As Jim Collins says, “People are not your most important asset. The right people are.”
Yet, the hiring process is rushed, stressful, and a task that many leaders push to the wayside.
Hiring the right talent can make or break an organization.
With 74% of managers admitting to making bad hires that affected their companies, and the cost of a bad hire reaching as much as 50-60% of the employee's annual salary, mastering talent acquisition is crucial.
I remember many stressful moments in my career having to cover shifts, working extended hours, and seeing no end in sight, all due to vacancies needing to be filled.
I’ve seen plenty of leaders resign due to being overworked.
Whether self-inflicted or not, why is talent acquisition so challenging and what is the answer here?
Aside from business and economical factors that more often than not can be out of our control, there are key areas that we as leaders can and should get right. Four key stages that I’m calling The Four Stages of Hiring Excellence; a structured approach to ensure you not only onboard the best talent for the role through diligent principles, but also ensure that YOU as the leader understand your role in all of this.
Hiring isn’t just about hiring. We are not simply looking for a warm body or someone as a “right now” type of person. Unless you want to continue having a revolving door and a tarnished brand reputation, there’s much more to the process to make these principles truly effective, and that starts first with understanding our Need.
Stage 1: The Need
Understanding your hiring needs is the foundational step in the hiring process, yet often bypassed by hiring managers.
Instead of taking time to reflect and write down all of the key aspects of the ideal team player they are looking for, managers often jump to Indeed, make a post, and begin vetting.
They skip through key steps with the hopes of getting their hire by the end of day! It just doesn’t work like that - or at least, not efficiently and sustainably.
Ask yourself:
Is production down? Am I looking for more drive?
Are NPS scores suffering?
Am I simply understaffed and need more hands on deck?
Is this a permanent or seasonal position?
While you reflect, think of three key areas here: Overall needs, team dynamics, and future growth of the organization.
Is your team stagnant? Do you need more drive and leadership? Do you need someone who comes with a bit more experience under the belt? How about energy and enthusiasm? Additionally, think about future growth. What are the next steps in organizational development? Do you have a succession plan?
Ensuring you have a pipeline of talent is critical and determining The Need before you move on will set you up for success down the road.
Stage 2: The Recruiting
Here’s where the bulk of the footwork should begin, yet as important that managers know this process is, they fail to put forth the intentional focus and effort.
Recruiting is not a passive activity; it requires daily diligence and intentionality.
Success in recruiting starts and ends with you as the leader.
Speaking of you as the leader. Before you even think that how you act, what you say, and how you say it doesn’t matter in this process - think again!
First impressions matter, with 56% of candidates deciding to accept a job offer based on their first impression of the hiring manager. Remember, you are not just seeing if the candidate is a good fit for the job, they are seeing if YOU are a good fit for them.
Too many times have I seen careless, unprofessional, first impressions by hiring managers leaving a poor impression on themselves and on the company.
Here are some key strategies to master your recruiting process and representation:
Professional Representation: Remember, you represent your company and your personal brand. How you communicate whether in person, over the phone, or via email can directly affect your chances of landing top talent or having them run for the hills.
Make it Personal: Tailor your outreach and messages personally. Generic messages can come off as spammy and in-genuine so as much as you want your candidate to value your company, value them as individuals first.
Tap into Resources: Don’t give up after making one job posting online. Utilize multiple hiring platforms, get creative with social media posts, local ads, and forums.
Also, leverage your existing network through employee referrals, customer engagement, and networking events.
Remember, your biggest raving fans are the people you are speaking with everyday internally and externally. They are your biggest advocates for the brand so strike up a conversation and start connecting!
Stage 3: The Interview
Alright so you’ve gone through some heavy recruiting and even invested adequate time in effective screening through questionnaires and phone conversations, now it’s time to interview your top picks.
But first things first, and I will continue to come back to this, let’s get YOU right because again, first impressions can make or break these crucial moments.
I want you to keep this in mind: I’m hiring top talent that will help elevate standards.
Have you heard of the "Russian Nesting Doll Effect?”
This is essentially a poor mindset and approach where hiring managers hire individuals who are “not as good” as them and are not seen as a threat to their capabilities (or one to take their job). This approach hinders growth and innovation. Do you want a team of mediocrity? Don’t think like this!
