essence! There is a job to fill! “Tick tock tick tock” are the sounds that the hiring manager might be hearing. The “tick tock” is not just for the waiting game of collecting reference data. It is also reflective of the downtime that is occurring within the organization since that job opening is still vacant. Most likely, another person is trying to cover that role in addition to fulfilling to his/her own role, too. And, it’s not just “tick tock” being heard; it’s the sound of a cash register getting depleted during this waiting game, too. Vacant positions cost money, especially when keeping downtime and other co-workers’ overtime costs in mind.

Issues With Reference Feedback

So you’ve made contact with a reference–great news! It’s time to ask questions relating to the performance and job duties of the potential hire, and to learn more about the duration and type of work relationship between the potential hire and the reference contact. Acquiring this information might not be as easy as it sounds. Some references are hesitant to give meaningful feedback in fear of legal liability or hurting the candidate’s feelings.

Additionally, if reference questions are not phrased to ask for specific information and examples, the reference provider might give general statements that are too subjective and not helpful in providing a clear view of the potential hire. It is important for the reference checker to be consistent with the questions (s)he asks and the manner in which the feedback is documented. If the feedback is documented inconsistently, the feedback can be skewed and hard to interpret by the hiring manager and/or others on the selection team.

Automated Pre-Employment Screening Solutions

Paperless reference checking software provides organizations with an efficient means to collect reference information. Organizations can ask a potential hire to provide contact information for individuals willing to serve as the potential hire’s references. The references would be asked to provide anonymous feedback regarding the potential hire on a variety of competencies selected by the hiring organization. By submitting anonymous feedback, individuals serving as references are more comfortable providing constructive criticism and testimonials.

References click the link in an email invitation and are informed that their feedback will not be shared with the potential hire and that their responses will be aggregated with other references. This promotes a stronger feeling of anonymity and leads to more honest feedback. Reference check software provides a consistent means to collect and evaluate information provided by the potential hires’ references.

Criminal history background checks and drug tests are additional ways for an organization to screen potential hires. It is crucial that Pre-Employment Screening checks, especially criminal history and drug test results, are kept confidential and secure. ExactHire offers confidential, paperless methods that can be integrated within our HireCentric applicant tracking system to collect highly sensitive, key information that you need to make that crucial hiring decision with more confidence.

Behavioral and cognitive employee assessments can also yield tremendous insight into the skills and abilities of a potential hire. Also, role-specific assessments, such as Microsoft Excel testing for financial roles, can provide tangible results to see how well a potential hire can use a specific tool that is a key resource for daily use in that particular job role. When choosing any type of assessment, thoroughly research the platform to learn how the assessment data is collected and measured.

Having access to these types of pre-employment screening tools can help an organization overcome problems that frequent the traditional pre-employment screening process. Filling a vacant role can lead to some apprehension, but with the different data collection options that exist through ExactHire, we can help alleviate that apprehension. When you conduct pre-employment screening using these tools, know that the confidential and secure information you acquire is based on the neutral objective you have–hiring the right fit for the role and the organization as a whole.

For more information about any of our hiring software tools, please visit our resources section or contact ExactHire today!

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How to Overcome Employment Screening Challenges in Small Business

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I know from experience: being part of a small human resources department often creates a close-knit team, but the workload can make you long to clone yourself a few doppelgangers. Small business HR professionals are often slowed down with manual processes, like ordering background checks and chasing down references. Moreover, they are often pulled away to put out unexpected “fires”; thus, making it difficult to get to every to-do on time. That’s why more small- and medium-sized companies are looking for ways to accomplish more without adding expensive overhead in the form of extra HR staff members.

Our ExactHire e-book, The SMB Guide to Superhero Pre-Employment Screening, reviews best practices in pre-employment screening; including, application review, assessments, background checking and reference checking. In chapter six (embedded below) the challenges of traditional reference checking are reviewed. This chapter comments on how automated reference checking software can gather objective feedback more quickly and with little effort.

For the complete resource to help guide you in fighting potential inefficiencies within your organization, download ExactHire’s complete superhero-themed e-book. Think of automating the candidate screening process as a means to arm yourself with enhanced senses and special, super equipment. After all, what would Wonder Woman be without her lasso; or, Spiderman without his webbing?

SMB Pre-Employment Screening Guide Ebook
Image credit: Thunder of Hooves by JD Hancock (contact)

10 Pre-Employment Screening Best Practices for HR Department of One

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If you find yourself being the almighty HR department of one person for your organization, first off, let me congratulate you on your fortitude because that is a tough job. I’ve been in your shoes and when it is just you supporting the HR efforts of a one hundred- to two hundred- employee organization, you need to be efficient to survive and then thrive. Fortunately, there are many options for making your life easier when it comes to pre-employment screening activities. Are you using all ten of these best practices yet?

