How to Improve Your Hiring and Recruitment Process

Oct 13, 2023

A proper hiring process can help you attract and retain high-quality employees.
Improve your talent acquisition process with technology, reputation management and accurate job descriptions.
During interviews, pay attention to employee coachability, emotional intelligence, temperament and motivation.
This article is for small business owners and hiring managers who want to improve their current hiring process.

Hiring new talent is an inevitable part of being a business leader, and it’s more complicated than simply reviewing resumes and conducting interviews. Recruiting mistakes, like a poorly crafted job description or lack of communication about applications, can deter a qualified candidate from seeking employment with you. However, with the right hiring and onboarding process in place, you will soon be able to recruit and hire the best candidates.

What is a hiring process?

A hiring process is a step-by-step method to find, recruit and hire new employees. A good hiring process will help you attract and retain high-quality employees who match your brand. The specific elements of a hiring process are unique to each company, but there are general steps every business can follow to attract and hire qualified candidates.

What steps are in the hiring process?

Although the specific steps in your hiring process should be unique to your company (and sometimes even to the open position you are hiring for), most hiring processes include 10 basic steps.

1. Write a job description that accurately reflects your hiring needs.

A job description is one of the first interactions a job applicant has with your organization. Make sure you are writing good job descriptions that accurately reflect your brand and the role you are hiring for. For example, you want to be clear about the specific responsibilities and requirements, and use some brand-specific language that gives the job applicant a feel for your company culture. Explain what you need from them and what you can provide them in return. A well-written job description will help weed out candidates who aren’t the right fit, so it should leave you with a more focused group of resumes to evaluate.

2. Advertise and recruit for the open position.

Once you have your job description, the next step is to advertise it and recruit for the open position. Post it in multiple locations such as your careers page, job boards, job fairs and social media. Encourage your staff to reach out to their networks for the position as well. Zuraida Curtis, employment law editor at XpertHR, advises businesses looking to create a good recruitment strategy to follow these tips:

Analyze. Take a close look at your business needs as well as your goals and objectives.
Identify. Know your long-term plans for expansion or reduction in staff, critical roles in the business, and any gaps that need to be filled. Be on the lookout for seasonal fluctuations in staffing requirements.
Determine. Figure out the best recruitment method for your business. Job searches via social media are increasing, for example, so you could use this method to target candidates with specific skill sets.
Secure. Provide a competitive salary and opportunities for personal growth within your business. In a Citation survey, 13% of employers said salary is the most important factor in employee retention.
Establish. Choose and implement a method to measure results and test whether your strategy is working. Establish a training budget to develop and enhance your employees’ skills and knowledge.

3. Analyze candidate resumes, cover letters, and applications.

As applications start flowing in, you’ll need to come up with a process to review them. You can allocate one or more people to review applications and narrow down your viable candidates. You can also use some form of recruiting software, like an applicant tracking system (ATS). An ATS helps analyze candidates and searches for any flaws in the hiring process. It filters candidates according to hiring needs and makes it easier for recruiters and hiring managers to view an applicant’s performance. The software can’t make wise decisions about who to hire, but it simplifies relevant keywords in a resume, aligning candidates with your business’s needs and wants. With automatic rankings, you can compare resumes against your job description. The software then forwards the resumes with the highest matches to the next stage. It’s also a powerful solution to coordinate the candidate pipeline and ensure quality candidates are not lost in the shuffle.

4. Conduct a phone interview for the initial screening.

After narrowing down your pool of job applicants, conduct a phone screen interview with each of the top candidates. A phone interview is a brief preliminary screening that takes about 15 to 30 minutes. Keep phone screens as uniform as possible. Ask a few basic “get to know you” questions, as well as inquiries about their skills and experience and their interest in the company and position. This interview should give you a sense of who the person is and what soft skills they possess.

Tip

When conducting phone screenings, look out for red flags such as negativity, unpreparedness, lack of curiosity or poor cultural fit.

