3 Basic steps to do before candidate joining!!

3 Basic steps to do before candidate joining!!

In continuation to my endeavor to help people who wanted to make their career or just started their career in HR where I am sharing knowledge on how to build HR department and its processes from scratch as mentioned in my previous blog Step by Step guide to set up HR Department in an organization.

Today we will talk about pre joining formality process.

This is the stage which is after offering and before joining of candidate.

You can also see my views on How can we increase possibility of candidate joining after offer letter?

Following are those 3 steps which you need to follow to ensure that when candidate joins, he don’t feel like left in isolation. Basic arrangements are made well before he joins. At-least those which can be made before candidate’s joining.

Intimation to admin department 

You should ensure that you send intimation mail to admin department about possible date of joining of candidate so that admin department can make necessary arrangement related to infra / equipment required by candidate. Here timely intimation is very important. There could be chances that admin need approval for purchase of new laptop, data card, mobile or any thing else. If you will intimate them just few days before candidate joining then they might not get time to arrange for such approval and procurement of required infra provided you should have enough time between offering candidate and his joining. Hence it is suggested to share intimation to admin department just after you send offer letter to candidate. Another good idea is to share intimation with them when request is raised for additional manpower.
To ease the process, admin department should maintain a master list of infra requirement for each profile so that they can refer the list whenever they get intimation from HR department about candidate joining.

Intimation to IT department 

Intimation should also be sent to IT department so that they can set up laptop or configure laptop and create official email id for new joinee. If you have email id ready then you need not to rush in morning when candidate joins you.

Another good idea, to ensure that everything is ready, you can seek confirmation from admin and IT department about readiness from their side.

Be in touch with candidate

Be in touch with candidate atleast twice before his date of joining. I would suggest 15 days before and one day before his date of joining. During that conversation you can also remind him about various documents which he need to take along with him on DOJ.

These 3 steps will ease your efforts to complete candidate joining formalities. I know these are basic things but very important so don’t miss them.

In next blog we will talk about joining formalities in detail.

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7 Tips to increase possibility of candidate joining after offer made to him

7 Tips to increase “Candidate’s joining conversion rate”

If you are in recruitment, you can understand the pain when candidate do not join on his date of joining even after accepting the offer letter. Recruiter need to face many problems in such cases. Some of the reasons are as below.

• You need start the complete hiring process from Step 1.
• Extra time in hiring means loss of productivity and money for company.
• Huge pressure from hiring manager as his plan will fail, which was based on new candidate’s joining.
• Other problems associated with low manpower in a project.

Above are enough reasons for you to find out ways to reduce such incidence and increase candidate’s joining conversion rate. Here are some tips which will help you to increase candidate’s joining conversion rate. 

Tips 1 # Do not hire candidate who change his job frequently.

Candidate, who has changed his job every year, is not stable regarding his job choice and career. His intention is to get an offer and then start looking for job in market once again for little more hike in his salary. Even if you offer such candidate, there is high possibility of candidate not joining as he might have many other offers like from your side. So better be away from such candidate. 

Tips 2 # Profile offered should be attractive to candidate

As recruiter, you need to ensure that profile, you are offering to candidate, should be attractive to candidate. I am not suggesting you to make a profile attractive (which you can’t), but finding candidate for whom, profile offer by you is attractive. Candidate should be interested and excited to take this up. Sometimes, candidates do take offer, even if, they are not very excited about profile you are offering as they may not have any job in hand. They will keep looking for profile they are interested in and take up such profile as soon they get one. Hence it is important that you should sense, whether profile you are offering is exciting to candidate or not? Candidate, do give weight-age to profile same as they give to pay package.

Tips 3 # Salary offered to candidate should be competitive

This is similar to earlier tip. If you do not offer salary to candidate which is higher than current pay package then why candidate will join you?. There are very few people who would like to join you on same salary especially when you don’t have brand value. Every candidate expect salary raise in new company. Candidate is not bothered about your budget. If you can’t offer candidate a hike, chance are, candidate might not join you. Candidate may choose offer which has higher salary pay package. Pay package is always a primary reason of leaving existing company and joining new company. I am not advising you to give whatever candidate expect, I am suggesting to give offer to candidate who is in your budget and you are giving logical hike to him.

