- Why is it so Important to Get Recruitment Right?
- The Positive & Negative Effects of a New Starter in an Established Office
- The Recruitment Process Explained
- 10 Ways to Retain Your Existing, Highly Experienced Staff
- How to Attract The Best New Talent
- 6 Ways to Help a New Employee Settle in
- Why a Mentorship System Could be a Great Idea
We’re now moving out of the days of lockdowns and COVID restrictions and we hope that those days are firmly behind us. However, the pandemic has left many businesses short of staff thanks to furlough and the need to cut costs during those dark lockdown days.
The only answer to help you get back up to full speed and total recovery is to recruit new staff. But, recruitment isn’t an easy process and it can, in many cases, upset the very fine balance of morale within the office as it currently stands.
Of course, all businesses have recruited at some stage and it doesn’t have to be post-pandemic for this type of situation to occur. If you’re looking to recruit one or more new employees to your office space, it’s important to bear a few key points in mind. Otherwise, you could find that your current employees feel left out of the loop and your new employee doesn’t feel as welcome as they should.
Handily, this guide is going to give you the low-down on what you need to do to avoid choppy waters during and after the often lengthy recruitment process.
Why is it so Important to Get Recruitment Right?
There are several reasons why it’s vital you spend time on recruitment and that you don’t just rush in and say ‘yes’ to the first person who looks like they might have an idea of what to do.
Firstly, you should look to recruit as rarely as possible. That doesn’t mean you’re not keen to attract new talent to your office and to have them collaborate with everyone around the modern boardroom tables. But, recruitment is costly and time consuming. It can also be a very turbulent time for an established set of employees who may be nervous about someone new entering the space, and they may need to pick up the slack work-wise for a while as that person trains.
If you need to recruit regularly, you might see this as a sign that something isn’t quite right. If you’re leaking staff like water through a sieve, it’s time to take a step back and ask what is wrong. However, for the most part, many offices need to recruit perhaps once or twice per year, either to fill gaps in the workplace or due to expansion.
You also don’t want to recruit a person and then find out a few weeks into their employment that they’re just not the right person for the job. That’s why having a new employee checklist firmly in place is so important. Making the wrong choice could mean that the most suitable person slips through the gaps and when you realise your mistake, they’ve already been snapped up by one of your competitors.
For all of these reasons, it’s important to get office recruitment right the first time, but in terms of cost, it’s vital. Check out this infographic which estimates the costs of hiring a new employee and going through the process of them starting work at their new office chair.
Source - https://theundercoverrecruiter.com/true-costs-hiring-uk/
The Positive & Negative Effects of a New Starter in an Established Office
As an employee, there are two ways to look at a new starter entering the office space.
The first is a positive outlook - a fresh set of eyes, a fun personality, a new and exuberant person to add extra energy to the space and perhaps someone who has lots of new ideas to share around the boardroom table.
The other outlook is far more common and far more negative. It could be someone who is so good at their job that they take over and perhaps push other people out of the way. They could be difficult to work with, and they could upset the balance in the office as it is currently.
Which outlook do you think your employees are more likely to choose?
Unfortunately, a new starter in an established office often brings a little anxiety. Of course, there is no solid reasoning behind this, but it’s human nature to dislike change. For the most part, once the new person starts their job and they’ve spent a little time at their office chair, everyone settles down and office life becomes normal again. But, in the days leading up to their start date and the first few weeks afterwards, there is a possibility of upheaval.
As a manager, it’s important to ease the waters by keeping everyone in the loop and helping to prepare for their arrival as much as possible. You should also make sure that you don’t pile extra work onto your employees in the weeks and days before a new arrival starts their job. Put a plan into place and don’t overload your employees - by doing so you’ll just affect morale and you’ll make everyone stressed which won’t help the anxiety of a new starter’s arrival.
It’s also important for you to set an example as a manager too. Try and keep everyone looking on the bright side during the recruitment process. Keep pushing home the idea that this is a new addition to the office family and someone who is going to add value and extra smiles to working days. If you keep reminding people of this, they’re more likely to see that side of things, rather than become worried about their own jobs. Reassurance is key during times like this and as a manager, it’s your job to provide it.
You should also think about the office space and how it is going to be arranged. As you adding a new employee to the office because you need extra hands to do the job or are you replacing someone? It’s all very well and good to look at retaining staff as much as possible, but at some point, everyone has to leave! If a person has left because they’ve retired or they’ve decided to go off travelling, you’ll need to replace them to cover the workload.
In that case, where is the new person going to sit? Are they going to sit at the office desk of the person who left? If you’re expanding the office, do you have enough space? Remember that overcrowding an office is never a good idea. Firstly, you’ll stress everyone out and cause a bigger dip in morale, and secondly, it affects office health and safety which you’re responsible for ensuring.