5. Conduct final-round interviews.

Your phone interviews should narrow down your pool of candidates. Conduct in-person interviews with the candidates remaining (or video conferencing interviews, if recruiting remotely). These interviews are more in-depth, helping you select your top candidates. Have multiple people partake in these interviews to get a broader picture of how well each candidate will fit within the organization and role.

6. Have the job applicant perform applicable assessments.

Depending on the role you are hiring for, you may want job applicants to perform applicable assessments. For example, if you are hiring for a copyediting position, you may have the candidate perform an editing exercise. Someone hiring for a sales position may have the candidate give a sample sales pitch based on a specific product the company sells. Assessments aren’t always necessary, but they test whether the candidate can perform the responsibilities of the role. The assessment can be performed before, during, or after the formal interview.

7. Run a background check and check references.

Contacting references and running pre-employment background checks is an important part of the hiring process, often as one of the final steps. There are many great background check companies that can help you run legally compliant background checks. The purpose of a background check is to ensure the candidate is legally fit for the position; however, you should avoid discriminating against candidates based on their results. For example, refusing to hire a candidate with multiple traffic violations would be valid for a truck driving position, but it’s not relevant to a marketing position.

8. Make a hiring decision.

Use the knowledge you’ve gained about your job candidates throughout the hiring process to make a final decision about who to hire. Consult all parties who spoke with each candidate to make a more informed decision. Consider qualifications and cultural fit, but don’t make decisions based on biases or discrimination. “Try to avoid hiring on gut instinct,” Curtis told Business News Daily. “Have a structured hiring process with an effective interview process. Verify qualifications through the interview process and complete background checks such as references.”

9. Extend a job offer.

Extend a job offer to your top pick. Highly qualified candidates are typically not on the market for long, so extend the job offer quickly once you’ve decided who to hire. Include information regarding salary and benefits, and be prepared for some negotiation during this time.

10. Hire and onboard the new employee.

Your employee onboarding process can make a big difference in how successful your new hire is within your organization. First, send the necessary paperwork to the candidate for them to sign. If you use recruiting software, it will likely have e-signature capabilities, allowing new employees to accept an offer and complete onboarding paperwork remotely. Comprehensive programs take it one step further, automating the entire onboarding process and providing your new hire with all the training and materials they need. This will not only set up the employee for success, but it can also improve employee retention.

Key Takeaway

Most hiring processes include basic steps like recruiting, interviewing, screening, hiring and onboarding employees.

How to improve your hiring process

If you already have a hiring process in place, there is a good chance it can be enhanced to better serve your business needs.

Here are 13 tips to improve your hiring process.

1. Build a strong employer brand.

According to Officevibe, more than 75% of professionals are passive candidates who aren’t currently looking for a job but are open to new opportunities. Building a strong employer brand not only reduces employee turnover by 28%, it also attracts these passive candidates to your company over others. A Glassdoor survey found that 69% of respondents are likely to apply for a job if the employer actively manages its brand by responding to reviews, updating the company’s profile, and sharing updates on the company’s culture and work environment. When you focus on building a well-known employer brand, you won’t have to do as much active recruiting. You’ll be a highly sought-after organization, teeming with applicants.

2. Answer candidate FAQs.

Another excellent recruitment strategy is to create a page or section on your website that addresses questions candidates often ask. Many candidates may be reluctant to apply for jobs because they still need answers to certain questions before they apply. You can either take specific questions new candidates have asked you or ask your present employees what questions they had before they were hired. This will help you create a page that covers the concerns candidates may have, saving you and your candidates time while also making applicants aware of what the job entails.

3. Move as quickly and efficiently as possible.

Officevibe reported that the best candidates are off the market in 10 days. Act quickly, especially when you know you’re interested in a specific applicant. Even if you haven’t made a decision yet, follow up with the candidate often, discussing further details of the position to ensure you’re on their radar. Respond to any questions or concerns right away to keep them updated throughout the process.

