Employee Exit Procedures? Here’s How to Make Them Better

Are you wondering what employee exit procedures are? Or why you should have them in the first place?

These procedures are often overlooked because hiring is seen as the most important part of many companies and retaining current staff.

But taking care of the employees who are retiring, moving onto another company, or taking on another adventure in their life is just as important.

You want to ensure the process flows smoothly, and your soon-to-be former team member is satisfied with how they leave.

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Struggling with employee exit procedures? Here’s how to make them better.

Don’t Ignore the Employee

Many companies give employees who place their notice the cold shoulder for the next two weeks. Or worse, some may even completely take them off the schedule.

This is unprofessional and rude. And it leaves a negative impression on your former employee. It shows you don’t care about them.

People leave jobs for many different reasons. But you shouldn’t hold it against them. Especially if they were an excellent staff member.

It’s sad to let them go, but it’s part of owning a company. As a startup or small business, you may take their absence harder than larger organizations because your staff and budget are smaller. But the future is still bright.

You never know what the future will hold for your company. The next new hire could bring tremendous value to your business you wouldn’t have gotten if that team member didn’t leave.

Related: How to Fire Someone and Avoid a Lawsuit

Document Everything if the Cause is Termination

Sometimes you have to terminate employees. It may be due to poor work performance, repeated tardiness, or an unwillingness to show colleagues and management respect.

If you’re going to terminate someone, you need to make sure all your ducks line up in a row, in a sense. Which means keep documentation of their reason for termination, and the actions you took to help them resolve it.

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You need proof you tried before firing them. Especially if they decide to bring the case to court for unlawful termination.

When you let someone go, fill out all the proper paperwork and ensure you have everything you need on file: all their past evaluations, their hiring documents, their warnings and employee counseling, and anything else.

Follow the same procedures for temp positions, internships, and seasonal hires, among others.

Leave the Employee with a Great Exit Interview

Company ratings are important. On average, companies score 3.3 out of 5. Exit interviews can help boost your score. They’re a central and critical part of your employee exit procedures.

You wouldn’t hire a new employee without providing a new employee orientation or staff training on the first day, right?

So why skip the exit interview when an employee is leaving your company, voluntarily or involuntary?

The exit interview can help you:

  • Learn more about why the staff member is leaving, and if there is anything you can do to make them stay.
  • A space where your worker’s voice can be heard to voice concerns, questions, and other valuable information. Employees who are leaving will be more open and honest than employees who want to keep their job in fear what they have to say will harm them.
  • What your company can do to improve the job. Ask for suggestions on how to do the job better, more efficiently, and any tools or resources you can provide the next person who takes the role.

Don’t skip the exit interview. It can provide value to both you and your former employee.

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What’s the most important part of employee exit procedures? How can you make yours better?

 

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Why You Need to Stop Overlooking Employee Training

You hired a new employee. Great! How did the first day go? Have you prepared everything so they can smoothly transition onto your team?

Does your onboarding process include thorough employee training?

While new hires should meet most of the skills, education, and experience you were seeking when you filled the position, they will still need to learn the ropes and adjust to a new job role.

Here’s why you need to stop overlooking employee training.

Poor Training Leads to High Turnover

If you have a weak onboarding process, or you don’t even have one at all, your new hires will have a bad experience. Most of them will leave within the first 90 days.

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Then, you’re stuck spending more money to go through the hiring process all over again.

Invest in your team, and you will see higher rates of retention and employee loyalty.

You’re Setting Up Employees to Fail

You want your team to succeed, right? Then why overlook one of the most crucial aspects of your employees’ performance?

Without the proper training, they cannot perform their jobs – crucial positions and roles to your business.

When you neglect employee training, you set your employees up for failure. And it isn’t your staff’s fault.

Related: Here’s What You Need for Successful Onboarding – Part I

You’ll Increase Employee Productivity

If you don’t properly train employees, they’ll end up doing busy work, instead of the work that needs to get done. This is for all staff members – temps, interns, and full-time employees.

Every year companies lose $300 billion in productivity loss because employees are distracted at work, unhappy, or not efficient enough due to lack of proper training.

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Focus on increasing employee productivity, and you can do this by creating a training program that sets new hires up for success.