1 – Do an HR audit to uncover potential liabilities with your current pre-employment screening process

While an HR audit can be a lifesaver in terms of preventing future liability for all areas of human resources, it is especially critical when it comes to assessing the legality of your hiring process. Here are just a few points to cover:

  • Be aware of any “Ban the Box” laws that affect the geographic areas in which you hire employees, as they will regulate whether you may ask about criminal history on your employment application.
  • Make sure that a credit report is only used to screen applicants in consideration for positions that have a job-related necessity for someone with no credit blemishes. Moreover, for those positions that do warrant a credit check, be certain to comply with the Fair Credit Reporting Act (FCRA) and obtain the employee’s written consent at the appropriate point in the process for your industry before seeking the report.
  • Examine your company’s use of social media in the screening process. That can be a slippery slope due to the type of information that can be uncovered about a person. However you approach social media screening, do it consistently across all applicants.
  • Ensure that you don’t ask any questions on the employment application that could reveal an applicant’s disability and violate the ADA.
  • Double check that your employment application doesn’t ask for any unnecessary information too early in the process…for example, Social Security Number. While it can be easier to collect information all at once, the truth is that you would only need that information later at the point of the conditional offer (unless you a have a specific industry exception). Applicants can be creeped out by sharing that in the beginning. Have a protocol for gathering this data electronically once you actually need it.

2 – Document your process and put it where upper management can find it

Especially if you are the only HR person! If something should happen to you, other select members of management should be able to step in to make sure things like SSN verification, background checks, education verification, etc. continue to be conducted on candidates for hire. They should have contact information for any vendors you use for these activities, as well. Have a documented plan of action explaining what happens when credit checks, reference checks and background checks come back with unfavorable news. Otherwise, upper management may not know that if you decide not to hire a person because of information in his/her credit report, for example, you have to give him/her a copy of the report and inform the candidate of the right to challenge the report under the FCRA.

3 – Tell your applicants what to expect from your recruiting process

Your careers website is the perfect place to add a link/page that discusses your entire recruiting and selection process. A short conversation during a preliminary phone interview will also be appreciated by candidates as it sets expectations with them for the probable length of the hiring process. As a result, some candidates that may have been a poor fit will self-select out of the process and save you time.

4 – Develop job-relevant job-specific screening questions

Proactively work with hiring managers…before you get slammed with eight new job postings in a day…to plan questions that will be relevant and that will elicit the types of answers that will help you make sound decisions earlier in the process. This exercise prevents the likelihood of wasting time reviewing unqualified applications later…time that you don’t have to waste.

5 – Use scoring/disqualification filters on application questions

Set up screening question groups in your applicant tracking system to automatically score and/or disqualify applicants based on their answers to both job-specific and standard application multiple choice questions. Then, filter out candidates that fail to meet basic qualifications when you are ready to view applicants for a job.

6 – Use email templates to make communication to applicants quick and easy

Whether you have canned responses saved in your work Gmail account or you build email templates in your recruiting software, it’s a huge timesaver to have commonly used blocks of text ready to go when communicating with candidates. Not only does it reduce the possibility you will make mistakes (thanks to spell check and a restful state of mind when responses are created before they are needed), but it ensures that candidates stay engaged because you are actively communicating with them throughout the recruiting process. People will regard you as a hiring rock star even though there is only one of you in human resources!

7 – Consider pre-employment testing to improve quality of hire

Unfortunately, just because someone is a great interviewer doesn’t mean that he/she will be a great employee for your company. Using an employee assessment as one tool in your selection process toolbox will provide you and hiring managers with incredibly helpful information about the person’s motivations, cognitive abilities and/or job skills…depending on the type(s) of assessments used.

8- Order background checks that include local court criminal record searches

Don’t rely on just a national database check because you will be missing part of the criminal history picture for many applicants. Much of what is recorded at the local and county court level never makes it into the national database. Even though you are with a small organization and trying to keep hiring costs from escalating, don’t skimp on background checks. You could pay for it in negligent hiring claims later.

9 – Make the candidate accountable for quality reference information

The last thing for which you have time is chasing down references and trying to obtain actual quality feedback about your potential new employee. Affordable technology can take the headache out of reference checking and allow your candidate to take ownership with personalized reference invitations that appear to come directly from the candidate, and the ability for the candidate to monitor the responsiveness of his peers. Make sure that any reference check software platform that you use promotes objectivity and allows references to rate potential hires on your selected job-relevant competencies.