4. Write better job descriptions.

Many companies write job descriptions with lists of responsibilities and requirements, but a study found that this can alienate qualified employees, The Wall Street Journal reported. In the study, U.S. and Canadian researchers rewrote 56 job ads to emphasize two different approaches: the Needs-Supplies approach, which focuses on what the company can do for the candidate, and the Demands-Abilities approach, which focuses on what the company expects from the candidate. Of the 991 responses, applicants who responded to Needs-Supplies job listings were rated higher than those who responded to the Demands-Abilities ads. Focus on what your company can do for potential employees, and you’ll attract candidates who better fit your needs.

5. Embrace digital trends and social media.

Most people want to work for companies that keep up with the latest tech trends. Part of embracing the digital age means using public social media profiles for candidate research. Like most employers, you’ll probably conduct a standard pre-employment background check on applicants, but the candidate’s social media profiles can offer more details about the individual as a person and an employee, for better or for worse. While it’s legally risky to allow a candidate’s social media activity to factor into your hiring decisions, as that can result in unconscious bias or discrimination, it can give you a better picture of a job applicant you’re interested in hiring.

Tip

Before turning to social media, learn about the best background check services.

6. Leverage social media for recruiting.

Social recruiting is a great strategy to ensure you’re reaching the right audience and attracting talent to your brand and culture, said Kayla Vatalaro, global head of Asana’s impact growth and social impact, and formerly its global head of talent acquisition. “We believe in the power of the employee voice to tell the Asana story, and our employees have a significant influence on social media,” Vatalaro said. “Every week across our social channels, our employer brand team shares an Asana Women Wednesday post, featuring the great work of one of the women from our global team.” Vatalaro said this form of employee advocacy has increased traffic to the company’s careers page and become a crucial part of its recruitment and talent management strategy. You can also rely on your employees’ extensive personal and professional connections, via social media as well as friends and acquaintances, as a potentially golden opportunity to recruit talented workers.

7. Utilize employee referrals.

One of the best ways to hire quality candidates is through referrals from current employees or people in your network. Referrals are a good way to screen potential candidates before interviewing them. If your trusted employee recommends a previous colleague or a friend whose work experience they know well, it gives you a level of security knowing this new applicant can do good work. When hiring a stranger, there is less certainty about a candidate’s work ethic and potential fit on the team. While you shouldn’t give referrals preferential treatment, a recommendation from someone already on staff or in your network is an added benefit for that applicant. Ensure that the candidate’s qualifications make them an ideal fit for the job, and use the referral as insurance that you’re making the right hiring decision. One way to solicit referrals from current employees is to implement a referral bonus program. If an employee refers an applicant and that applicant eventually gets hired, the employee who referred the new hire can receive some sort of monetary compensation. Even if the bonus is only a few hundred dollars, it makes employees more willing to recommend people they know are quality candidates. The cost tends to pay off, as data suggests that referral hires can save companies $3,000 in fees that would otherwise be spent on recruiters and job postings.

Did You Know?

An employee referral program can improve employee retention in the long run.

8. Optimize for mobile.

A mobile-friendly hiring process is one of the best ways to draw in candidates. According to Smart Recruiters, close to 90% of job seekers use a mobile device when looking for a new job opportunity. That number has risen exponentially over the past few years. To that end, your app or website should allow candidates to accept offers, hold live video interviews, complete referral tasks, and self-schedule interviews. For retention purposes, you can also build in functions for new employees: an interactive employee handbook, benefits registration, access to PTO balances and more.

9. Fit the personality to the job.

Although the right skill set may seem like the most important factor in whether a candidate is a good fit, the truth is that skills can be acquired, but personalities cannot. During the selection process, consider how a candidate’s personality traits align with the daily job tasks. For instance, a trait such as empathy would be much more important for a nurse or a social worker than it would be for a tax attorney or a computer programmer. “What kind of person you hire depends on [the] culture of organization and the kind of job,” said Dr. Maynard Brusman, a San Francisco-based psychologist and founding principal of consulting firm Working Resources. “A great person with all kinds of skills may be a good fit for one and a poor fit for another, simply based on their personality type.”