Also don’t try to fool the candidate with higher CTC and lower in hand. Today candidates are smart, they know what they are looking forward for? They understand that company benefits are same for everyone hence they will surely insist on higher in hand salary.

Tips 4 # Sale positives of your company, project, profile for which you are hiring

Every company has good and bad things. As an employee, you know, what are these good things? Hence you need to sale all these to candidate. Tell candidate about various benefits your company gives. Talk about work culture, fun at work etc etc. Do not simply close the offer by offering a letter and salary to candidate. You take download from hiring manager about project and position to hire. You need to sale all positives of project and position to candidate. I would suggest, you guide hiring manager to speak with candidate and tell him about project he will be working on, what are the learning he will get, what are the growth chances etc. 

By doing so you are actually engaging the candidate with company before joining and it increases the chance of his joining.

Normally, HR does all this at the time of induction. I am suggesting do a small part of it while offering to potential candidate.

Tips 5 # Call Candidate for interview 2-3 times

Earlier, I use to believe in hiring on faster speed. Call the candidate one day and if you like offer and close. But gradually, I learnt, that candidates who were called more than 2 times for interview or discussions are more likely to join after offer made, especially when you are hiring executives and above. As per your company recruitment process, you can call them for some IQ test, EQ test, technical test, asking them to submit salary proof related documents other than interview related rounds. This doesn't mean you need to call them un-necessary for more than twice. Set a process. I would not suggest calling candidate more than 3 times also as candidate get frustrated.

Concept is simple here. Candidate who is really interested in joining your company will take pain to come 2-3 times and candidate who don’t want to join you, will make excuses. In any case you don’t want to offer a candidate (even if he is most suitable) if you know chance of his joining is very low.

This is useful tip. Do apply it and let me know any impact on your joining conversion

Tips 6 # Take resignation acceptance copy after offer made

After you make an offer to a candidate, you should ask him to submit copy of his resignation mail or letter and later acceptance of resignation to you. He should do that within 3-5 days of offer acceptance. With this, you can at least be sure that he has not been retained by his existing company. If you sense delay in submission of resignation acceptance then you should better start working on finding another candidate.

Tips 7 # Pre employment Verification

This tip is not directly related with candidate joining but more with his sustainability in company. Some company do post employment verification to check credentials of the employee and in case any credential is found negative then worst case, employee need to leave the company which means opening of close position. 

I advocate that pre employment verification should be done in place of post employment verification. You should inform candidate both verbal and written (Application form) that once you accept the offer and resign from current company, we will conduct verification and in case any negative fact is found that offer can be cancelled. 

This will ensure that you will not suffer from working on a close position again after some time

Conclusion

There could be more good practices which my fellow HR friends must be following. I would request them to share some good tips they have implemented which helped them to increase the joining conversion in their company. Even after all above, I would suggest that Recruiter should always keep a Back up Candidate ready as Plan B. Normally, we do not spend much time on finding a back up candidate as we assume that candidate offered by us will surely join. It is too optimistic. Plan B will surely help you.

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4 Steps of robust Recruitment process

Recruitment is one the essential part of HR Operations. It is all about hiring people which are required to execute various tasks and responsibility in the organization at various levels. Every organization has different requirement of the kind of people they need. HR should know about business they are into, so that they can understand that hiring requirement well and able to find out candidates who are best fit for handling such responsibility.

Hiring process is not only the responsibility of HR department but a combined responsibility of both HR and Hiring manager. Hiring managers play an important role in successful recruitment process. Many hiring managers do not spend adequate time with HR to make them understand qualities and capabilities they need in the candidate they are looking for. HR need to ensure that correct and timely hiring should take place hence a well defined process in recruitment will definitely going to help to achieve this objective.

Here, I am drafting a process which is quite simple and easily implementable in any organization. I have used it in many organizations and got desired results. Of course I made some changes to suit a particular organization. You can make changes wherever required as per your organization need.