***

Why is employee training important to your company? What does it involve?

 

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4 Reasons You Need to Focus on Creating Accurate Job Posts

There is a lot that goes into hiring. One of the more challenging tasks is creating an effective, attractive, and accurate job post.

Regardless of the type of position you’re hiring for (temp, intern, or short term), your job post must be accurate. Otherwise, you’re interviewing and hiring for the wrong position.

Let’s take a look at 3 reasons you need to focus on creating accurate job posts.

  1. Your New Hires Will Feel Tricked

No one wants to feel tricked or cheated by someone, especially an employer. It doesn’t start you out on the right foot with a new hire.

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They will already have their foot halfway out the door as soon as they realize the job they applied for was false.

Be honest and open with your candidates. Your job ad should list the tasks and responsibilities of the job role, even if they’re unglamorous; they’re important.

Never lie to your employees or new hires. It never ends well.

  1. You’ll Have a High Turnover Rate

High turnover rates are a nightmare. On average, it costs companies $11,000 to hire a new employee.

Plus, that doesn’t even begin to cover the amount of hours creating job posts, sifting through applications and resumes, scheduling interviews, performing interviews, and more.

Hiring is a challenging and painstakingly long process. It takes most companies 23 days to fill a position. That’s a lot of long hours and work packed into 3 weeks.

In a survey by Bamboo HR, 26% of workers left a former job because they were promised a different job role than the type of work they were doing.

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Don’t list “Assisting the editorial team with website copy and weekly blog posts” if you mean “Running errands as needed” or “Filing documents and forms.”

Related: How Not to Write a Job Ad

  1. You Won’t Attract the Right Candidates

Have you ever received a slew of applicants who were all wrong for the position? Maybe it’s your job ad telling job seekers a different story.

Before hitting submit on that job ad, have 2-3 other members of management or human resources look it over.

They may read something differently than you intended. With a diverse population, job seekers come in all walks of life. You want to ensure each and every applicant who reads your listing and applies is on the same page as you.

  1. You Won’t Have Trusting or Loyal Hires

You automatically lose their loyalty and trust with inaccurate job descriptions. Every company wants a loyal and trusting team.

If employees don’t have loyalty to your company, they could leave without notice, or create a negative reputation for your business outside of work.

As a startup or small business, you need workers who trust your brand and who are loyal to your company. Both your team and outreach is small, so you want to have as high of a retention rate as possible.

Plus, if employees don’t trust you, they won’t stay for long, and you’ll be back at square one, trying to fill the vacant position.

***

What measures do you take to ensure you’re creating an accurate job listing? Do you have a process for creating job posts?

 

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What Do You Need in a New Employee?

As a startup, small business, or hiring manager, narrowing down the type of candidate you need for a new or open position is challenging.

What do you need in a new employee? You need to be able to answer this question thoroughly before you begin considering applicants.

One of the first things you need to do is create a list of the qualifications, skills, education, and experience you’re seeking, and condense those key attributes onto a job ad or job post.

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Creating an effective job post will help decrease the number of applicants who apply. On average, 118-120 job seekers apply to a job posting, but only 20% receive an interview.

Related: What You Need to Include in Your Screening Process

You’ll use these as guidelines while writing and preparing your job post for internships, temp positions, short term contract work, and full-time positions. Answer the following questions as you create your list:

  • What are the duties and responsibilities of the job role? Start with broad categories and then move into more specific explanations.

Example: Will assist editorial department with weekly newsletter and blog posts. Duties include proofreading, editing copy, writing two blog posts a week, and creating the weekly newsletter layout.

  • Are there any pre-requisites for the role? Which requirements are mandatory and which are desired?

Example: Must have a bachelor’s in English, Journalism, Communications, or a related field. Master’s degree preferred, but not required.

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  • Did you specify you’re an Equal Opportunity Employer? Did you clarify you do not guarantee or promise applicants employment?
  • Does any of your language indicate candidate preferences based on age, gender, race, or any other social identities?

Example: Do not write, “We’re seeking a hardworking petite and young female employee.” Instead, write “We’re seeking hardworking candidates who are ambitious, goal-oriented, and self-motivated.”

