Recruiting & Hiring Employees BOSAS. Think-Pair-Share Bellwork If you were looking for a job, where might you look? PROPERTY OF PIMA COUNTY JTED, 2010

Recruiting & Recruiting & Hiring Hiring EmployeesEmployees

BOSAS

TThinkhink-P-Pairair-S-SharehareBellwork If you were looking for a job, where might you look?

PROPERTY OF PIMA COUNTY JTED, 2010

ObjectivesObjectives1. Define terminology related to staff recruitment and

training.2. List steps in hiring employees.3. Demonstrate steps in recruitment and hiring processes.

K = Key Word or Concept

I = Information or data

M = Memory Strategy

K.I.M.

TerminologyTerminologyRecruit – process of attracting

appropriate applicants for an organization’s jobs

Discrimination – denial of opportunities to individuals on the basis of some characteristic

RecruitmentRecruitmentHuman Resource department recruits

candidates for an organization’s jobsVarious methods are used including

◦Internal job postings◦Internet posting◦Newspaper◦Employment agencies◦College campuses◦Trade shows/fair◦Headhunters (outside agency finds

employees)

Hiring Process – Stage 1Hiring Process – Stage 1Select a small number of

qualified candidates from all applications◦Standard paper application◦Internet application◦Résumé◦Many organizations use

computerized systems to sort through résumés

◦

Hiring Process – Stage 2Hiring Process – Stage 2Pre-screening interview

◦Prescreening interview to clarify qualifications

◦Interview to get a feel for personality & ability to work with others

◦May be asked to take test(s)

Hiring Process – Stage 3Hiring Process – Stage 3After pre-screening interview,

more in-depth interviewHigher-level positions may take

several interviews

Hiring Process – Stage 4Hiring Process – Stage 4Department supervisor evaluates

candidatesMay consult with higher-level

management, human resources, and staff

Hiring Process – Stage 5Hiring Process – Stage 5Employer may research

candidates◦Check references◦education ◦previous employment◦motor vehicle records◦online persona◦credit histories

Hiring Process – Stage 6Hiring Process – Stage 6Supervisor selects the candidate

most suitable for the jobHuman Resources or supervisor

offers jobCandidate accepts position or

declines

Hiring & the lawHiring & the lawFederal & State laws govern

hiringEmployers must be careful to

avoid discriminationEmployers must respect privacy

of applicants

Interview QuestionsInterview QuestionsSome questions employers may not ask

about◦Marital status◦Age◦Religion◦Citizenship (can ask if you have the legal right to

work in the U.S.)◦Children◦Rent or own a home◦Cause of physical disability◦Union membership◦If you’ve ever been arrested◦

Employment testingEmployment testingTests are used to gauge abilities,

intelligence, interest, and sometimes physical condition and personality◦Three types of testing

Job skills testing Psychological testing Drug testing

Examples of employment Examples of employment testingtestingJob skills- typing test, computer

test, operating equipment, performing a task

Psychological – questionnaires◦Assess personality characteristics◦Managerial potential

Drug – drug and alcohol tests

Sort StepsSort StepsSort the cards into

steps.

Order the steps first - sixth

Be prepared to share

3-2-1

3 things you learned today

2 ideas or facts you would like to know more about

1 thing you would share with a friend

Interview Interview MethodsMethods

BOSAS

TThinkhink-P-Pairair-S-Sharehare BELLWORK If you owned your own business and

needed to hire employees, what do you think would be the best way to find out about potential employees?


ObjectivesObjectives

1. Define interview methods.2. Identify interview methods.3. Evaluate interview methods.

K = Key Word or Concept

I = Information or data

M = Memory Strategy

K.I.M.

TerminologyTerminologyOne on one interview – face to face

questioning and observation of applicant

Telephone interview – questions/screening conducted over telephone

Stress interview – applicant put under pressure through rapid succession of questions, hostility or argument to see how applicant reacts

TerminologyTerminologyGroup or Committee interview –

involves a panel of interviewers to see how applicant interacts

Audition interview – applicant shows skills by performing job duties

One on OneOne on OneJob applicant meets the skill and

education requirements for the position

Goal is to establish rapport with the interviewer

Interviewer is observing eye contact, dress, and mannerisms.

Some companies may use this style for initial screening if they have not already conducted a phone interview

TelephoneTelephoneStaff may contact job applicants

and conduct short phone interviews to screen out unsuitable candidates.

Will check information on a resume to see if it coincides with a job seeker’s verbal on-the-spot responses.

May also be judging qualities such as voice level, language fluency, emotional tone.

StressStressMeant to test how an applicant

reacts under pressure. Sometimes there may be a “good

cop, bad cop” scenario set up to see how the interviewee responds to negativity, hostility or an argumentative situation.

Another tactic might be an enforced silence to see how the applicant reacts.

Group or CommitteeGroup or CommitteeInvolves a group of company staff

questioning the job applicant. Two, three or even more company

staff.One of the goals of this type of

interview is to see how a job seeker interacts in a group or team.

This situation may also present role-plays and problem solving.

AuditionAuditionDancers, singers, graphic artists, sales

people, computer programmers, and others must often audition by showing their skills firsthand

Present portfolios of work to a potential employer.

Dental assistants and technicians also often work one full day at standard pay to see how they perform

Partner PracticePartner Practice

PROPERTY OF PIMA COUNTY JTED, 2010 30

Work with a partner to Work with a partner to think of example situation think of example situation

where the interview where the interview method would be used.method would be used.

Make sure both of you are Make sure both of you are prepared to share your prepared to share your

knowledgeknowledge

PredictPredict


Work with your group Work with your group to predict the best to predict the best

interviewinterviewMethod for the scenarioMethod for the scenario

Be prepared to shareBe prepared to share


Using the letter given to you, select a Using the letter given to you, select a word or phrase which best describes an word or phrase which best describes an

element of the lesson or the element of the lesson or the information learned!information learned!

to

Employee Employee Orientation & Orientation & TrainingTraining

BOSAS

TThinkhink-P-Pairair-S-Sharehare Bellwork Think back to your first day of kindergarten or the first day of school you can remember. What was it like?



1. Identify components of employee orientation.

2. Identify types of employee training.

3. Identify the role of the administrative support staff in the orientation and training of new employees.

TerminologyTerminologyEmployee Orientation – activity

that introduces employees to the organization

OJT – on the job training. Training in which employee immediately begins tasks and learns while doing

Apprentice

Training & DevelopmentTraining & DevelopmentIncludes all attempts to improve

productivity by increasing employee productivity

Training focuses on short-term abilities

Development focuses long-term abilities

PredictPredict


What types of activities might be included in training and development of employees?

Be prepared to shareBe prepared to share

Training & Development 3 Training & Development 3 stepssteps1. Assessing the needs of the

organization and skills of employees to determine training needs

2. Designing training activities to meet identified needs

3. Evaluating effectiveness of training

OrientationOrientationActivity that introduces new

employees to organization, fellow employees, supervisors, policies, practices and objectives of company

Include anything from informal talks to formal activities

May include company visits, reading of handbooks, company history, etc.

On-the-Job trainingOn-the-Job trainingEmployee being trained

immediately begins tasks and learns by doing or watches others and imitates them

Easiest kind of trainingCan work well if they have good

example to followMore demanding jobs require

more intense training

Apprentice programsApprentice programsInvolve a period during which a

learner works alongside an experienced employee to master skills

Some involve classroom trainingCan last several years, i.e.

plumbers

Off-the-Job trainingOff-the-Job trainingOccurs away from the workplaceConsists of internal and external

programs to develop variety of skills and foster personal development

Might include subjects such as time management, stress management, languages

Online trainingOnline trainingAttend classes online – via

InternetGives employers ability to

provide consistent content tailored to specific training needs

Vestibule trainingVestibule trainingDone in classrooms where

employees are taught on equipment similar to that used on job

Computer and robotic training is often completed in a vestibule classroom

Job simulationJob simulationUse of equipment that duplicates

job conditions and tasks so trainees can learn skills before attempting them on job

Simulation attempts to duplicate exact combination of conditions that occur on job

Example – astronauts, airline pilots, army tank operators

Administrative Support Staff Administrative Support Staff RoleRolein Orientationin OrientationSupport role in preparing for

orientationReserve facilitiesPrepare documents such information

letter, brochuresArrange for day of orientation for

needed supplies, food, equipmentPrepare employee packetsAssist supervisor is preparation of

presentation

Administrative Support Staff Administrative Support Staff Role in Training & DevelopmentRole in Training & DevelopmentMight train new office staffAssist supervisor in preparation

of training materialsSchedule employees for trainingDocument employees

attendance/completion of training

Letter or Note to a Letter or Note to a FriendFriend


Thinking back to your first day of school exercise for bellwork, how could that be compared to a first day at a new job?If you were in charge of first day orientation for new employees how would you make it a good experience for employees?

Role of Administrative Staff in OrientationRole of Administrative Staff in Orientation

Purpose of Purpose of OrientatioOrientation n

BOSAS


1. Identify role of administrative staff in orientation and training.

2. Identify purpose of orientation.

TThinkhink-P-Pairair-S-Sharehare Recall our last lesson on

orientation and training and development. What is orientation and what is its purpose?


OrientationOrientationActivity that introduces new

employees to organization, fellow employees, supervisors, policies, practices and objectives of company

Include anything from informal talks to formal activities

May include company visits, reading of handbooks, company history, etc.