Here are the steps to successful Recruitment Process:

Step 1. Getting details of position to hire from hiring manager

This is first and very important step in recruitment. You must have heard of saying “Garbage-in- Garbage-out”. Hence if hiring manager, do not give complete and correct information about the kind of person he is looking to hire, HR will surely hire wrong kind of person or the process of recruitment will take longer time as hiring manager will keep rejecting candidates sourced by HR basis wrong inputs. Some of hiring managers do not take hiring process very seriously and hence they are not very keen in spending kind with HR to make them understand about kind of person they are looking for or some time they are so busy with other operational work that they are not able to take time for this. Hence to simplify this, if HR can create a format, let’s say, “Manpower Requisition Form” (Short form MR Form) to collect information required for a position. You can name it whatever you feel like.

MR Form should be designed thoughtfully so that, it covers each and every important information, which will help recruiter to find correct match. Some these are as follows:

·         Job Tile
·         Grade
·         Number of Positions
·         Location
·         Replacement/ New Hire
·         Replacement of (In case of Replacement)
·         Reporting Manager
·         Hiring Manager
·         Contact details of Hiring Manager
·         Salary Range
·         Employment Type (Permanent, Contractual, Trainee, Consultant)
·         Contractual Duration (If applicable)
·         Mandatory Educational Qualification
·         Desirable Educational Qualification
·         Certification (If Any)
·         Minimum years of experience
·         Maximum years of experience
·         Any Specific Industry to look for
·         Any specific companies to look for
·         Job Description (Attach separate document if required)
·         Gender Specific (if any)
·         Age Criteria (if any)
·         Expected on board date
·         English Communication Scale Required (Excellent, Very Good, Good, Average, Below Average)
·         Knowledge of any other language
·         Interviewer Level 1
·         Interviewer Level 2
·         Interviewer Level 3
·         Any other specific criteria to keep in mind

You can add few more fields as your requirement. As you can see that we have tried to capture almost every information which is required before we start our hiring process. In fact if HR has all these details before hiring starts, then it is easy for recruiter to do a “Job post” on job portals also quickly. All above fields are self explanatory, hence I am not going to describe about them in detail but yes, I would surely like to describe about last field in the list i.e. “Any other specific criteria to keep in mind”. This is important. Many times there are very specific conditions which are not captured in any of the field hence hiring manager can mention such requirements here. For example, If hiring manager wants that the perspective candidate must have not changes more than 2 companies in last 5 years or candidate should have own conveyance etc. then such requirement can be mentioned in this field.

Maintaining Master file of Manpower requirement and capturing progress

You should maintain a master file (Let’s call it “MR Tracker”) where you keep record of all the manpower requisition and progress on these position so that report can be generated whenever required. You can simply create a spread sheet to do so.

Here are the information you should maintain in that spread sheet.

• MR Code : This is unique code which you should assign to each requisition raised. In case hiring manager mention more than one position in MR format then separate MR Code should be issued.
• Date of MR Raised
• Information mentioned in MR Format should also be capture i.e. Designation, Gradde, Replacement/ New Hire, Replacement of (In case of Replacement),Reporting To
• Hiring Manager Name, Educational Qualification (Essential), Educational Qualification (Desirable) so on
• TAT (Turn Around Time): This is time frame which you have pre defined to close any position. You can have one TAT for all positions to close or you can have different TAT depending upon level / grade of position you need to hire. For Example, you can keep following TAT depending upon position to hire:

o   Below Assistant Manager                                             :               30 Days

o   Assistant Manager to Manager                                  :               45 Days

o   Above Manager to below General Manager        :               60 Days

o   General Manager                                                            :               75 Days

o   Above General Manager                                              :               90 Days

• Status : This field captures status of each MR Requisition i.e. Open (No action taken yet), WIP (Work in Progress), Offer Made, Closed (Means candidate has joined), Withdraw (Position withdrawn by Hiring Manager), Hold (Position put on Hold by Hiring Manager) , Un Hold (Position reopen by Hiring Manager)
• Date of position on Hold and Un Hold
• Closure Date
• Name of Candidate Selected
• Mobile number of selected candidate
• Expected DOJ
• CTC Offered
• Source of Hiring : Job Portal, Newspaper, Employee Reference, Campus Selection, Consultant, Other Source
• Source Description
• Candidate Joined (Yes / No)
• Actual DOJ
• Remarks (If any)

If you maintain all above information for each position then you will be able to generate all possible reports like followings:

·         How many positions are open , WIP, Close, hold etc?

