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10 Ways to Streamline HR
One company’s journey to maximize efficiency
To Meet Business Strategy
Dr. Wade M. Larson, SPHRCHRO - Wagstaff, Inc. www.WadeLarson.com
@DrWadeLarson (Let’s connect!)
MOST IMPORTANT QUESTION:
AM I IN THE RIGHT SESSION?
OUR GOAL FOR THIS 90-MINUTES
10 KEY AREAS
OVER 90 SPECIFIC
IDEAS, TIPS AND
HACKS
PROCESSESRECRUITING
INTERVIEWINGNEO
PERFORMANCETOTAL REWARDSADMINISTRATION
HCMTRAINING
WELLNESS
Wade LarsonCHRO
Life story here…
AluminumCastingEquipment
Dubai
Russia
China
<500 EEsMid-Size v. Small?
“Just Right” to Find What Works for Large Groups
STAFFINGCOMPANY
@DrWadeLarson
WadeLarson.com
70+ Year Old Family Owned Company that
Treats Employees Like Family
When We Take Care of Employees,
They Take Care of Us
When Employees Can Take Care of their
Families, They Can Focus On Work
The Wagstaff Way
Healthy Employees =Happy Employees =
Productive Employees
Productive Employees Create Great Partners to Make the Most of
the Business
Good Business Partnership
Leads to Solid Business Profitability
Profitable Businesses Generously Share with
Employee Partners
Employees Remain Loyal and Stay With
Wagstaff Forever
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What are some
things we’re
doing?
What are
some things
YOUare doing?
Despite advancements in technology…and recognition
of the strategic value of human capital, HR leaders
continue to say that their
actual work remains focused on
administration ...
OFFICIAL REPORT
“How HR Spends Its Time”
The Center for Effective Organizations
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What would you do?
IF ONLY I HAD MORE TIME…
If to do
more
“stuff”…
then what’s
the point?
What will
you spend
more time
doing?
Who will
you spend
more time
with?
Who will
you spend
more time
working
for?
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GOALIncrease stakeholder valueby empowering change tocreate new efficiencies thatallow more time to focus on what matters most…
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ADMINISTERINGSHIFTING THE BULK OF OUR TIME AND ATTENTION TO WHAT MATTERS MOST
FOR WHO MATTERS MOST
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VALUE PRIMARY
STAKEHOLDERS
Increased Efficiencies = Less Time on “Stuff”= Allows more time for…?
Empowering HR to… Learn what Stakeholders wantMake changes to their jobsProvide input to policy changesImplement improvements
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Empowerment Will Require This…
PERMISSION
TO
CHANGE
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What if Things Have a Break Down and Need to Improve?
Give Permission to Ask for ImprovementDefine how team members can identify an area that has a “breakdown” and call for a conversation on ways to improve it
Describe & Analyze the BreakdownAs a team, objectively describe the breakdown, what caused it, the effect, and why it’s broken
Identify Solutions & Create Plan Whiteboard possible solutions, decide on a course of action, and build an action plan
Execute and Evaluate ResultsImplement the plan and evaluate whether desired outcomes were achieved. Modify as needed or consider alternatives.
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10 Areas to Streamline
Recruiting
Web-based recruitingAutomate
Wellness
When you focus on the whole person, you start to
make a difference
Not Just Numbers
Interviewing
Is there a better way for both you AND the
candidate?
Rethink
NEO
Make it the best experience possible
Redefine
Performance
What if we focused on improving instead of
processing?
Maximize
Total Rewards
What if we gave them what THEY wanted?
Refocus
Admin
How can you get rid of the paper?
Streamline
HCM
Get everything under one umbrella
Consolidate
Training
Consider how people learn and give it to them
Reimagine
Process
Is this Possible?Continuous
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1. Process
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What We
Designed
What
They See
What We
Wanted
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CURRENT
PROCESSES
EXPECTATIONSAME PROCESSES
(A LITTLE NICER)
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ACTUALSAME PROCESSES
(MORE MESSY)
CURRENT
PROCESSES
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AUTOMATINGA
BAD PROCESSSTILL RESULTS IN A
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STRATEGY: FIXING THE PROCESS
CONTINUOUS IMPROVEMENT
Identify Evaluate Plan Execute
Repeat
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1. What …?
