HR clinic: a beginner’s guide to hiring

http://www.theguardian.com/small-business-network/2015/mar/27/hr-clinic-beginners-guide-hiring

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Taking on staff is a sign that your business is doing well – but for the small businesses looking to hire this year, the process may seem difficult to negotiate. We recently held a live Q&A on the topic, when a panel of experts gave their advice and answered your questions. From recruiting and interviews to conducting reviews with new members of staff, here are some of their suggestions:

How can I save time during the recruitment drive?

If cashflow is king in the startup’s deck of cards, then time must be the joker – there’s never enough of it. From drafting job adverts to making offers, recruitment can’t be rushed, but there are ways to avoid wasting time.

Business owners should think ahead by growing a network of prospective candidates in a “talent pool”, says Mike Ferguson, client relationship director at Social Media Search . “This can be done on LinkedIn, Twitter or any other social channel. This allows you to form the basis of a relationship with suitably qualified and experienced people and when you need to bring new talent into your business, you may already be in touch with them.”

Sean Mallon, CEO of Bizdaq , has saved time in his interviewing process by holding 10 to 20-minute phone interviews with candidates before asking them to a formal interview at the office. “This normally saves us time on the exhaustive process of screening candidates and allows us to quickly eliminate time-wasters,” he says. “We’re also currently looking into using video interviews via Google Hangouts or specialist video interviewing platforms such as Shortlister, that would replace the initial phone interview.”

Cath Harrison, founder and managing director of JobVacancyPortal.co.uk, suggests setting aside time to go through applications in one batch, rather than piecemeal, as this is a “much more efficient and effective way of shortlisting”.

How can I make sure a new hire will gel with my team?

Small businesses and startups don’t have room for personality clashes, so making sure additions to your team are on the same wavelength as existing staff is important.

Kirsty Senior, director and co-founder of Citrus HR , says a proper induction is key – this should include introductions to the team, and perhaps consider assigning a buddy for the new employee. “We always meet for an informal lunch or dinner before someone starts to begin building relationships, but a team lunch on the first day can work well, too,” she says.

The first day at a new job is always daunting – plan a welcome day structured in such a way as to take away the “fish out of water” feeling, says Tracy Filler, growth coach for GrowthAccelerator . “Allow the team to spend time with new employees, so they can form their own support network and quickly build rapport. Allocate one or two people to take them to lunch on their first day.”

Ever considered involving core team members in the interview process? Jamie Mackenzie, marketing director of Sodexo Benefits and Rewards Services , says: “If culture and team dynamic is critical to the success of the company then why not? At the same time it is also great development for the team member, too.”

However, don’t shy away from hiring different characters, says Senior. “Try not to recruit the same skills, as your team will be more successful with a mix of characters who balance each other out.”

Small firms may struggle to be competitive with salaries – what perks can they offer to attract and retain staff?

A competitive offer may not always hinge on the salary – panelists suggested offering flexible working hours, home working or additional holiday as extra perks. Performance-related bonuses could also be a good way of “keeping fixed costs down but ensuring that the individuals are suitably recompensed if they do a good job”, says Ferguson.

Vikki Bean, UK education manager for Xero U Manager , says you shouldn’t assume you know what is important to your staff – ask them. “Use a simple staff survey to collate what motivates them rather than assuming we know,” she says.

Some panelists suggested that smaller-scale perks, such as a free breakfast, games rooms or the occasional lunch out, can make a difference. Mallon says: “I have found that although [our games area] will not be the deal breaker for many when choosing to go with a company, it helps promote a positive culture as well as helping staff get along.”

How often should I review new staff members?

The days of the annual review are over, our panelists agreed, and you should set aside time to give employees on their probationary period regular feedback. Liz Wood, an HR expert at Blue Acorns , says: “There needs to be a review at the end of the probationary period to confirm the employment or otherwise, but its advisable to do a review midway through too so that the new starter knows whether they are on track or not.”

Mackenzie agrees: “The probation period can be a great structure to ensure that new staff members are being given the right support in order to integrate with their new surroundings and job role.” He recommends reviewing them on a monthly basis, as well as working closely with them on a weekly basis to support their integration into the team.

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