·         How many hiring are under TAT or exceeded TAT?

·         Grade wise positions along with closure status etc

You need to learn excel to generate various reports from information available in MR Tracker.

Step 2: Finding suitable candidate and sending details to hiring manager

Once hiring related information is available with recruiter, recruiter can start the sourcing process. I will not talk about various sources by which recruiter can source candidate as I am assuming that you must be aware about it.

Once a suitable candidate is found and interested, recruiter need to forward the details of candidate to hiring manager. I would suggest that before lining up the candidate for face to face interview it will be wise that resume of candidate along with his suitability against each parameter (given by Hiring Manager in MR Format) should be sent to hiring manager. This will ensure that hiring manager has gone through the resume and agreed that candidate is worth for telephonic / face to face round. This saves time of HR, hiring manager and candidate. Also if possible, telephonic round should be arranged to ensure hiring manager can judge further suitability on technical aspects before Face to Face round. I have experience that chance of selection during Face to Face interview of candidate who has been screened and shortlisted through resume and telephonic round is very higher as compared to candidate who is aligned directly for face to face interview.

While sending resume to manager to check suitability, you should ensure followings:

·         Attach resume of candidate, very obvious.

·         Provide information about candidate against each parameter mentioned in “MR Format”. Example, if the minimum experience required is 5 years then what is the experience of the candidate you have sourced. Similarly information against each parameter should be mentioned. This will help a lot in ensuring that you are not hiring a wrong person and you have checked all required parameters before sending it to hiring manager. A Recruiter work on various positions at one time and with this kind of format in place, it will help recruiter to ensure that recruiter has checked all the parameter required for the position hence less chances of rejection of candidate.

Step 3: Mid Recruitment Process

There are many things which will make your recruitment / hiring process faster and robust.

· Once you send candidate details to hiring manager, ensure that you follow up with hiring manager to get the feedback. Do not forget assuming that hiring manager will revert some day and then you will process further. If you don’t get the feedback on time then your TAT to close the position will increase and sourced candidate may no longer be interested in your company or may have joined somewhere else.  If required take your seniors in loop to get the feedback on time.
· Communication is very important during recruitment. You need to ensure that you communicate about each and every update to all the party involved including candidate. For Example, When telephonic round is confirmed then communicating date and time of telephonic round to both hiring manager and candidate.
· Not only communication but quick communication is important. For example, first thing in the morning, you should call candidates who are lined up for interview so that you can share current status with hiring manager i.e. update that candidate is on way, refused, want to postpone, not reachable etc so that hiring manager is updated.

Step 4: Finalizing candidate

Once candidate is finalized by all concern managers then following process should be followed:

· Salary Proof : Always ask salary proof from candidates. There are many cases where candidate do forge their current salary and one of the major lie people tell about their current pay package is the cash salary for which proof cannot be produced. I follow a set process to ensure that probability of person forging salary is very low. As salary proof, I always ask for Salary slip and Bank Statement where entry of that salary transfer can be seen. I do not consider cash salary payout at all.
· Tell candidate that once offer is made to him and accepted then candidate need to put down his paper in current organization and send copy of same to you. Also candidate needs to send acceptance copy of resignation, where date of relieving is mentioned. By doing so, you are minimizing the risk of candidate not joining you. You can work on back up arrangement, if required.
· Always get approval from hiring manager on salary to be offered. Many times, this becomes an issue hence it’s better to get your verbal things documented for future reference.
·  Explain the complete offer to candidate which includes salary structure, other benefits, documents to submit while joining and any other important information. All such things should be in written and take written acceptance from candidate.

With above practice in place, you will be able to make your recruitment a HAPPY RECRUITMENT. Check out my post 7 Tips to increase possibility of candidate joining after offer made to him and 3 Basic steps to do before candidate joining!!