10. Improve your interviews.

A study by Leadership IQ found that failures exhibited by new employees may result from flawed interview processes. In the study, 82% of the 5,000 managers surveyed reported that the interviewers were too focused on other issues, too pressed for time, or lacked the confidence in their interviewing abilities to pay attention to red flags. According to Leadership IQ CEO Mark Murphy, this is because the job interview process focuses on making sure new hires are technically competent, whereas other factors that are just as important to employee success – like coachability, emotional intelligence, temperament and motivation – are often overlooked.

Interviewing the candidate

One way to improve the interview process is to double up on interviewers. Multiple interviewers in the room at once can have several benefits:

It shortens the interview process.
It lightens the load of hiring managers.
It hands employers a better opportunity to give candidates honest feedback.

Doug Camplejohn, CEO and founder of Airspeed, previously advised hiring managers to have an open discussion about the interview in front of the candidate as if they weren’t in the room. It may seem strange, but he said candidates appreciated the candor. “It’s a much more honest process than saying your thank-yous and then rejecting someone over email or through a recruiter,” Camplejohn said. “Even candidates who we’ve passed on have commented on how refreshing the process is and asked to stay in touch.”

Letting the candidate interview you

Allow prospective employees to interview you as well. Letting candidates ask questions gives you a chance to see what’s important to them, Brusman said. It also lets them determine whether they want to keep pursuing a job at your company, or to decide that it’s not the right fit for them. “Be open and honest about what it’s going to be like to work for your company,” Brusman said. “You want to give a realistic preview of the work environment.”

11. Offer quality employee benefits and perks.

A comprehensive selection of employee benefits and perks can be a good way to attract a diverse and talented applicant pool. In addition to competitive salaries and good company culture, companies that offer work-life balance and comprehensive health insurance packages appeal to a broad range of candidates. There are plenty of traditional work benefits that attract top talent, and there’s no shortage of unusual and creative perk options either. Flexible work offerings, like the ability to telecommute, have become very popular with employees since the beginning of the pandemic. According to FlexJobs, 58% of workers said they want a fully remote job, 39% prefer a hybrid arrangement, and only 3% want to return to fully in-person work. Being flexible with schedules and offering remote work not only appeals to today’s workforce, but it has also become nearly essential to attract and retain employees.

Tip

Wondering which employee benefits you should offer? Check out our guide on how to build a great employee benefits package. When you’re highlighting your benefits to prospective employees, you can also highlight other features such as the efforts your company goes to create a culture of diversity and inclusion, and the opportunities for advancement that are available to employees.

12. Use recruiting software.

Recruiting software is designed to automate the tedious parts of recruiting, doing much more than you would be able to handle manually. It can easily blast out multiple customized job postings, send bulk rejection or welcome emails, and automatically transition candidates to the next phase of the recruiting process based on preset configurations. When recruiting software tracks your candidates every step of the way, you reach the best candidates and streamline the hiring process. If you’re looking for a more robust option, most HR software providers have options to help streamline recruiting. Automation and tracking capabilities increase your hiring efficiency, allowing recruiters to focus on what matters: engaging with great candidates. This reduces recruiting time and increases employee engagement and satisfaction. Some recruiting software can handle multiple aspects of the onboarding process for you. Recruiting software that provides analytics gives you insight into how your hiring process is performing and where you can improve.

If you’re looking for recruiting software, here are some great options.

BambooHR: With BambooHR, you can track and hire job applicants, onboard and offboard employees, access HR management tools, track employee time and PTO, and view advanced reporting on candidates and employees. BambooHR has two separate plans and a whole suite of add-on options. To learn more, read our review of BambooHR.
Workable: Workable is a comprehensive solution that gives you access to hundreds of job boards, e-signature and offer letters, AI-powered sourcing capabilities, third-party integrations, branded careers pages, reports, and self-scheduling. You can choose from four unique plans.
Breezy HR: Breezy HR offers a variety of recruiting features like branded career sites, access to over 50 job boards, GDPR compliance and automation, background screening integrations, resume parsing, and self-scheduling interviews. You can choose from one free plan and three monthly or annual paid plans.

13. Keep an eye on your reviews.

Potential employees often seek insider information about companies they want to work for, and this includes salary estimates, interview tips, and reviews from current and former employees from sites such as Glassdoor. Studies show that 86% of Glassdoor users read company reviews and ratings before deciding to apply for a job. Top candidates may not even apply in the first place if they don’t like what they see: 50% of job seekers said they would not take a job with a company that had a bad reputation, even for a pay increase. Two actions that draw in candidates include being active on review websites and posting accurate information. If you have a lot of negative reviews from former employees, it may be time to work on your company culture before you try to fill any open positions. This can improve your employee retention and lead to more positive reviews that will attract quality employees.

Source: https://www.businessnewsdaily.com/7155-startup-hiring-tips.html

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11 Approaches to amplify team productivity

02 May, 2024

We have all seen or witnessed fantastic examples of teamwork at some point in our life. Whether it’s a sports team, people coming together during a crisis, or even in the office, it’s a beautiful thing to behold! Not that we're overlooking solo efforts – they're the unsung heroes too – but there's just something magical when a diverse bunch of talents come together. As a manager, creating that perfect team really should be your number one aim. Teamwork brings in different perspectives, shakes things up, and sparks creativity in ways solo acts can only dream of. It's the inspiration that makes the workplace groove. If you’re in a managerial role, one of your main aims is to crank up the volume on this collective awesomeness. Encouraging productivity is a must while recognizing each player's strengths and making sure everyone's hitting their respective goals is also key. In today’s article, we’re going to jump straight into 11 tips on how you can boost that productivity in your workplace! 1. Consider ‘standing meetings’ No, we don’t mean a meeting where everyone stands up (but you can if you want to!) these meetings are ones that take place regularly. They aren't just for corporate show either; they've got a purpose. Maybe you're hashing out project updates, getting the team coordinated, or just shooting the breeze with some status reports. Unlike those quick stand-up meetings that happen every day, these standing meetings can be more chill, like once a week or maybe even once a month. The whole idea behind these standing meetings is to create a steady space for your team to chat, collaborate, and make decisions. It's like your reliable weekly hangout spot, but with fewer casual conversations about weekend plans and more focus on getting things done. Why is this great for team productivity? These regular get-togethers keep everyone on the same page, making sure no one's left in the dark about projects and team goals . While chit-chat is encouraged, it's more about having a routine that boosts teamwork. With these predictable meet-ups, you can plan your tasks better, dodge those unexpected curveballs, and get things done without breaking a sweat. Overall, standing meetings should be your go to for a smooth, organized, and super-productive team vibe. 2. Try to create a healthy working environment Imagine a workplace where the coffee is strong, the collaboration is even stronger, and everyone is enjoying working as a team . That's the magic of a healthy work environment. It goes a little further than modern office designs or free snacks, you should be striving for a vibe where people want to high-five each other in the hallway. Now, creating this cool work atmosphere isn't just a touchy-feely thing—it's a game-changer for productivity. When your team feels the love and support, they may feel like they’re gearing up for a top-secret mission. Engaged, motivated team members bring their A-game, sparking creativity and turning problem-solving into a team sport. A healthy work environment is your main factor when you want a results-driven team. Tips for a healthy working environment So, how are you meant to achieve this healthy working environment? Don’t fret! We’re here to give you an insight into the best ways to achieve this; Open Communication Channels Think of it as creating a chatty ecosystem. Encourage team members to speak their minds, whether it's in a Zoom meeting or a good old water cooler chat . Open lines of communication? Check! Promote Work-Life Balance Break time isn't just for Kit-Kats. Encourage breaks, set reasonable working hours, and banish the idea that burning the midnight oil is a badge of honor. A well-rested team is a happy, productive team. Team-building Activities Spice things up beyond the usual grind with team-building activities. Virtual game night, anyone? Team-building activities are all about bonding and having a blast together. Invest in Professional Development Fuel your team's growth by tossing in some opportunities for skill-building. Personal and professional growth that leaves everyone feeling like rockstars. 