Alright, now that we've got that out of the way... let’s jump to the interview.
Some principles to keep in mind for a successful and proactive interview process:
Preparation: Arrive 10-15 minutes early and have your notes and information ready. The worst impression you can have on a candidate is that you are late and unprepared. This shows upfront your leadership example and the standards you practice, so get the basics right!
Ask Intriguing Questions: I won't dive into lists of questions to ask as they could vary, but ideally, use open-ended, thought provoking questions to dive into a candidate’s talents, personality, and ambition. This is a game changer! Avoid Yes/No questions. These can oftentimes be lied about and they do not provide much valuable information to build off of.
Counter Questions: Follow up on their answers to gain deeper insights. Don’t simply move onto the next question on the list. This just sounds scripted and robotic. Have them elaborate and spark conversation. Fact check those red flags you may be hearing along the way!
Make it a Conversation: Speaking of… Build rapport and avoid following a strict script. The best interviews are those that end and you feel as if you were talking to a friend or close colleague. They are free-flowing, easy going, and great conversations. More often than not, these individuals end up being great fits for the role and lifelong connections.
Be Objective: This is hyper important! Keep emotions out of the decision-making process. I know, I know, but you need to hire someone yesterday. I get it… But hiring out of emotion may only cause further problems down the road. These are bandaids, not solutions so keep a clear focus and perspective.
Fit Your Needs: Throughout the interview, there is a lot of information going back and forth. Remember to go back to your Needs and not lose sight of the ideal candidate you are in search for. Ensure they check off your prerequisites and align with your company’s culture and values.
Additionally, to avoid the all-too-familiar No-Show, implement a system of reminders and follow-ups. Send out event invites with alert reminders, follow-up emails the day of the scheduled interview, and maybe even a text reminder if you feel it’s needed. We cannot control the outcome, but we can definitely control our effort and output and do our best to mitigate the situation.
This will ensure candidates are well-informed and committed to showing up, reducing last-minute cancellations and wasted time.
Mastering the interview stage is not just about filling a vacancy; it's about building a team that will drive innovation and push standards.
Your diligence and intentionality in this process will pay off, leading to a more dynamic and successful organization!
Stage 4: The Selection and Onboard
Get this…
Roughly 22% of new hires quit within the first 30 days. This says everything we need to know about just how important our actions are after the hire.
The selection process doesn't end with extending an offer. Onboarding is equally important to ensure new hires integrate smoothly and stay with your company.
Here’s how to excel in this stage:
Selection Offer: Sometimes, lack of clarity with the job offer and expectations can start the relationship off on the wrong foot. This happens when hiring managers are rushing the process to simply get the candidate on shift and working. This is a big mistake to the entire life cycle of the newly hired team member.
A simple acronym to remember that can help dial in your offer letter diligence is to BE CLEAR:
BE: Benefits
C - Compensation
L - Location
E - Expectations
A - Availability
R - Reporting to
This simple outline principle can help you keep focus on key elements of the candidate's role and expectations to build off of.
Touchpoints Leading Up to Start Date: Don’t lose your candidate! If there are days or weeks before the official start date, keep in contact with the candidate to maintain their interest, excitement, and to keep them informed of updates.
Start Date Excellence: There is nothing worse than a newly hired team member arriving for their first shift, only to be greeted by a group of blank stares from their co-workers not expecting them. Be prepared for their arrival and ensure other team members are informed so your new team member has a great first day impression.
Immersion: Remember, 22% leave within 30 days and it could take anywhere from three to six months for a new hire to adapt to a company culture. This means that you need to invest you time in developing the new hire, aligning visions, and building rapport. This isn’t just a set-it-and-forget it mindset - It's a journey. Establish goals and frequently check in to ensure they feel supported and engaged.
In conclusion,
Mastering the Four Stages of Hiring Excellence—The Need, The Recruiting, The Interview, and The Selection and Onboard—will help you navigate talent acquisition with confidence, build a stronger and more dynamic team, and establish your brand based off of proven principles.
Talent acquisition and retention are huge elements to business success and cannot be pushed aside as a by-product. By following these stages, you can mitigate the pitfalls of bad hires, enhance team morale, and drive your organization towards future success.
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