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Step by Step guide to set up HR Department in an organization

Step by Step guide to set up HR Department in an organization

This blog is an endeavor to help HR professional, who have just started their career or moved to managerial profile recently and given responsibility of setting up HR department in an organization, which don’t have HR system in place. We will discuss each and every function of HR one by one so that you get the clarity on why a particular function is important and how to implement in your organization.

Broadly HR department can be seen as below mentioned segments and we will discuss each segment more in detail one by one:

• ·         HR Operations, formally known as Personnel Department
• ·         HRD (Human Resource Development)
• ·         Automation/ MIS
• ·         Business Partner

HR OPERATIONS

As you can see that I have already compared HR Operation segment with function of Personnel Department. HR Department early used to known as Personnel Department. Function of this department was primarily of support, which liaison with government department for statutory compliance, manage attendance and leave, take disciplinary actions, facilitate recruitment, training and more like a clerical job. I am referring it as HR Operation. It is basically a segment where you as HR Professional need to take care of hygiene factors of HR. If HR Operations are not in place then you can not move ahead to HRD. As my earlier boss said it correctly, “It is bread and butter for HR Department”. Hence we need to ensure that these hygiene factors are in place.

These Hygiene factors are as below:

• ·         Recruitment
• ·         Pre Joining Formalities
• ·         Joining Formalities
• Ideal Joining Kit
• ·         Confirmation Process
• ·         Attendance and Leave Mgmt
• ·         Disciplinary Actions
• ·         Statutory Compliance
• Provident Fund
• ESI
• Gratuity
• Bonus etc
• ·         Compensation Management
• ·         Reimbursement Processing
• ·         Insurances
• ·         Separation Process

HRD (Human Resource Development)

It is the part of Human Resource department which focuses on ensuring that the biggest asset of an organization which is Human is aligned to business. It addresses human related aspect like performance management, training etc.

Here are some of the areas which we will discuss going forward:

• ·         Performance Management System
• ·         Training Need Identification
• ·         Training
• ·         Employee Engagement

AUTOMATION / MIS

In today fast growing market, every function of organization is on fast track hence HR as function should also be armed with technology hence knowledge and power of automation should be known to you as HR professional. At the same time MIS (Management Information System) also helps you to take informed decision basis data points you gather through various reports.

BUSINESS PARTNER

You as HR professional need to learn, how to be a business partner than a support function. What does a CEO expect from you? How you can contribute to growth of organization? Etc

You need to learn those deliverable which make you integral part of organization and its success story.

We will now take each topic one by one and see how we as HR should implement to setup our HR department which serves its purpose in organization.

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What is Buddy Program and how to design it?

What is Buddy Program and how to design it?

Possibility of an employee leaving company is higher in first 3-6 months as this is the time when new employee tries to adjust in the new system. If HR of the company can work on ensuring that these new employees feel comfortable during initial phase of their employment, then they can put a break on attrition at early stage.

Hence, BUDDY PROGRAM can be considered as one of the way to ensure orientation and retention.

Orientation and retention are all about making your new employees feel at home. That also means helping them understand your organizational culture and politics. A buddy program is a great tool to assist in both of these objectives.

I have also experimented Buddy program and would like to share my experience with you guys.

Buddy program is quite simple. Every new joinee is associated with one of the employee who is from the same project and associated with company since few years and knows about company policy, culture, who is who and project details. This person is called Buddy of that new joinee.

During few initial months new joinee is reserved as he tries to understand the organization. Buddy helps new joinee in many ways. some of the them are listed below.

• Helping him to understand culture of company. 
• Helping him to understand how small to small processes work in company.
• Helping him to understand basis rules and regulations.
• Helping him to understand small project details.
• Helping him to settle down in the system.

Please do implement the same in your organization and share your views with all of them.

Some of the things which you should keep in mind while implementing this system.

• Ensure you ask employees to nominate themselves to be buddy of new joinees. This has to be volunteer and not forced.
• Ensure that you select right person who is engaged with organization and satisfied as Buddy else you he can impact new joinees in negative way.
• Keep taking feedback from new joinee in between so that you know the progress.
• Take feedback from manager also on new joinees and see how this system working.
• At the end of the Buddy program, do take written feedback. Download copy of feedback questions format
• Keep duration of buddy program for 2-3 months. Too long and short duration will also not give desired result.