3. Organize a team retreat Ever felt like your office could use a breather? Team retreats are a chance to escape the daily grind and dive into a space custom-made for rejuvenation and team bonding. This is a purposeful gathering that turns colleagues into comrades, fostering collaboration, creativity, and connections that last. Team retreats are the perfect opportunity to inject a much-needed shot of inspiration and creativity into the team dynamic. By breaking away from routine, team members connect on a personal level, sharing stories, laughter, and maybe even a few challenges. Examples of the best types of team retreats Did you know there are many types of team retreats? Take a look at a few of them below! Hackathon retreat Transform your team retreat into a hackathon extravaganza. Set up an inspiring location, equip your team with creative challenges, and let the innovative sparks fly. It's not just about coding; it's about collaborative problem-solving and ideation that can reignite the team's passion for their projects. Team workation (work and vacation combined) Combine work and leisure in a picturesque setting. Whether it's a beachfront brainstorming session or a mountain retreat with laptops and hiking boots, a team workation retreat allows the team to unwind while still achieving goals. The informal setting encourages open communication and the blending of professional and personal connections. Adventure and leadership retreat Challenge your team with an adventure-packed retreat that includes team-building activities like ropes courses or wilderness survival challenges. Such experiences not only build trust and resilience but also reveal leadership qualities within the team, fostering a sense of responsibility and accountability. Like these ideas but don’t know how to make it happen? Enter: Surf Office! Elevate productivity amidst 130+ stunning retreat locations across APAC, Europe, and North America. From serene beaches to majestic mountains, vibrant cities to tranquil nature spots, we've got your team's vibe covered. Can't deal with the mass amount of logistics? No problem, we take care of the following; 🚗 Stress-Free Transfers 🏨 Quality-Assured Accommodations 🎯 Engaging Team-Building Activities 🍽️ Restaurant Reservations 🗺️ Expert Retreat Planning Assistance 🔧 Onsite Support, Tailored to You. Book now for a transformative team retreat, where collaboration meets inspiration! Your journey to heightened productivity starts with Surf Office, contact us today to get the ball rolling ! 4. Be regular with your ‘regular feedback’ Alright, so regular feedback isn't just a once-in-a-blue-moon pep talk; it's a consistent dialogue between managers and team members. When we say 'regular,' we mean more than the occasional "good job" or "try harder." It's about setting up a feedback loop that happens often enough to keep everyone on the same wavelength. Think weekly or bi-weekly check-ins—enough to be helpful, not so often it feels like overkill. Now, why bother with this whole regular feedback shebang? Simple. Regular feedback keeps everyone headed in the right direction. When you know what's working and what needs a tweak, you're not just avoiding detours; you're paving the way for a super-smooth, ultra-efficient productivity highway, perfect for increasing the overall team productivity. Tips for keeping the feedback flowing Perhaps you, as a manager, are not exactly excelling in the feedback department. It’s ok, we get it! Here are some tips you can follow to ensure you’re nailing regular feedback! Scheduled Check-ins Make it a ritual. Set up regular one-on-ones, whether it's weekly or bi-weekly. Having these scheduled check-ins makes feedback feel like a natural part of the work routine, not a surprise pop quiz. Mix the Feedback Brew It's not all about the "you're doing great" or "here's what needs improvement." Sprinkle in some positive reinforcement along with constructive criticism. Mix the feedback brew, so it's a balanced, motivating concoction. Create an Open Door Policy Let your team know that feedback isn't confined to structured meetings. Keep the door (or the virtual chat window) open for impromptu check-ins. This flexibility ensures that feedback isn't limited to a strict schedule—it can flow when needed. 