2. How ….?
3. Why …?
Select your
HR functions
to evaluate
IDENTIFYFOR EACH FUNCTION…
Identify Evaluate Plan Execute
Repeat
These process may exist to solve a problem that doesn’t exist any
longer…
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IDENTIFYEVALUATION AREAS
PayrollCore HR
Benefits
Performance
Goals
Workforce
CompSuccession
Plan
Learn
Recruit
Onboarding
Identify Evaluate Plan Execute
Repeat
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EVALUATEFOR EACH FUNCTION…
1. How well …?
2. What works well?
3. Improvements?
Determine
criteria
Identify Evaluate Plan Execute
Repeat
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PLANHOW TO MAKE IT REAL
DESIRED
OUTCOME OR
EXPERIENCE
Identify Evaluate Plan Execute
Repeat
Action Item 1
Action Item 2
Action Item 3
Action Item 4
Action Item 5
Action Item 6
Action Item 7
Action Item 8
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EXECUTEPUT PLANS INTO MOTION
What Matters Most?• ROI – Immediate and long-term• What matters now? • Both important and urgent
Important, Not as Urgent• Will have benefit and ROI• Not a lot of pressure or urgency
Lower Priority• Nice to have
The ‘Art’ of Getting
Things Done
Identify Evaluate Plan Execute
Repeat
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2. Recruit
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Recruit
Top Time Wasters (TOP 5)• PAPER REQUISITIONS – Filling out requisitions by hand, circulating for signature
• PAPER APPLICATIONS – Accepting paper applications or paper resumes
• PHONE TAG INTERVIEW SCHEDULING• VAGUE JOB DESCRIPTIONS – Wrong candidates apply for the job
• WAITING TOO LONG TO RESPOND TO APPLICANTS – Pool goes stale
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Automate Requisitions
Use automated routing system within the ATS for requests, approvals, and
opening. No PDFs or paper.
Recruit
ATS for ALL Applications
Avoid accepting paper resumes. Period. Set up
kiosk in the front lobby for those without computer.
Manager Review
Managers manage applicant flow – including automatic notification of
candidate rejections.
Automate Job Boards
One-Click “Push” notification to distribute standard push notice to
multiple job boards.
Automate Job OfferAfter the personal call,
automate the official job offer via email through the
ATS with a one-click acceptance option.
(e.g., Taleo)
Automate BG CheckFollowing the acceptance of the offer, automate the
background check and drug test with your
providers through your onboarding system.
Automate SchedulerUse a automated
scheduler such as Moodle to provide options to
candidates from which to select – and automate the interview time selection
via email.
Standardize PacketWhile there are elements
that should be personalized, you can
prepare a standardized packet with core
information to save time.
Bonus: Video Job Boards
Add video segments to your job boards on the website to give info about your positions. It adds a personal touch while reducing questions about your company, the job, and other common questions that candidates call about.
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3. Interviewing
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Interviewing
Top Time Wasters (TOP 5)• PRINTING APPLICATIONS – Creating paper stacks and sorting them on desk
• FINDING WRONG PEOPLE – And interviewing them…multiple times
• HIRING THE WRONG PEOPLE (DUH!)• TAKING TOO LONG TO DECIDE – Spending too long playing with the wrong ones
• INTERVIEWING PAST THE POINT OF KNOWING – When you know at
question 3 of a 15 question interview that they are NOT the right one…
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InterviewingRemember: Not in a hurry to hire the wrong person…
Video Interviewing
Identify 3-5 Key QuestionsConsider Competencies You Look ForLimit Time for Responses
Train Managers/HR Interview Less
Review Questions & ProcessesCoach Managers on ProcessHR Stays Out of Interviews – Managers Own It
Questionnaire
Identify 3-5 Key QuestionsConsider a “kicker question”Ask the “JoJo” questions here
From Application to Interview Faster
If longer than 3-days to initial contact, too longIf longer than 1-week to interview, too longJob market is too hot to let them wait
Don’t Forget the Phone Screen
Identify 3-5 Key QuestionsConsider Competencies You Look ForLimit Time for Responses
From Decision to Offer Faster
Make initial offers fasterPush out start dates to conduct backgroundDon’t lose them
Know Your Criteria
Establish Desirable Criteria BEFORE you beginEstablish “deal breakers” and communicateKnow your “code” to shut it down
Don’t Dilly-Dally
Work their scheduleGet them in after the offer as soon as possibleStay in touch after your offer
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4. New Employee Experience
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New Employee Experience
As soon as the manager hangs up from making the initial offer of employment, what happens next?
PRE-EXPERIENCE: POST-OFFER…WHAT HAPPENS NEXT
The experience the employee has between the offer and the first day makes all the difference in decreasing “buyer’s remorse” and helping them succeed.
PRE-BOARDING EXPERIENCE
Avoid making “First Day” the “Worst Day” and make things easier on both of you.
FIRST-DAY EXPERIENCE
Save both you (HR) and the employee time and effort getting the employee up to speed.