Now that you have several questions to answer and things to check off your list, write your job ad. Have two or three extra pairs of eyes proofread it before submitting to ensure there aren’t any typos or potentially discriminatory phrases.

Happy job posting!

***

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How to Keep a Legal Hiring Process

Are you familiar with current hiring laws and regulations? Have you sought legal counsel to ensure each part of your hiring and interview process is legal?

As an employer, it’s imperative to be smart when you’re hiring. While you may assume it will be easy to fill an open position (after all each job position receives 118-120 applications), think again.

When you look at your current workforce, is it diverse? You don’t want to miss out on top talent or be sued for discriminatory hiring.

Let’s delve into how to keep a legal hiring process.

Focus on Attracting a Diverse Pool of Workers

As an employer, you want a diverse team. A diverse staff can quickly problem solve, are more creative, and organizations with more women in leadership roles have better financial results.

Where are you currently looking to hire? Using a job board is an excellent way to expand your outreach, build brand awareness, and attract a diverse pool of applicants.

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Also, look at your competitors and see what their talent pool looks like. For companies with various talent, take some pointers or tips from them. What are they doing that you’re not?

If your current staff isn’t as diverse as you’d like, reach outside your workforce to seek applicants. Strictly relying on referrals from your team won’t help increase diversity.

Related: Performing Backgrounds Checks? Here’s What You Need to Know

Double Check the Legal Aspects

When was the last time you consulted legal counsel or the human resources department to look over your applications, job board posts, or interviewing process?

If it’s been more than two years, it’ll save you from potentially being sued if your application or interviewing techniques fall outside the permissible range.

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For instance, only some states allow employers to consider a job applicant’s credit history or criminal history when making employment decisions. If your application asks questions about criminal history, and you’re not allowed, that’s a liability.

Update your hiring process as soon as possible. Ensure it isn’t outdated and abides by all laws, rules, and regulations.

Have the Proper Paperwork

Hiring a new employee is a lengthy process, regardless if it’s a temp, intern, or seasonal employee. Once you find the ideal candidate, and they accept your offer, you now have a mountain of paperwork you’ll need to fill out.

Here are a few things to keep in mind when hiring:

  • Ensure your application includes a statement that you are an “Equal Opportunity Employer”
  • Check that your Background Check form abides by the Fair Credit Reporting Act (if you’ll perform one)
  • Your company abides by the OFCCP hiring and record-keeping guidelines (if you’re a Federal Contractor)
  • Include on the application that you don’t guarantee or promise employment with your company

Double check all paperwork with a lawyer or the HR department before going over information with applicants and having them sign any hiring documents and forms.

***

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Hiring Challenges You’ll Face (and How to Deal with Them)

Hiring managers and recruiters are not unfamiliar with hiring challenges. Whether you’re a startup or small business, you’ll run into several over time.

Let’s explore two hiring challenges you’ll face and how to deal with them.

Job Candidates Who Expect More

Today, the job market is different. Candidates expect more of their potential employers. Younger generations are seeking flexible work hours, the ability to work on more projects, and places where remote work is possible.

Millennials make up 1/3 of the workforce — a significant number as older generations retire. These job seekers want more from workplaces than just a place to work.

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The solution: change your age-old office rules. Today, workers are equally productive, if not more, working remotely or working more flexible hours. Not everyone wants a 9-5 job.

While it used to be employers who had all the demands, now you have to meet candidates in the middle to fill open positions – for temps, interns, short term, and any other worker.

Allowing your staff to work remotely on Fridays (if possible) is something you’ll want to consider, for instance.

Related: Your Remote Employees Are Happier and More Productive

Keeping Candidates in the Loop

Today, most employees and job candidates want to know what’s going on with a company. They want to be involved.

If you’re not going to hire a candidate, let them know. Don’t beat around the bush or keep them in the dark.

Are you considering changing or updating current policies? Ask your staff for their suggestions. Or break the news to them sooner rather than later.

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Plus, potential candidates are interested in knowing more than the responsibilities of the job role. They want to know what your company culture is like, and if you’re a good fit.

During interviews, go over company culture in detail, provide a tour, and introduce them to staff. Once you extend an offer, it’ll increase your chances of them accepting the job offer, and not choosing a competitor.