10 – Ask your vendor partner(s) for assistance

Even though you are undoubtedly a strong, HR army of one, you’d be crazy not to ask and accept help from your partners when you need it. While technology solution providers will obviously support you on the use of their software, don’t be shy about asking them for tips and best practices for HR processes. And for vendors who handle background checking, drug testing, and credit checks…they can keep you up to date when it comes to complying with regulations. Many providers will handle communication with candidates when unfavorable results arise, as well.

Do you have ideas for other pre-employment screening best practices? What obstacles do you face as an HR department of one? We encourage your comments and ideas, below.

ExactHire provides many hiring software solutions. For more information, please visit our resources page or contact us today.

SMB Pre-Employment Screening Guide Ebook

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How to Assess Your Small Business’s Pre-Employment Screening Maturity

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A turnkey, effective pre-employment screening process is critical for today’s small business. We rely on pre-employment screening efforts to alert us of red flags with a candidate, verify the accuracy of one’s employment records, ensure the safety of existing employees, and explore whether one may thrive despite the demands of a position. And don’t forget the importance of saving time for busy HR Directors by reducing the chance of expensive turnover later.

There is a wide spectrum onto which companies may fall when it comes to pre-employment screening process maturity. Identify your small business’s place on this Bell curve as a first step toward improving your new hire screening, background checking, and reference checking methods.

Your Pre-Employment Screening Process Maturity Level

It’s time to get real. How do your company’s resources impact your placement on the maturity curve? Into which category does your company fall on the image below?

Pre-Employment Screening Process Maturity Curve

Manual

Companies lagging behind in this phase are resistant to technology in most areas of talent management. They are focused on manual activities such as using hard copy paper employment applications, collecting printed resumes at job fairs, and promoting the ability to apply in person (despite the absence of an on-site kiosk for electronic submission of applications). Businesses in this bucket may not even be doing background checks or reference checks on candidates who have received a conditional offer of employment. If the company has started to grow more quickly recently, putting these methods in place can be further delayed if nepotism is present and new hires frequently come from existing employee referrals.  Additionally, it is unlikely that the standard employment application offers the opportunity to incorporate well-planned screening questions that flesh out whether candidates meet at least the basic qualifications for a position. Lastly, you can assume that any web presence on behalf of human resources is completely managed by the IT department.

Disjointed

Companies in this bucket are often plagued by a lack of staff bandwidth (often an HR department of one trying to support too many employees) and poor buy-in from upper management. They launch isolated efforts to supplement the pre-employment screening process, but do not execute a universal, organization-wide strategy. For example, they utilize employee assessments for only some positions; use inconsistent techniques for reference checking and/or fail to train all hiring managers to follow the same protocol; inconsistently use social media to screen applicants (potentially a big liability); job-specific screening questions are underutilized and ultimately depend on the attentiveness of the hiring manager involved; and there is no automated way to group job candidates based on whether they satisfied basic qualifications. Additionally, these companies may still be collecting background check-related information (such as previous residences and Social Security number) on the employment application (without a compelling industry-related reason) because it is easier for them…neglecting the fact that it can disengage applicants and raise a red flag when the solicitation of that information is not connected with a conditional offer of employment.

Organizing & Conforming

Companies in this stage have the right structure in place for optimizing the pre-employment screening process – including an applicant tracking system and a means to collect employment references and electronic employment applications from applicants. While the integration of technology has advanced these companies into the “late majority” part of the cycle, activities such as reference checking are likely still handled inconsistently and may eat up the HR staff’s time. Though they probably have a go-to background checking vendor in place, they still may be collecting disclosures to run these checks in a cumbersome way (i.e. emailing candidates later in the process with a separate request form and then not having an automatic way for results for the check to flow back into an applicant tracking system). Upper management supports HR initiatives as it recognizes the need to put sound practices in place as the company grows, but the pace of growth is still outpacing the ability to get the right HR resources in place quickly enough. The HR department has a lot on its plate and needs to become even more efficient and strategic as pre-employment screening efforts have covered the tactical bases like background checking and reference checking, but still haven’t touched screening question development on a consistent basis.

Embracing & Engaging

For these companies, a strategic process is in place so that consistent screening techniques are used for every position in the organization and thoughtful job evaluation is used to create relevant and results-oriented job-specific screening questions. The right applicant tracking software technology is in place to allow human resource administrators the ability to quickly and easily view applicants that meet basic qualifications based on answers to questions…and those applicants that score particularly well are highlighted, accordingly. Success in hiring leads to further engagement from hiring managers to help develop job questions, respond about candidates quickly and utilize pre-employment testing tools. This partnership with hiring managers leads to opportunities to continuously re-evaluate and repeat success in the future.