ACCLIMATION
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Our Goals
OFFERGet the employee the offer as soon as possible. Use ATS to send via e-mail to
click acceptance with terms/conditions.
Pre-BoardingGet ALL paperwork done BEFORE arriving the first day. Provide all information via
forms, videos, helplines, and resources to get through the “boring” stuff.
Prep for the First DayAnswer the most important
questions for first day:
• Parking• Dress code• Lunch• Names• Locations• Schedule
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Day 1
Cultural AcclimationLet them get to know the people –coworkers, boss, and other people they will be working with regularly
Final RegsWhat do they need to know to not get hurt or killed (Safety Training)
Get Into Their JobLet them get their hands dirty and start into what they were hired to do
Feel Part of the FamilyWhen they go home, we want
them to say, “That was the best day of work I’ve
ever had…”
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Classroom
1 Hour/Day
First weekEmployee spends 1-hour per day in the classroom
in conversations with top management,
overview of culture, and introduction to key “what
you need to know”
New Employee Learning Experience
Safety
2 Hours/Wk
First monthDepending upon position, employee receives up to 2 hours per week of safety training. Office staff only
1 week. Shop staff through first month.
Combo of in person and online training courses.
Compliance
30 Min/Wk
First monthEmployee spends 30 min
per week completing online training covering workplace harassment, discrimination, bullying and conflict resolution training. 4 courses over
first month.
Mentoring
DOE
First 6 MonthsEmployee is assigned a
mentor as a guide for the first 6 months. Mentor is
assigned to ensure employee gets what
he/she needs through the learning experience.
Development
Monthly
First YearManager works with
employee to set goals. Meets together to ensure
successful progress towards first year goal
completion and successful integration into
the new position.
Using Spaced & Online Learning to Learn More, Retain More, Streamline More
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5. Performance Management
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Performance Management
Top Problems with Performance Management• APPRAISALS DON’T IMPROVE PERFORMANCE• RATINGS DON’T TRULY REFLECT PERFORMANCE• APPRAISALS DON’T MEASURE THE RIGHT THINGS• NOT TIMELY FEEDBACK• REWARDS NOT REALLY TIED TO PERFORMANCE• MANAGERS NOT ACCOUNTABLE FOR ACCURATE EVALUATIONS• MANAGERS LIE ON APPRAISALS TO AVOID HURT FEELINGS• EMPLOYEES LIE ON SELF-APPRAISALS• MOST MANAGERS AND EMPLOYEES HATE THEM
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Performance Management
Q4: Check in ConversationInformal conversation to review progress towards goals
Q3: Review w/Self-EvaluationEvaluate progress overall – goals, performance, professional development
Q1: Setting Goals for the YearAlign with company and department
goals for the year
Q2: Check In ConversationInformal conversation to review
progress towards goals
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Digitize Performance Appraisal
NOT JUST A PDF!Get a system to automate the performance program.
Involve Employees
Let them set goals, report on progress (self-evals) and be engaged in their
progress.
Ditch the Rating
Focus on what matters most.
PERIOD.
Shorten Eval, More Frequent
Fewer meetings with less formal content can create
more engagement and focus on the goals.
Increase Team Assessments
As they evaluate one another, they can discuss
what works.
Use Team Metrics
As goals are displayed (met/not met),
performance increases naturally.
Get Employee Engaged
Teach employees how to set goals, track progress,
measure results, and report on progress.
Use Digital Tools
Use your digital tools to look up goals and metrics
as you visit your employees.
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6. Total Rewards
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Total Rewards
Annual Pay IncreasesAnniversary date to focal point
raises…Eliminates retroactive pay adjustments for performance pay
Outsourcing Salary Data
How much time do you spend finding data and hoping it’s right?
Online Open EnrollmentEveryone else is doing it…but is
EVERYTHING paperless?
Employee Self Service BenefitsChanges to status, conditions, updates…but make it really user friendly so they like it.
Online Pay Statements, Total Comp, W2sChanges to status, conditions, updates…easy to access, easy to understand
Cloud Assessable ServicesAccessible through multiple mobile platforms (not just at work)
Direct Deposit (100%)(Still about 20% not doing it)If you’re still cutting checks at all, it’s time to move here now.
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7. Admin
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Document
Imaging
Employee
Files
Applications
TimeRecords Med
Files
Administrative Systems, Files, Docs
Payroll Legal
Anything hard copied is scanned and shredded afterwards…
Digitized Records
All time and attendance is electronic pay records via computers and time
clocks…
Digitized Time and Attendance
All application materials are received via the ATS…
Applicant Records
Any medical forms are kept in separate sub-files with restricted access…
Digitized Medical Records
Security features easier to control via electronic means than paper and lock/key…
Control Access
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8. HCM System (HRIS)
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ACCURACY
ERROR REDUCTION
Can we reduce errors in data
reporting, payroll processing, benefits
reporting, etc.?