***

What unique hiring challenges have you experienced? How did you overcome them?

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How to Respond to Persistent Job Applicants

There comes a time in every hiring managers’ or recruiters’ career when they’ll need to deal with persistent job seekers.

At times, candidates who need work or who are hopeful they have a chance to work with your company are overly persistent. They can come in the form of temps, interns, short term contractors, and job seekers looking for full-time employment.

They may call or email often. Or if you’re a brick and mortar business, they may show up once a week or several times a week to inquire about the status of their application.

These job applicants may even try to push you to schedule an interview even though you know they don’t have the skills or qualifications you seek.

When companies receive approximately 118-120 applications per job opening, a pushy applicant adds to the stress of filling the position.  Here’s how to respond to persistent job applicants.

Be Straightforward and Honest

Sometimes it’s tough to be the messenger of bad news to hopeful job applicants. And when they’re overly persistent, they may not take no for an answer very well.

Often, companies want to skip the uncomfortable conversation of letting applicants know they didn’t get the job, and just move forward with the candidate they will hire.

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That leaves other candidates in the dust wondering if you’ll ever call them back. Or schedule them for another interview.

The key to stopping further inquiries from this job applicant is to be straightforward and honest. Tell them right away you already filled the position, and you appreciate their time.

Think of it like dating. If someone is persistent and shows interest when you’re uninterested, you want to let them know you aren’t interested right away. That will hopefully diffuse any future advances.

It’s a good idea to send all applicants a rejection email explicitly stating you’ll be in contact if you’re interested in setting up an interview. For instance,

“Thank you for your interest in the ____ position with our company. We receive a high volume of applications and unfortunately, cannot respond to every applicant. We will be in contact if we’re interested in setting up an interview. Please do not call or email to check on the status of your application. Thank you again for your time

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and interest in the position.”

You can tweak the above email to send to rejected candidates as well.

Related: What to Say to Job Candidates You Don’t Hire

Be Direct if They Don’t Stop

There are rare occasions when persistent job applicants are rude and act inappropriately because you haven’t scheduled an interview, or you aren’t interested in hiring them.

When they begin to act inappropriately, tell them to stop. Be direct and forceful but polite. Ignoring the applicant who keeps calling even after you told them the position is already filled won’t help the situation.

There are times when you need to be absolutely direct. The next time they call, tell them:

“We’re not taking applications or calls for the position during this time.”

Or: “If we’re interested in scheduling an interview, we will call you. I’ve already told you we are not currently taking calls or applications for this position. Please do not call again.”

You can say something similar in an email as well. Today in the age of technology, many job seekers may use email to inquire persistently about the status of their application rather than call.

***

How do you deal with persistent job applicants? Have any persistent job applicant stories you’d like to share?

 

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Want a Diverse Workplace? Here Are 3 Things to Consider

It’s no surprise diversity can be a catalyst for success. Not only does it send a positive message about your company to consumers and job seekers, but you can also be more in touch with the world’s diverse population.

Studies have shown diverse workplaces have higher profits, can problem solve easier, and are more creative. Engineering companies alone can gain between $300-370 billion more in profits a year (20%-22%) by hiring more candidates who reflect the diverse racial/ethnic pool of today’s engineering talent.

The next time you have a job opening, look for more than skills and education. Consider the value a diverse team can bring to your company and the value you can add to your employees’ lives – in and out of the office.

Want a diverse workplace? Here are 3 things to consider.

  1. Aim for a Diverse Group

What does your current workforce look like? Are there more men than women? Are there more than one or two racial minorities? This goes for your temps, interns, and seasonal employees, too.

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Even if you’re a startup or small company beginning to hire staff, it’s important to think of the workforce you hope to have.

If your current workforce lacks diversity, consider the value and different experiences and skill sets you’re not gaining because all your employees are young or male.

Having a diverse group eases interaction among staff members and customers your workers come in contact with. Having a diverse team of racial minorities, for instance, will make it easier for your team to embrace and interact with clients who are varied and not like them.

Related: Why You Need to Hire More Employees with Disabilities

  1. Understand You Have Biases

Everyone has biases. It’s not a matter of “if” you have them, but what they are. It’s crucial to be aware of them because they can unconsciously affect your hiring decisions.

Everyone has lived different lives with different experiences and backgrounds that shape who we are. It’s how we see the world.

To make processing the world around us easier to understand, we tend to shove people into categories or boxes. It isn’t necessarily a bad thing unless you’re making generalizations about a person or group of people without getting to know them.

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The more aware you are of your biases, the more you can not let them get in the way of your hiring and other workplace decisions.

  1. You Could Have Prejudices

Like biases (discussed earlier), you may have prejudices you aren’t even aware of. Prejudice isn’t just about gender, sexuality, race, etc. Prejudices can take form in how you view the elderly or college graduates who went to community college first.

No one wants to be generalized or put into a negative category based on their political viewpoints, their alma mater, or their gender, for instance.

The more aware you are, the better. Prejudice is judgment before you know someone. You make assumptions about someone without learning their unique backgrounds, skills, history, or experiences – important factors to consider when choosing an ideal candidate.

Don’t assume you don’t have any biases without fully considering if you do. A study by Northwestern University revealed hiring managers and recruiters who thought themselves the most unbiased were the most gender-biased in their hiring decisions.

***

How can you create a more diverse workplace? And how can you overcome bias in the workplace?

 

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3 Simple and Easy Tips for Working with New Temp Employees

Temporary employees can be valuable members of your team. There are an estimated 2.9 million temp employees in America alone.

They can help you during busy projects, and fill in when a team member is on vacation or maternity leave. They can even help tremendously when you don’t have the finances to hire full-time staff members.

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To say the least, temps can be a lifesaver. But if you’re unfamiliar with hiring temps as a startup or small business, you can be overwhelmed. You aren’t quite sure how to hire them, and how to make them feel like they’re part of the team.

Let’s explore 3 simple and easy tips for working with new temp employees.

  1. Welcome Them to the Team

Interns, seasonal, short term contractors, and any other type of temp are like regular employees. They need a welcoming employer who will make the transition onto the team easy and not stressful. Introduce them to staff members, train them (if necessary), provide orientation, and any other essentials to set them up for success.

 Related: What You Need to Look for During Reference Checks

  1. Don’t Forget the Paperwork

When you hire temporary staff members, you will need to fill out not only hiring paperwork, but all other government forms. Your temporary employee will need to sign an employment offer. Be clear when their end date is, how many hours they will work, and accurately classify them according to law. Temps have worker’s rights, too.

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  1. Do Your Math

Hiring any employee will cost you money; however, if you plan to transition a temp into a full-time or a part-time hire, eventually, figure out how much it will cost at each stage. Many companies hire temps, move them to part-time hires with benefits, to finally full-time workers with benefits.

***

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3 Simple Ways Your Small Business Can Build a Strong Brand

As a small business, you are beginning to form your brand and get your name out there. Having a dedicated following of users on social media and your website are vital to success.

If you’re struggling to build a following, you may be overlooking important steps and tasks to get there. Here are 3 simple ways your small business can build a strong brand.

  1. Set Goals

Goals will help you measure how well your brand is doing, and also push you to reach new milestones.

Your small business goals can be simple such as, “reach 500 followers on Twitter by next month”. Or “make $1,000 in profits by the end of July.”

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Keep goals simple at first, and avoid having more than 5 at a time. Focus on achieving these goals. The more goals you reach, the stronger your brand.

  1. Have an Online Presence

Today, there are 3.17 billion Internet users and 2.3 billion active social media accounts.

An online presence is mandatory for success today. More people research and find companies, brands, services, and products online.

Not only should you have a company website, but also have at least one active social media account.

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You can hire interns, temps, and short term contractors to take on the responsibilities of internet marketing and social media.

Related: Why Your Company Needs to Use Social Media

  1. Create a Blog

Blogging is critical for brand awareness. It’s easier for internet users to find your small business.

A blog is also space for you to hone your brand, and create a distinctive voice among your competitors. What you blog about is entirely up to your company goals, industry, and your target audience.

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Consistent posting can drive organic traffic to your website.

Updating a blog frequently with informative posts is a goldmine for web traffic. Do not dismiss the power a blog can have on your business.

***

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