These are things you need to think about before your new employee arrives. Make sure they have all the office furniture they need to do their job and that you’re not pushing a desk into a small space for the sake of it. There are many ways to improve employee morale during recruitment, but overcrowding is not one of them!
To give you an idea of how you should approach recruitment from all angles, check out this interesting TED talk.
The Recruitment Process Explained
In order to find the right employees from the start, you need to take your time and go through the recruitment process carefully. Rushing simply leads to bad decisions and they’re costly on many levels. It’s far better to take longer recruiting someone fantastic than to rush and find someone who isn’t up to scratch.
If you want to attract the very best talent to your business, you need to make sure that your recruitment process is robust. You then need to send out adverts to job agencies or recruitment companies, use social media, LinkedIn, and regular Internet job boards to look for the people who are going to add major value to your collaboration efforts around the boardroom chairs and those who are going to fit into your office with ease.
Of course, we’ve already mentioned that you need to handle recruitment carefully so you don’t upset your existing employees as they go about their working days. You want to boost morale at work, not damage it!
Every business will have a slightly different process to go through when it comes to recruitment and there may be extra checks that need to be done, depending upon the nature of the job. However, as a general rule, check out this infographic which outlines the requirement process clearly.
Source - https://therecruitingoffice.co.uk/2019/03/11/candidate-journey-infographic/
10 Ways to Retain Your Existing, Highly Experienced Staff
We’ve already mentioned that you need to recruit sometimes and no business is ever going to never need to recruit. But, you need to make sure that you’re not constantly advertising for job. This doesn’t paint the best picture to prospective employees either; they’ll wonder why so many people keep leaving and wonder whether it’s your leadership as you sit at your executive office chair every day, that’s causing the problem.
It’s a good idea to look towards employee retention strategies as well as having a smooth recruitment process. When the two work hand in hand, you ensure staff retention as much as you can, and you’re not always having to splash the cash on recruitment drives too often.
To give you an idea of how to go about this, check out this video which talks about 10 ways to retain your existing staff and keep the business happy and ticking along nicely.
So much of retaining staff comes down to valuing them and letting them know that you care about their ideas and suggestions. No employee is going to want to stay working for a manager who just doesn’t care. Show your employees that you value their input, ask for their suggestions, and listen to them at all times.
Having an open door policy is also a good idea. This means that if your employees are struggling with anything at work, they can come to you and talk about it, without feeling like they’re bothering you. It’s surprising just how much of an effect this can have on morale and, in the end, retaining top quality staff.
Remember, you’ve put years into training the staff you have. They know the job they do inside out and they have the ability to cover for others during times of sickness. This is valuable to you as a business and by treating them with the kindness and respect they deserve, you’re more likely to keep them at their office desks, rather than them wanting to go and work for someone else.
Never underestimate the value of your long-standing employees!
How to Attract The Best New Talent
So, while having a staff retention policy in place is always a vital point, you also need to keep things fresh occasionally and when you do need to recruit, you’ll want to hire the very best talent.
You can do this while keeping employee morale high and there’s no need to worry about upsetting anyone along the way, as long as you keep everyone up to date and always ask for input.
Attracting the best talent isn’t rocket science. Never underestimate the power of word of mouth news. That means you need to treat your employees well and have a great office design, with the best office furniture to make life comfortable for your staff. People will hear about this and want to check out your business as a possible workplace.
You should also be very mindful of customer service and how you deal with problems. We live in a social media-heavy world and that means anyone who is disgruntled can leave a very poor review online and everyone will read it. People tend to believe what they read, whether they have first-hand experience of dealing with your business or not. This can also affect how people see you and whether they want to think about working for you or not.
The very best talent out there is worth waiting for and worth trying hard to attract. These are people who are supremely talented and have a world of ideas that could really benefit your business and the people around you. They will also inspire your existing employees and the entire business will go from strength to strength as a result.
So, the first step to finding this fantastic talent is knowing where to look. Don’t just assume you can put an advert on an online job site and expect to find who you’re looking for. Yes, you’ll get candidates, but are they the best? They might be, for sure, but you’re not casting your net wide enough.
You need to look towards industry-specific sites, using LinkedIn as we mentioned earlier, and you should also look at social media too. This is a great tool for sourcing the best talent and staying in touch with them, should a suitable opening arise.
Check out this infographic which gives some useful information on finding talent on social media sites and how/why other businesses do this.
Source - https://www.agencycentral.co.uk/recruitment-spotlight/social-recruiting-survey-stats-and-infographics/
6 Ways to Help a New Employee Settle in
Once you’ve found the perfect person for the job, you’ll need to go through the process of them giving notice at their current job (if they’re currently employed), and doing any background checks necessary before their start date.