Pass…Pass…

ORORPLAY!PLAY!

OrientationOrientation

If you were responsible for orientation of new employees, what specific kinds of things would you need to organize?

PROPERTY OF PIMA COUNTY JTED, 2010PROPERTY OF PIMA COUNTY JTED, 2010

Your Task as office assistantYour Task as office assistant

Letterhead/welcome letterOrientation AgendaCompany PresentationCompany NewsletterCommunicate with supervisorPlan your work each day and

keep track of progress

How to get it done?How to get it done?Your office uses Microsoft OfficeWhat programs will you use to

complete the following tasks?◦Create a letterhead and compose a

letter◦Presentation◦Newsletter◦Agenda◦Memo

Plan and Organize your workPlan and Organize your workEach day you will be given a new taskKeep track of your work on your Plan of Work If you have not finished a task by the time a

new task is assigned you will need to start the new task and come back to the unfinished task

When you complete a task, go through the checklist to make sure you have included all required elements

TThinkhink-P-Pairair-S-Sharehare How will you keep track

of your handout for two weeks and how will you prioritize your work to complete it in time.



Welcome Welcome LetterLetter

BOSAS



2. Demonstrate role of administrative support staff by creating a company orientation welcome letter.

K-W-LK-W-L


What I know

What I would like

to learn

What I learned

K-W-LK-W-L What do you know about

new employee orientation and welcome letters and what would you like to learn?


TerminologyTerminologyLetterhead -a printed heading on

stationery, giving name and address of a business

Logo –or logotype, a graphic representation or symbol of a company

LetterheaLetterheadd

http://www.easyaffiliateshop.com/events-parties-services/invitations-cards-printing-services/significance-of-letterhead-printing.html

LOGO

Company address, phone, etc.

Other items with same design might include envelopes, business cards, brochures.

Block Style LetterBlock Style Letter

http://www.dolores.k12.co.us/dhs/karenwebster/beghscomputer1/letterwriting/block_style_format.htm

Review AssignmentReview AssignmentWrite an orientation/welcome

letter to new employeesCreate a letterhead Logo will be used for all

orientation projectsFormat the letter in block style

K-W-LK-W-L


What I know

What I would like

to learn

What I learned


OrientatioOrientation Agendan Agenda

BOSAS



2. Demonstrate role of administrative support staff by creating an agenda for orientation.

K-W-LK-W-L


What I know

What I would like

to learn

What I learned

K-W-LK-W-L What should be included in an agenda

for a workshop and why would you give participants an agenda?


Purpose of agendaPurpose of agendaRoadmap for the meetingLet’s people know where they’re

headed so they stay on trackGives sense of purpose and

direction

Sample AgendaSample Agenda

http://www.google.com/imgres?imgurl=http://applejac.typepad.com/.a/6a00d8341fbd4c53ef00e55272257a8834-640wi&imgrefurl=http://applejac.typepad.com/applejac_macintosh_users/2008/05/june-2008-meeting-agenda.html&usg=__lfIMCRCjPS6fz5JRHzBG7f0uWiM=&h=828&w=640&sz=83&hl=en&start=0&zoom=1&tbnid=Wil-zWx2-ZKwAM:&tbnh=141&tbnw=109&ei=uAYSTuyfJIHiiAKgmYj0Aw&prev=/search%3Fq%3Dmeeting%2Bagenda%26hl%3Den%26biw%3D1428%26bih%3D950%26gbv%3D2%26tbm%3Disch&itbs=1&iact=hc&vpx=602&vpy=108&dur=505&hovh=254&hovw=196&tx=84&ty=113&page=1&ndsp=43&ved=1t:429,r:3,s:0


Company Company PresentatiPresentationon

BOSAS



2. Demonstrate role of administrative support staff by creating a company presentation for new employees.

K-W-LK-W-L


What I know

What I would like

to learn

What I learned

K-W-LK-W-L Think about comparing being a new

employee to being a new student at school. You need to prepare a presentation about the company for a new employee.


Purpose of presentationPurpose of presentationTo present the mission and vision

of the companyTo give background/history

information regarding the company

Introduce policies

What to includeWhat to includeCompany logoOrganizational chartMission & Vision statementsHistory Policies/BenefitsSummary slide that welcomes new hires to the

familyBackgroundFooter that contains title and date of workshopApply transitions and animationsClipart or pictures


Company Company NewsletterNewsletter

BOSAS



2. Demonstrate role of administrative support staff by creating a company newsletter for new employees.

K-W-LK-W-L


What I know

What I would like

to learn

What I learned

K-W-LK-W-L Think about newsletters you’ve seen

from school or some other organization. What kind of information is included?