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Part 6- Five Essence of mature Performance Management system to make it successful.

Part 6- Five Essence of mature performance management system to make it successful.

Lot of efforts is required to implement performance management system successfully and these efforts should be continuous. Normally it takes more than 6 months, after starting PMS activities, to start getting expected results. Refer my previous blog, describing benefits of having a matured performance management system i.e. http://hrsuccesstalk.blogspot.com/2013/01/how-to-build-mature-performance.html

We should take care of followings while implementing PMS:

HR should check each and every employee’s performance evaluation thoroughly:

It is very important, that HR should have a look at performance evaluation of each employee especially in starting days of implementation of PMS, when both manager and employee is new to this. This is a time consuming but worth exercise. In case number of employee in organization are more, than this work should be allocated to different HR representatives. I would suggest 100 employees should be allocated to a HR executive for validating performance evaluation.

HR should thoroughly check followings:

· Employee KRA is defined properly and all KRA are mentioned in evaluation criteria.

· Weightage of each KRA is proper and same as what is been communicated to employee earlier.

· Evaluation criteria should not be lenient or strict. 

· There are data points behind each evaluation.

· Basic calculations should be correct.

Maintaining historical data of employee’s performance: 

HR should maintain month by month performance related data of each employee. Even if, employee leaves the company, separate record should be maintained. This can be done in excel or through automation. This will help both employee and manager to understand the pattern of employee performance so that action plan can be decided. 

HR should maintain performance percentage and rating of each employee month by month. HR should also maintain evaluation sheet of employee on monthly basis. This evaluation sheet can be referred in future, especially at the time of taking strict action against employee or annual salary appraisal. 

Share employee’s monthly rating and performance with employee:

One of the essence of matured performance management system is transparency in the system. It simply means, every employee should be aware about his monthly rating and performance percentage. To do so, HR can circulate current month and previous months rating and performance percentage with employee, once it is verified by manager and HR. This will help employee to understand expectations from him and how is monthly performance is evaluated.

Resolving employee queries and concerns:

Once HR circulate performance of employee, it is obvious to get queries or concerns from employees especially who have scored less than 3. Sometime employees scoring 3, raise concern as they believe that they have performed more than expectation. It is responsibility of both HR and manager to immediately address these concerns and discuss with employee along with data points. Resolving such queries on day one will ensure that employee has understood , what is expected from him and how employee can deliver the same?

Taking action on both non performers and performers:

Below are the actions suggested for each performance rating. Every organization needs are different hence you can decide action which you would like to take. I am giving an outline for your understanding.

Rating	Instance	Quick Step	HR Action	Manager Action
Rating 1	1st Time	Put Person under PIP	Send PIP Mail to Employee	Counselling and explaining PIP Objectives
	2nd Time	Out of System	HR to communication along with Manager
Rating 2	1st Time	Counselling	Send email intimation to Manager asking to fill Counselling form. Place filled Counselling Form in Personnel File	Manager to counsel Employee. Fill Counselling Form. Send to HR
	2nd Time	Put Person under PIP	Send PIP Mail to Employee	Counselling and explaining PIP Objectives
	3rd Time	Ask to Go	HR to communication along with Manager
Rating 4 or Rating 5 ( Only Departments where HR is convinced about Maturity of Incentive Declaration)	1st Time	Motivating Employee to achieve the same going forward as well	Appreciation Call from HR	Appreciation From Manager
	2nd Time	Reward achievement	Monetary Reward as per Incentive Policy
	3rd Time	Career Progression	Name in Star Performer, Discussing Expectation of Team Member	To suggest road map
	4th Time	Grooming for next level	Organize Training Program and move to next level with consent of Mgmt	Organize Training Program and move to next level with consent of Mgmt
Jump in rating or Difference  of 2 in rating	Any Month	Manager to justify in case data is not matching	HR to ask reason from Manager	Manager to give valid reason for same

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