Hiring Winners Strategies that Work

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Hiring Winners!Strategies that Work

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Agenda

• Introductions
• UC San Diegos Hiring Process
• Understanding the War for Talent
• The Cost of Hiring Poorly
• Interviewing Game
• Best Predictor of Success
• Effective Strategies for Hiring Winners
• Before the Interview
• During the Interview
• After the Interview

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UC San Diegos Hiring Process

• What is the order in which events should happen?
• HR refers applicants
• Dept. reviews applicants and completes the
  screening matrix
• Dept. interviews (Phone or In person)
• Hiring Manager completes Selection Report and
  Department HR faxes back to Central HR with
  Screening Matrix and Successful Candidates Resume
• HR approves Selection Report
• Dept. makes offer

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Submitting Final Paperwork to HR

• Key items needed by HR
• Screening Matrix, Selection Report, Applicants
  Resume (signed, preferred)
• Key elements for quicker approval process
• A min of 3 applicants interviewed for the
  position (grey areas)
• Salary is below the mid point (grey areas)
• Required signature obtained
• No Barriers to entry were used for screening
  criteria
• Remember to allow for up to 2 business days for
  approval (we shoot for a 24 hour turnaround)

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Best Practices

• Equal Access
• Fair Treatment
• Consistent Process

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War for Talent

• According to the Aberdeen Report State of the
  Market 2007, the top challenges that companies
  face when it comes to employees are
• Finding the right talent at the right time and
  dealing with a generational and skills gap that
  is eminent due in large part to the mass of
  retiring baby boomers.
• Success will come to those companies that
• Make talent acquisition an organizational
  priority.

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War for Talent

• Best-in-Class PACE Model

• Aberdeen Group, A Harte-Hank Co. June 2007

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Cost of Hiring Poorly?

• Time and Energy
• "You can't spend too much time or effort on
  Hiring Smart." The alternative is to manage
  tough, which is much more time-consuming" Gary
  Rogers, Chairman and CEO, Dreyer's Grand Ice
  Cream.
• Money
• The cost of a bad hire is approximately 1-1/2
  times the person's annual salary. Put another
  way, the wrong person earning 50,000 will cost
  your company 75,000.
• Reputation
• Morale
• People you hire have a direct impact on the
  future success of UC San Diego

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The Interviewing Game

• Facts
• The top 10 business schools offer no ongoing
  courses about how to evaluate, select, or hire
  key people.
• MBA students today are offered courses about how
  to get themselves hired by performing well in
  interviews.
• Duke University has a required course in
  individual effectiveness partially devoted to
  interviewing skills, job offer negotiations,
  telephone etiquette and other tips for the
  applicant.
• Without a strategy, you are at a disadvantage.

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The Interviewing Game

• The typical interviewing game for the applicant
  
• Prepares a strategy in advance
• Prepares an excellent resume and cover letter
• Prepares for predictable questions
• Practices their answers to these questions
• Enters the interview and regurgitates the
  information
• Lands the job
• The typical interviewing game for the employer
• Skims over resumes
• Has an assistant contact applicants for
  interviews
• Asks the same questions No deviation to resume
• Documents information (or doesnt)
• Checks a reference (or doesn't)
• Makes a hire

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The Interviewing Game

• Change the game by changing your perspective
• What if
• the employee you hired had a direct impact on
  your future?
• you were not interviewing for an employee but
  were interviewing for a lifelong relationship?

Recruiting someone for a long-term relationship
is very different than thinking about trick
questions and body language in an interview. Your
purpose is not to trip up the person, but to make
the best possible match. Dr. Pierre Mornell
Author of Hiring Smart
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Best Predictor of Success

• The most recent, past performance is the best
  indicator of future performance and success
• Tony Razzano 200 Play Rule

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23 Effective Strategies

• Before the Interview
• During the Interview
• After the Interview

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Effective Strategies for Hiring WinnersBefore
the Interview

• Define Position/Strategies to Use
• Improves the efficiency of your organization and
  search
• Ask the following questions
• Can the position be changed to run more
  efficiently?
• What were the shortcomings of the previous
  individual and are they clearly defined in the
  job description?
• Is the position structured for success is it
  even needed?
• What is the timeframe to hire?
• Market your Position
• Identify your market? Where can you advertise to
  reach that market?
• Better candidate pools equal better finalist.
• Cast a wide net and use your networks to let
  people know about your job opening.
• Work with your recruiter to access resume banks
  of candidates.