UX
USER EXPERIENCE
Can we improve employee
satisfaction and use of systems through improvement of the
user experience?
PROFICIENCY
MANAGERS
Can we increase management
proficiency in standard administrative
functions by at least 10%
EFFICIENCY
HR
Can we increase efficiency by at
least 20% across systems?
TIMELINESS
SPEED
Can we increase the speed of processing through reduction in steps and the time it takes to coordinate
and process?
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PayrollCore HR
Recruit
Raises/Bonus
Goals
OnboardingPerformance
Benefits Succession
Plan
Performance
LMS
GOAL
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Redesign from Scratch
Don’t just repaint the old
system with new brand
Avoid Customization
Revise your processes to
match the system
Identify Goals
What do you want from the
system?
IF YOU DO GO SHOPPING…
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9. Training
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A Lot of Training Sucks
Every now and then you get
a good one…but there’s a
lot of mediocre out there.
It’s Very Expensive
Talking your boss into
spending a lot of money for
training isn’t easy.
You Forget Most of It
In fact, within 24 hours,
you’ve forgotten most of
what you covered in class.
BIGGEST TRAINING HURDLES
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Formal Learning
10%
LEARNING
External Classes
Higher Education
Technical Training
Instructor Led Training
Primary Emphasis
Informal Learning
20%
LEARNING
Reading Books & Articles
Watching Videos
Conversations, Networking
Critical Thinking, Problem Solving
Natural Integration
Consider Learning Distribution
On the Job
70%
LEARNING
Job Shadowing
Learn as You Go
Experience
School of Hard Knocks
Cheapest and Most Expensive
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Formal Learning
10%
LEARNING
Informal Learning
20%
LEARNING
On the Job
70%
LEARNING
Tie into professional
development opportunities
Emphasis: Exposure to new
ideas, people, opportunities
Budget conscious –
distribute according to
performance, competence,
capability, company need
(NOT equity)
Create formal mentor
program to setup inhouse
learning opportunities
Work with managers to
create internal competency
matrices – learning patterns
Create new opportunities to
learn, cross-train, trade,
grow, and promote
Offer open learning
opportunities such as LMS
Encourage open lunch and
learns to expand exposure to
new ideas and networking
Create incentives within
performance or prof dev to
learn and expand
competencies
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10. Wellness
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Increase
OpportunitiesIt is important to offer choices for employees and their families to provide wellness solutions. Employees need to take action for themselves. However, they don’t always know where to look.
Outsource the WorkProvide the vision and set the goals and let the vendors provide the solutions, even if it is driving them back home.
Wellnes
s
Find New Opportunities for
Employees and Dependents to Take Care of Themselves
Avoid Increasing Proportionate Workload by Offering New Opportunities
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GoalEngage employees and
provide opportunities for health and wellbeing while
finding opportunities to automate
Biometrics
Omada
Tobacco
Cessation
Wellness
CommitteeVendors
Vitality
HSA Vendor
Hand over the planning and administration of the activity arm of the wellness program to the wellness committee…
Let the vendors self-manage as much of their programs as
possible…even if it may cost a bit more for them to do so.
Find a Section 125 Vendor that integrates with your wellness
program to automate your incentive payments.
Bring biometrics onsite and find a company that does the reporting for you.
Find an online employee engagement platform that is fully
automated
Engage upgraded wellness programs for employees – and let the vendor drive the upgraded services…
Provide enhanced features that can change lives…and let that
vendor drive results and provide reporting to you
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10 Areas to Streamline
Recruiting
Web-based recruitingAutomate
Wellness
When you focus on the whole person, you start to
make a difference
Not Just Numbers
Interviewing
Is there a better way for both you AND the
candidate?
Rethink
NEO
Make it the best experience possible
Redefine
Performance
What if we focused on improving instead of
processing?
Maximize
Total Rewards
What if we gave them what THEY wanted?
Refocus
Admin
How can you get rid of the paper?
Streamline
HCM
Get everything under one umbrella
Consolidate
Training
Consider how people learn and give it to them
Reimagine
Process
Is this Possible?Continuous
KOMPLET
Dr. Wade M. Larson, SPHRCHRO - Wagstaff, Inc.
@DrWadeLarson (Let’s connect!)
www.WadeLarson.comCome get the slides at:
[email protected] me questions at:
