The HR Employee Life Cycle HR Advantage

Transcription

1 The HR Employee Life Cycle HR Advantage hradvantageweb.net

2 Employee Life Cycle

3 Interviews

4 Where do you post your open positions? Internal Job Boards (Employee Referral System) External Job Boards MO Career Center Organization s Website Newspaper(s)?? On-line through Indeed (paid), ZipRecruiter, and/or Craigslist (free) Social Media LinkedIn, Instagram, Facebook, Twitter Colleges/Trade Schools Trade Magazines/Trade Websites Job Posting Process

5 What is included in your recruitment process? Screening Applications and Resumes Ban the Box criminal background questions Some states ban asking prior salary history Phone Screening Candidates Deciding who will perform the interview: Owner, Supervisors, etc. Deciding what type of interview: Individual or Group Will any testing take place during or following the interview? Screening Process

6 Who should you interview? Qualified Candidates Must meet the Minimum Job Requirements Interview Process

7 The Job Interview Interview questions should focus on: Job History Past Performance Expectation Job Description of the position interviewing Company Information including: Hours the employee will be expected to work (travel?) Dress code Description of working facility/environment Interview Process

8 What can be asked? Consistency for ALL Interviews! Use the same interview questions for each applicant who is interviewing for the same job. Interview Process

9 What can be asked? What do these questions show an interviewer? If you were an animal, what kind would you be and why? If I gave you a shark, what would you do with it? If you were invited to a potluck dinner, what would you bring? Interview Process

10 What can be asked? What do these questions show an interviewer? Tell me about a time when you had several things that you needed to complete. What did you do to get the work done? Have you ever worked with a difficult person. What did you do to make sure he/she did not impact your work performance? What have you done to make your team work more efficiently? Interview Process

11 What can be asked legally? Avoid questions pertaining to protected classes: Race Color Religion Sex Age National Origin Disability & Pregnancy Military Status Interview Process

12 What can be asked legally? Stick to job related questions such as What hours and days can you work? Vs. Do you have a car or do you have childcare? Interview Process

13 Hiring Process Background & Reference Checks

14 Reference Checks Why conduct Reference Checks? Let s face it, does anyone ever give a bad reference these days? Hiring Process

15 What can be done on a post-offer, pre-employment basis? Drug screen Physical Ability Test(s) Criminal Background Checks Credit Checks *If related to job Workers Compensation Claim Check (MO) This is when the employee may also speak up about a disability or health condition review Job Description with the candidate - ADA Hiring Process

16 New Hire Process What is in your New Hire Packet

17 W-4 Forms I-9 with presentation of documents Agreements (none-compete, confidentiality, employment, etc.) Job Description signed Personnel Policy & Procedures Emergency Contact Form New Hire Process

18 New Hire Process Resume / Completed Job Application Interview Notes/Agreements Job Description (signed) Training/Orientation Schedule Equipment / Company Property Issued Completed W-4 Forms / Payroll Paperwork Policy Acknowledgment Emergency Contact Form

19 New Hire Process

20 A well thought out process Introductions Tour Environment/Culture Mentor New Hire Process

21 New Hire Process

22 Coaching & Counseling Coaching & Counseling

23 Part of the Employee Life Cycle is Communication and coaching. So why do managers/employers dread coaching employees? It s uncomfortable confrontation Not wanting to be the bad guy It s time consuming Coaching & Counseling

24 It s about direct communication Employees deserve the opportunity to understand what is expected of them in terms of performance and behavior. A counseling notice is an excellent tool that can be used to explain to employees what is unacceptable and provide them the opportunity to change their behavior or performance through corrective action. Coaching & Counseling

25 Who will be the one to Coach / Counsel Be sure and clarify who is responsible for coaching/counseling The value of communicating with staff regularly / consistently Keeping discussions confidential Documenting discussions Retaining documentation in secure / confidential area Coaching & Counseling

26 Do s of Counseling Do Specify Date, Time, and Location of infraction and the specific nature of the infraction (facts, not opinions). Do Check the employee s history. Warning should be in sequential order and include steps of progressive discipline. Do State the next step of discipline, in writing, should the employee repeat the infraction (i.e. final written warning, or further disciplinary action up to, and including, termination of employment). Do Ask the employee to sign the warning form. Should the employee refuse to sign, write employee refused to sign in the space and have a witness initial that the employee received a copy of the notice. Counseling

27 Progressive Discipline Feedback & Coaching Step 2: Written Warning Step 1: Verbal Counseling Step 3: Final Written Warning Step 4: Termination of Employment Counseling / Discipline

28 Eliminating Liability When an employee situation becomes a legal situation, there is no substitute for proof. 1) Document, Document, Document keep copies of performance discussions, reviews, counseling sessions, noted performance issues, absences, etc. 2) Maintain Accurate Data observations, times, dates, infractions, follow-up meetings, discussions, etc. 3) Meet Regularly provide feedback. This will reduce any surprises. Liability

29 Part of the employment life cycle is the dreaded termination Termination Process

30 Ask yourself the following 1. Have I given the employee a chance to improve? 2. Have I or would I let go any other employee for doing this same infraction? 3. Do I have documentation of each prior counseling? 4. Who will be the witness to the termination? 5. Do I feel this employee could be dangerous? Do I need security? Termination Process

31 Termination Tips Have a witness present - (Manager, General Manager, HR, or Owner) Stick to the Facts of the Termination - (i.e. patterns of attendance, conduct, performance, etc.) Indicate previous counseling sessions and warnings. If a copy policy was violated, provide the employee a copy of the policy and also include it in the termination paperwork. Don t apologize, Stick to the Facts and Reason for the Termination - conclude with collection of company property and what the employee can expect regarding final paycheck and applicable benefits. Termination Process

32 What now? Document the termination details Communicate with staff members /leadership that the employee is no longer with the organization, who will be taking on their responsibilities, and who to go to with questions Keep the details of the termination confidential. Only essential employees should know Send COBRA notice if applicable Termination Process

33 Who will respond to: Reference Check Inquires Verification of Employment Respond to Unemployment Claims Respond to notice(s) from the MO Commission for Human Rights or the EEOC Responses

34 Q&A Question & Answer Session Q&A

35 Thank You! HR Advantage hradvantageweb.net