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REDUCED ADVERTISING

• CareerBuilder.com 225 per posting versus 519
  (57 savings)
• National and local exposure for your job
  openings. The added bonus with posting, your job
  will automatically be posted with their diverse
  partners websites. There are currently 88 diverse
  partners websites.
• Monster.com 250 per posting versus 575 (57
  savings)
• National and local exposure for your job
  opening. This site is considered one of the
  premier sites and is for all levels and
  classifications of positions.InsideHigherEd.com
  55 per posting versus 250 (78 savings) Online
  source for news, opinion and jobs for all of
  higher education. Readership is from professors
  to individuals who chose a career in higher
  education.IMDiversity.com 45 per posting
  versus 300 (85 savings)
• Premier diversity job seekers website. This site
  is dedicated to providing job postings, career
  and self-development information to all
  minorities, specifically African Americans, Asian
  Americans and Pacific Islanders, Latino/Hispanic
  Americans, Native Americans and women in all job
  professions.Urban League Website 35 per
  posting versus 150 (77 savings)
• The Urban League of San Diego Countys career
  websites mission is to assist underserved people
  in San Diego County to achieve social and
  economic equality through employment.

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Post

• Submit the online Requisition
• Remember to allow for up to 3 business days for
  your job to be posted and a required posting
  period of 2 weeks.
• Use an attractive and understandable working
  title.
• Write a job description to interest and motivate
  jobseekers to apply, soft skills (good
  communication skills, good listener, team player)
  needed for this position should be use here.
• Limit your qualifications to 5 7 and use hard
  skills (skills that can be determined/viewed on a
  resume)
• UC specific qualifications are always advertised
  as preferred
• Special Conditions of employment
• Use Notes to communicate to Recruiter

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Posting Example

• DESCRIPTION
• The Human Resources Department functions as a
• This positions function is to
• Key responsibilities are
• Key responsibility one
• Key responsibility two
• QUALIFICATIONS Absolute Requirements
• Qualification 1 (Most important hard
  skill)
• Qualification 2
• Qualification 3 - 7
• EEO/AAE

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Effective Strategies for Hiring WinnersBefore
the Interview

• 3. Read Resume in Teams
• Teams are more accurate and insightful about
  resumes than individual readers and typically
  provide unique insights based on their
  experiences.
• 42 of all resumes include falsification or
  omission of information.
• Look for the following on resumes
• Previous experience with comparable job elements.
• Patterns of progressively increasing
  responsibilities.
• Level of education and educational achievements.
• Patterns of progressively increasing
  compensation.
• Experience with specific products, clients, and
  organizations.
• Career or position objectives which are
  consistent.
• Common areas of misrepresentation/falsification
• Education
• Employment History
• Salary and Job Title
• Experience and Achievements
• Criminal Conviction Record
• References (Previous Supervisors)

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Effective Strategies for Hiring WinnersBefore
the Interview

• Call Candidates (Manager Highly Recommended)
• First impressions even by phone can tell you a
  lot about a candidate and if you dont make the
  call, you miss the opportunity for a first
  impression.
• When making the call, consider the following
• How hard or easy was it to reach the candidate.
• Does the candidate return your call at the
  specified time that you suggested?
• Is the candidate articulate in the conversation?
• Does the candidate blame someone for not
  receiving a phone call?
• Conduct a Brief Pre-interview or Phone Interview
  (20-30 Min.)
• Saves hours, even days of your time.
• The key to a successful pre-interviewer phone
  screen is asking solid questions and keeping the
  process consistent.

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Effective Strategies for Hiring WinnersBefore
the Interview

• Give a Pre-interview Assignment
• This can be an indicator of how well they handle
  small assignments and timelines.
• Possible assignments
• Send an e-mail questionnaire and ask them to
  complete it.
• Ask the candidate to visit the campus.
• Ask the candidate to bring a copy of his or her
  last performance evaluation and/or portfolio of
  their work.
• Remember to give a deadline.
• Walk Around the Office with the Candidate
• Sets the stage for a productive interview and
  relaxes the candidate while providing additional
  insight into the candidates behavior.
• Most candidates wait for the beginning of the
  official interview like a runner waits for the
  starters gun to fire.
• This allows you to assess the following
• Does the candidate ask questions? (Curiosity is a
  valuable asset of an employee.)
• How well the candidate interacts with personnel
  in the office.
• Allows you to go back to your staff to see what
  their first impression was of the candidate.