In the weeks before they’re due to start work, you need to make sure that everything is in place for their first day. Attracting the best talent is one thing, but if you’re not prepared for them to start, you’re giving them a very bad first impression of you as a business.
That means ensuring that the following are in place:
- A training programme for the first few days or weeks
- An office desk and chair, plus any office storage they need
- Passwords to access their computer and any software they need
- Their employee ID for payment systems and pension, etc
- Swipe card access
You should also let all your existing employees know of the new person who is due to join the office and let them know their name, a little about where they have worked before, and make sure that morale remains high by keeping a positive spin on the change that’s about to occur.
Of course, you’ll make life easier for everyone if you can help your new employee settle in quickly. So, how can you do that?
Here are six quick and easy ways.
- Be prepared for their first day - We’ve already talked about making sure they have all they need to get started on their first day, but as a manager, you should also make sure that their first day isn’t too busy for you. Arrange your schedule so you’re free to help them out and be around. Set an alarm to remind you of their arrival a few days before, so you can tie up any loose ends that aren’t yet sorted out.
- Let everyone know they’re arriving - Again, we touched on this, but a quick casual meeting with your existing employees to talk about the new arrival is a good idea. This will clue everyone up and it won’t be such a surprise/shock when a new person walks through the door on their first day!
- Create a robust training programme that’s not too packed - Don’t attempt to pack all their training into a day or two. Spend some time designing a training programme that’s going to give them all the information they need, with flyers and handouts they can look back on. It’s a good idea to ask your team leaders/experienced staff to give their input on training, because let’s be honest, they know the job probably better than you do!
- Take it easy on them during their first day - Don’t expect them to know everything after a day and don’t pack too much into their first day either. Let them find their bearings and settle in, and you can slowly pick up the pace as the days go on.
- Arrange a mentor for them - We’re going to talk about mentorship in a bit more detail shortly, but having a specific employee they can go to for questions is a good idea. This gives them more confidence to reach out if they’re not sure about something.
- Be approachable and accessible - We know you’re busy, but you need to be there for your new employee as they find their feet. This doesn’t mean you need to be by their side 24/7 because that’s likely to be annoying to them, but make sure that they know they can reach out to you, and be around occasionally throughout the day.
Of course, when recruiting new talent you also need to keep your existing employees happy. Who said management was easy?!
Check in with your employees as a whole and make sure you don’t accidentally ignore your existing employees and focus too much on the new person. Be around for everyone and keep checking in to make sure everything is running smoothly.
It might also be a good idea to arrange a team building exercise at some point during your new employee’s first week or two. This could be a sociable evening out, perhaps a meal, or you could have a lunch function with a buffet and cakes for everyone. By doing this, you’re showing your new employee that you’re a caring and supportive manager. You’re also keeping team spirit high and showing your existing employees that you value them.
Why a Mentorship System Could be a Great Idea
In our last section we mentioned mentorship. What is this and why might it be a good idea for a new employee?
Having a mentor for a new addition to the office basically means that an experienced, existing member of staff is allocated to them as their mentor. They will be around should the new employee need to ask any questions and the mentor will regularly check in with the new employee to make sure they’re okay and not struggling with anything.
Of course, being a mentor is time consuming, so you will need to make sure that the person you choose to be a mentor is in agreement and they have the time to carry out the role. If they’re going to be pushed for time, you could look at taking a few tasks from them in the short-term and reallocating them in a fair way.
You should make sure you choose the very best mentor, i.e. someone who knows the job inside out, someone who has been around a while, and a person who is able to connect with the new employee. For instance, if you have a person who is good at their job but they’re not the most sociable of people and they’re quite introverted and shy, they’re probably not going to be the best person for the role. Of course, they’re fantastic at what they do and very knowledgable, but part of a mentor’s role is to act as a ‘buddy’ to the mentee and help them to settle in.
Choose someone with a matching personality to the new employee, while also having a wealth of knowledge that will benefit the new starter and help them become just as knowledgable over time.
To help you identify the best person for the job, check out this video.
You’ll find a world of information out there on how to recruit, e.g. the questions to ask at interview and how to put together the best advertisement, but it’s just as important to know how to handle the process from an employee’s point of view.
A new person entering the office space can be very upsetting for existing employees and, of course, starting a new job is a nerve-wracking experience for anyone. A good manager understands this and does all they can to soothe the waters of major change.
There are countless ways to boost employee morale, but all of your good work will go out of the window if you don’t take care during and after the recruitment process. By following the information we’ve given you in this guide, you’ll make sure that everyone feels happy and supported during this chaotic time, while giving you the very best chance at a new, happy, and energised office space.