5. Make sure everyone knows their roles and responsibilities So, what exactly are clear roles and responsibilities? Think of it as the team's roadmap—every member knows their lane, and the collective effort moves forward smoothly. Clear roles mean each team player understands their part in the grand scheme of things, minimizing confusion and boosting efficiency. Imagine a basketball team without assigned positions—chaos on the court, right? Similarly, in the workplace, clear roles and responsibilities act as the playbook for success. It's not about confining people to boxes but ensuring everyone knows where they fit, fostering accountability, and creating a seamless workflow. When everyone knows their role, tasks are completed with purpose and precision, leading to an unmistakable surge in team productivity. Tips for ensure clear roles and responsibilities So, how can you ensure everyone’s on the same page and understand their roles? Transparent Communication Be the transparent captain of the ship. Clearly communicate individual roles and expectations. Use team meetings, project kick-offs, or even a dedicated document to lay out the game plan. When everyone is on the same page, collaboration becomes a well-orchestrated symphony. Regular Check-Ins and Adjustments Just as a sports coach adjusts strategies during a game, managers should regularly check in on team dynamics . Are tasks aligning with individual strengths? Are there any hurdles? Be flexible—adjust roles as necessary. A dynamic approach ensures that everyone is working at their peak potential. Encourage Role Ownership It's not a one-size-fits-all deal. Encourage team members to take ownership of their roles. When people feel a sense of ownership, they're more likely to excel in their responsibilities, fostering a proactive and productive atmosphere. 6. Don’t sleep on employee recognition programs! Employee recognition programs are the perfect chance to sprinkle some appreciation in the workplace. Examples? Picture ‘Employee of the Month’ awards, shout-outs in team meetings , or even a simple ‘Kudos’ board where wins are celebrated publicly. It doesn’t need to be extravagant, although, if you want it to be, go right ahead! Ever notice how a heartfelt compliment can turn a gloomy day around? Well, the same magic works wonders in the workplace. When employees feel recognized and valued, they're motivated to put in that extra effort. Recognition isn't just a feel-good strategy; it's a turbocharger for productivity. It fosters a positive work environment, boosts morale, and creates a ripple effect of increased engagement and commitment. Tips to ace employee recognition Not sure how to encourage the best kind of employee recognition? No problem! Personalized praise Generic compliments are great, but everyone enjoys praise on a personal level. When recognizing your team, get personal. Acknowledge specific achievements, highlight individual strengths, and let them know exactly why their contribution matters. Personalization adds sincerity, making the recognition more meaningful. Frequent and timely recognition Don't save the applause for the annual company gala. Recognize achievements as they happen, and do it often. Whether it's a quick shout-out in a team meeting or a Friday afternoon email roundup of wins, timely recognition keeps the motivation flowing. Include peer-to-peer recognition While managerial praise is essential, don't underestimate the power of peer-to-peer recognition. Encourage team members to acknowledge and appreciate each other's efforts. This creates a positive team culture where everyone plays a part in recognizing and celebrating success. 7. Don’t underestimate the potential behind wellness programs Wellness programs are like the cool breeze of positivity sweeping through both individuals and teams. These initiatives throw a wellness party, inviting physical, mental, and emotional aspects to join the fun. The goal? To transform the workplace into a thriving hub where professional success and team members' overall health go hand in hand. When your squad is in tip-top shape physically, mentally unshakeable, and emotionally balanced, they bring nothing but their A-game to the office. Picture reduced stress levels, magnified focus, and job satisfaction off the charts—all adding up to a team productivity fiesta. Different ways to implement wellness programs Individual wellness programs Consider offering subscriptions to fitness apps, providing mindfulness resources, or organizing workshops on stress management. Empower individuals to take charge of their well-being, fostering a culture of self-care within the team. Departmental wellness programs Encourage team bonding through activities like departmental fitness challenges or team-building retreats. Implement flexible work hours or remote work options to support a healthy work-life balance within the department. Company-wide wellness programs Launch comprehensive wellness initiatives such as on-site fitness classes, mental health awareness campaigns (especially during May - Mental Health Awareness month ), and wellness fairs. Offer financial wellness workshops or employee assistance programs to address diverse aspects of well-being across the entire company. 