Performance & Scaling

Scalability is of central concern for companies in this stage. They seek to further optimize their pre-screening efforts and are intimately attune with promoting a positive employment brand to both applicants and current employees. By regularly tracking key performance indicators such as time to hire and cost per hire, among others, HR personnel have already proven the business case for using technology to their CFO and company ownership. Many of these companies have undergone a significant spike in hiring recently, and have sought additional ways to leverage technology to avoid taking on more staff unnecessarily. Examples include bi-directional integration with background checking, behavioral and cognitive employee assessment tools and automated reference checking software in which the applicant is especially engaged to impact the responsiveness of his/her references. The HR department, whether comprised of one person or many individuals at this near-mastery level, is very agile, uses practical, easy-to-learn HR technology software and likely has enviable statistics when it comes to number of offers extended to accepted and turnover.

Talent Leader

These companies are completely passionate about attracting and hiring top talent…having employment brand ambassadors from entry-level employees all the way up to the CEO. The return on investment for pre-employment screening efforts has repeatedly been proven as well as scaled as the business expands (and expansion for small business can often mean a pretty drastic percentage increase in growth)…thanks in part to savvy reporting tools available in hiring software such as applicant tracking systems and online reference checking software. Other companies will look to this organization to mimic its hiring techniques and try to steal talent…but the latter attempt will often fail as the leading company has done a great job of pre-screening talent and engaging candidates and employees in the process. The talent leader will have little trouble fielding applicants for most job postings due to its reputation as a choice employer.

Does your business fall into your preferred category when it comes pre-employment screening maturity? What resources can help you move ahead on the pre-employment screening process maturity curve? To find out, visit our ExactHire resources section or contact us today.

SMB Pre-Employment Screening Guide Ebook

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Unique Job Specific Screening Questions Part 2 – Nonprofit Leadership

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For those of you who read my first Unique Job Specific Screening Questions blog, then you know that many of the deal-breaker and essay questions sampled in this piece are especially common to high-volume positions for which one may recruit frequently. But what about your organization’s leadership roles? While you may not be creating these types of job listings in your applicant tracking software very often, it is still critical to identify the make-it-or-break-it questions for these high-level positions, as well.

In this follow-up, we’ll focus on the nonprofit industry. Easy-to-assign screener questions are just one of the many benefits available to not-for-profits that use technology to go paperless. A special thank you goes to Bryan Orander, Founder and President at Indianapolis-based Charitable Advisors, for sharing some of his preferred job-specific screening questions for certain key leadership roles in the nonprofit arena.

Download our hiring process questions guide

First Executive Director Screening Questions

  1. Tell us about your experience working with a nonprofit board of directors to help them add meaningful value to the organization and the relationship you strive to create with the board.
  2. Tell us about your experience and success in building relationships for fund development that could apply to this position.
  3. Based on either your personal knowledge of our service area or your research, what do you see as some of the greatest opportunities in our service area?
  4. Tell us about how you have exhibited the skills that will be needed as the First Executive Director of this organization. Consider that you would be wearing many hats and expected to work frequently at the community visioning level; and, that you would be hands-on with people, projects and paperwork while you work to grow the organization and build a staff team.
  5. Tell us about your experience in engaging businesses and neighbors in efforts to benefit their community…ideally, in a multicultural setting.

President Screening Questions

  1. Describe what you feel are the essential components of successful fundraising.
  2. Describe your most significant accomplishment.
  3. Provide an example of how you have taken on a leadership role to make our community a better place to live.
  4. What role could or should our organization play in making our community a world class place to live, and what initial steps would you take to make that happen?

Executive Director/CEO Screening Questions

  1. What fundraising approaches would you see as most important to an organization like ours, and how have you used them successfully?
  2. Describe how you have successfully engaged board members in sharing your organization’s story and taking ownership for raising funds.
  3. The Executive Director/CEO will be leading the Board’s evaluation of the organization’s current name and brand identity. Tell us how you would approach conducting such an evaluation.

If you would like to share your own ideas for screening questions for leadership positions – in any industry – please comment on this blog. We can certainly all greatly benefit from our combined collective knowledge of hiring and selection tips. For more specific information about how to leverage job-specific screening questions in your own selection process, please contact ExactHire to learn about our applicant tracking software options.

Download our hiring process questions guide

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