Purpose of newsletterPurpose of newsletterTo present the mission and vision

of the companyIntroduce change is policies or

new policiesGive insight into upcoming

events

What to includeWhat to includeLogo, address informationHighlights of company, historyMission/VisionOrientation informationUpcoming events for new hires

http://www.google.com/imgres?imgurl=http://www.newsletterville.com/Newsletter%2520Samples/The%2520Key%2520Vol%25207,%2520Issue%25203_Page_1.jpg&imgrefurl=http://www.newsletterville.com/newsletter_samples.htm&usg=__gDJcg--GdVHifAvOZOa8g954Yv4=&h=1654&w=1279&sz=304&hl=en&start=0&zoom=1&tbnid=xqooT6jMIgFlKM:&tbnh=176&tbnw=136&ei=gI4STsSfFefciALSobSFDg&prev=/search%3Fq%3Dcompany%2Bnewsletter%2Bsamples%26hl%3Den%26biw%3D1428%26bih%3D950%26gbv%3D2%26tbm%3Disch&itbs=1&iact=hc&vpx=195&vpy=186&dur=679&hovh=255&hovw=197&tx=108&ty=97&page=1&ndsp=28&ved=1t:429,r:0,s:0

Memo to your Memo to your SupervisorSupervisor

BOSAS

TThinkhink-P-Pairair-S-Sharehare Think about the five projects you’ve

completed for the new employee orientation. How well did you use your time? Did you prioritize your work? Were you able to work on your own or did you need to check in with others along the way?


ObjectivesObjectivesDemonstrate role of administrative

support staff by creating documents needed for new employee orientation

AssignmentAssignmentIn lesson four, your supervisor

gave you directions to complete items needed for new employee orientation.

Your supervisor expects you to write a memo explaining the items you created and reason they are needed for orientation

MemoMemo

How to write the memoHow to write the memoWrite the opening segment. State the purpose of the memo and identify the purpose – restate what your supervisor asked you to do. Identify the exact reason for writing the memo and make it clear

Explain the work you Explain the work you completedcompletedExplain briefly the four

orientation documents you created, how you created them and why they are important for the new employee orientation.

Memo closingMemo closingClose the memo with a friendly

ending that states how you felt about being given this important assignment.

Consider the ways that the supervisor can benefit from the information in the memo.

Ask for action – i.e.. Please let me know if you’d like me to continue with any other orientation projects…

Professional Professional DevelopmentDevelopment

BOSAS

TThinkhink-P-Pairair-S-SharehareBellwork What is the benefit of joining

a student club? Think of all the ways it might benefit you.



1. Identify professional development.

2. Critique benefits of professional staff development (i.e., workshops, conferences, course work, and membership in professional associations).

TerminologyTerminologyProfessional Development - the

advancement of skills or expertise to succeed in a particular profession, esp. through continued education

Professional Association - people engaged in the same profession, formed usually to control entry into the profession, maintain standards

Types of Professional Types of Professional DevelopmentDevelopmentWorkshopsConferencesCourse workCan be internal – company

organized or external – online, college, professional association

Join professional organizations

Why Professional Why Professional Development?Development?Main reason to increase the

competency and effectiveness of employees

Boost morale by positioning participants to advance their careers through acquiring new skills or gaining insight into an area of the company they might be unfamiliar with

Being selected to travel to a conference can make an employee feel special or rewarded

Weigh BenefitsWeigh BenefitsBalance benefits with the costs

associated with such programs Class or instructor fees, travel

expenses, downtime and lost productivity are just some considerations

Is it really necessary? Will it have a measurable impact on day-to-day operations? Will the staff be able to participate while with normal workload?

Professional Associations or Professional Associations or certificationscertificationsCertifications can advance careerCertifications/membership might

be necessary for some careersNetworking

What to consider –What to consider –Professional OrganizationsProfessional OrganizationsWhat are you hoping to accomplish? Is this about furthering your career? Is this about growing your business? Is it a social objective, or is it truly a

professional objective?

Students Number 1-4Students Number 1-41. Certified Administrative Professional

2. IAAP Certification

3. Arizona Educational Office Professional Association

4. MOS certificationPROPERTY OF PIMA COUNTY JTED, 2010

1.1. Research your assigned number.Research your assigned number.2.2. Take notes.Take notes.3.3. Teach your section to the rest of the Teach your section to the rest of the

group.group.4.4. Be prepared to share your learning Be prepared to share your learning

with the whole group.with the whole group.

JigsawJigsaw


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In 12 words or less, critique the benefits of professional

staff development.


Documents

Recruiting & Hiring Employees BOSAS. Think-Pair-Share Bellwork If you were looking for a job, where might you look? PROPERTY OF PIMA COUNTY JTED, 2010