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Effective Strategies for Hiring WinnersDuring
the Interview

• Trust your instincts but keep an open mind
• Star performers do not always interview well.
• Be aware of your bias and remember you are not
  there to judge but to assess for qualifications.
• Look for a passionate candidate
• Passion for a type of work differentiates the
  exceptional candidates.
• Ask candidates what they are passionate about.
  Does the job entail that? Can it?
• Chemistry vs. Qualifications. You need both!
• Relax/Have fun
• If you are relaxed and having fun in the
  interview, the candidate should respond
  accordingly and you will learn a good deal in the
  process.
• Provide water to the candidate.
• Give brief instructions about the process which
  will open communication lines and eliminate
  tension.

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Effective Strategies for Hiring WinnersDuring
the Interview

• Interview Top Candidates in a Committee
• Although sometimes difficult to coordinate, this
  strategy can provide more insight. Statistics
  suggest that when interviewing alone, you have a
  96 chance of making a bad hiring decision.
• Things to consider when interviewing in
  committees
• Be the expert or have one on hand
• a. Places you on firmer ground in evaluating
  candidate responses.
• Use an intuitive person
• a. Choose people for the committee with track
  records for making good hiring decisions and
  assessing character.
• Watch for inappropriate behavior/comments
• a. Enables you to isolate issues that dont come
  out though verbiage.
• Identity strengths and weaknesses
• a. Candidate strengths predict weaknesses (Big
  Picture detals?)
• Take notes
• a. Notes will help jog your memory use exact
  quotes for defensibility.
• b. Remember, notes and e-mails can be subpoenaed.

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Effective Strategies for Hiring WinnersDuring
the Interview

• Interview Top Candidates in a Committee
  Continued
• Behavioral Based Interview Questions
• a. Prevents personal impressions from affecting
  your evaluation by focusing on job requirements.
• b. Reduces applicant Canned Responses.
• c. Focuses on open-ended questions.
• d. Allows for the best indicator for future
  success proof of past success by asking for
  Specific Examples.
• e. Allows for silence.
• g. Dont forget to deviate to the resume to ask
  unique questions (related to the position).
• Seek Closure
• a. We have five more minutes - Candidates
  invariably say something that is really important
  at the end.
• The most egregious error made by
  interviewers is that they talk too much.

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Legal vs. illegal questions

• Did you graduate from high school?
• Legal, you may ask this but you should never ask
  for the date, also this is provided on the
  resume.
• Have you ever been arrested?
• Illegal, on the resume it asks about criminal
  conviction but you may not use an arrest record
  against a candidate.
• This position requires you to lift 50 pounds on a
  daily basis would you be able to perform this
  duty?
• Legal, you may ask this question but avoid asking
  specific about disabilities which could cause
  problem with ADA law.
• Are you over 18?
• Legal, again do not ask dates

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Legal vs. illegal questions Cont.

• I noticed you have an accent, do you speak a
  foreign language?
• Legal, but I would avoid it unless it is a
  requirement of the job.
• This position requires you to work weekend, will
  that conflict with your religion?
• (Legal but Stupid) you should stay away from
  questions that may be considered discriminatory
  or fall within the (13 protected classes).
• I noticed on your resume that your in the Army
  Reserve. Is there a possibility you may be
  called to active duty soon?
• Illegal, because you may not make a hiring
  decision based on being called to active duty and
  it may be consider discrimination if the
  candidate is not selected.
• Do you have children?
• Illegal, This may cause a discrimination claim.

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Legal vs. illegal questions Cont.

• How many days did you miss because of illness
  last year?
• Illegal, It conflicts with ADA. However you may
  ask When I contacted your previous
  employer/supervisor and asked what your
  attendance record was like, what would he or she
  say?
• Do you own a vehicle?
• Illegal, This can be viewed as discrimination
  based on ADA.
• Do you have a legal right to work in the US or
  will you require a Visa?
• Legal, this is also asked on the UCSD
  resume/application.

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Effective Strategies for Hiring WinnersDuring
the Interview

• Ask for a Legal Release
• Background check forms/reference release.
• Have candidates sign at the beginning/end of
  interview.
• Cuts down on potential litigation issues.
• Allows potential references to give more truthful
  responses.
• Ask the Candidate What will I hear?
• What am I likely to hear both positive and
  negative when I call your references?
• Informs candidates that you intend to check
  references and gives them a chance to tell their
  side of the story.
• Candidates tend to be more truthful when they
  know you will call references.
• Use Validated Testing Software
• Federal regulations require the validation of
  employment Tests, which must be job related to
  successful performance. TES has approved
  computer-related software for Typing and
  Microsoft Office products.

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Effective Strategies for Hiring WinnersDuring
the Interview

• Assign a Position-Based Assessment During the
  Interview
• ? Evaluates candidates ability to handle
  position-related duties.
• ? Consideration for Position-Based
  Assessments (PBAs).
• - Based on the "Requirements" of the job (On
  the Job Description).
• - The function to be assessed is over 50 of
  the requirements or is performed on a daily basis
  or is a critical function of the role.
• - Have conditions in place so the assessment
  is administered consistently for all candidates
  and enough time given to complete the PBA.
• - Have a defined measure of success (what
  are the best responses to the questions or
  actions to be performed?).
• - Does not have a grading scale (i.e., 10/10
  100, 9/10 90 etc).
• - Is not used as the sole qualifier or
  disqualifier of a candidate but is used in
  conjunction with the candidates interview and
  reference checks.
• - Consult with Central Human Resources
  before administering a PBA.

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Effective Strategies for Hiring WinnersDuring
the Interview

• Go on a Campus Tour
• You may learn more in a 15-20 minutes walk with
  the candidate than you do in the entire
  interviewing process.
• Observe the candidates behavior and questions
  asked.
• Questions are indicators of what the candidate is
  interested in or passionate about.
• Simple gestures of saying excuse me or thank
  you tells you something about their character.
• Set a Day/Half Day to Have Final Candidate
  Shadow You
• Lets you observe the candidate under game
  conditions.
• Schedule non-confidential meetings and ask the
  candidate for input. See how they interact with
  the group.
• 200 plays.
• Assign a Take-Home Project
• Evaluates finalists ability to meet a deadline,
  attention to detail, ability to analyze problems
  and suggest solutions, as well as utilizing
  resources with more time.

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Effective Strategies for Hiring WinnersAfter the
Interview

• Use a Reference Check Template
• Allows you to be prepared to ask for pertinent
  information.
• Build rapport with the references. Dont just go
  right into asking questions.
• Remember to use the candidates first name when
  referring to him/her. It makes it more personal.
• Listen for pauses, ums, well sort ofs.
• As mentioned if you have a reference release form
  signed by the candidate you may refer to it or
  send it to the reference. With such a form,
  references feel they have more freedom to give
  good and bad information about a candidate.
• Use an e-mail reference check template. Some
  references will respond more readily to this
  technology.

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Effective Strategies for Hiring WinnersAfter the
Interview

• Dont Just Contact References Given Use Your
  Resources
• Larger HR departments typically do not tell you
  anything other than confirming title, dates of
  services, and some will tell you if the
  individual is eligible for rehire and salary, but
  not all.
• Use one reference to spring you to another and
  another. Ask who else did CANDIDATE work with?
  May I be transferred to them? If it is a large
  organization ask for the name then go to their
  online directory to find the phone number.
• Use the Internet
• Google, Yahoo, MSN, are at your fingertips. Use
  them.
• Caution Be careful that you are not using
  information in a discriminatory way Always
  verify the information you receive.
• It is common for the following to be found on the
  Internet.
• Criminal history.
• Previous organizations where the candidate
  worked.
• Actual work done by the candidates.

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Effective Strategies for Hiring WinnersAfter the
Interview

• Livescan (Fingerprint)/Consumer Report Background
  Check
• Utilize these services for positions that work
  with kids, keys, cash, cars and computer access.
  
• This check will illuminate risk to UC San Diego.
• Highly recommend that you use the Police
  departments (Livescan) machine to do a
  fingerprint check.
• Meet the References for the Finalist
• Face-to-face meetings are superior to phone
  conversations and e-mail templates, especially
  for top-level prospects and campus employees.
• The more personal your contact with the
  reference, the more likely you are to get honest
  information. Whenever appropriate, visit a key
  referral in their office to discuss a final
  candidate.
• Have a Trial Run if/when Possible
• Is it possible to hire this individual in a
  temporary assignment or short-term exception?
• If so, this will give you the ability to see the
  person under game conditions. Behavior aside,
  red flags will become clearer during these
  auditions.

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QUESTIONS?