8. Keep up to date with the latest technology integration Embracing tech into your business is something you must consider for boosting the team productivity! Now, we're not talking tech for the sake of being cool. Embracing technology gives your team a backup, almost like a virtual Robin to the Batman. It sorts your tasks, enhances team talk, and throws in real-time insights. This is a one-way ticket to a world where work gets done quicker, and everyone's a productivity wizard. Examples of must-have tech in the workplace Sometimes, there's so much tech, it becomes difficult to choose the best one for you and your team! Here are some solid suggestions for the workplace. Project management software Think of it like a virtual control center for your projects. Asana or Trello—pick your flavor. Jumping on board with the likes of these feels as though you have a super-organized assistant, keeping everyone on the same page without drowning in email chains. Collaboration platforms Slack or Microsoft Teams—it's like having a virtual water cooler. Instant chats, file sharing, and virtual meetups make sure your team feels connected, even if they're miles apart. Automation tools Let's talk about working smarter, not harder. Tools like Zapier or Microsoft Power Automate automate the boring stuff. Imagine fewer repetitive tasks and more brainpower for the fun, creative bits of your job. 9. Flexible work schedules With remote and hybrid working schedules being very much a part of the traditional working way these days, it’s no wonder companies are seeing the potential in flexible work schedules! Companies are seeing a chance to give team members the autonomy to craft a workday that suits their natural rhythms and responsibilities. Flexibility is the key to unlocking team productivity. When the team can align their work hours with their most productive times, they bring their A-game. Different types of flexible schedules Compressed workweeks Imagine working four longer days instead of five. Compressed workweeks give employees an extra day off while maintaining the same total work hours, offering a refreshing break without compromising productivity. Flextime With flextime, employees can adjust their start and end times within a certain window. This accommodates different lifestyles and personal preferences, promoting a healthier work-life balance. Remote work options Embrace the power of location independence. Allowing team members to work remotely, even part-time, fosters a sense of trust and provides the flexibility to create an environment conducive to individual productivity. 10. The power of task automation! Task automation is like having a team of digital assistants handling repetitive and time-consuming tasks. It's the boost your team needs to tackle the nitty-gritty without breaking a sweat. Can you imagine a workplace with less manual work, fewer errors, and more time for strategic thinking? A very productive one, indeed! Task automation is the efficiency booster that elevates team productivity by letting technology take care of the mundane, leaving humans to focus on creativity and high-impact tasks. Examples of task automation you can start using today Email marketing automation Set up automated email campaigns for customer engagement, saving time and ensuring consistent communication. Data entry automation Utilize tools to automate data entry tasks, reducing the risk of errors and freeing up valuable time for more complex analyses. Appointment scheduling software Automate appointment bookings, reminders, and follow-ups, streamlining the scheduling process and reducing administrative overhead. 11. Never forget resource allocation! Resource allocation is like playing a strategic game with your team's strengths and tasks. It's the art of wisely distributing time, skills, and tools to ensure optimal productivity. The ultimate dream, as a boss, is to have just the right people with the right skills, working on the right tasks at the right time. Resource allocation is the key that prevents bottlenecks, minimizes downtime, and ensures your team operates like a well-oiled machine. Tips for the best resource allocation Project management tools Use tools like Trello or Asana to allocate tasks efficiently, ensuring each team member knows their role. Skill-based task assignment Leverage individual strengths by assigning tasks based on team members' skills, maximizing output and job satisfaction. Time-blocking Implement time-blocking techniques to allocate specific periods for focused work, meetings, and collaborative sessions, optimizing daily productivity. Source: https://www.surfoffice.com/blog/amplify-team-productivity

9 Trends That Will Shape Work in 2024 and Beyond

02 May, 2024

In 2023, organizations continued to face significant challenges, from inflation to geopolitical turmoil to controversy over DEI and return-to-work policies — and 2024 promises more disruption. Gartner researchers have identified nine key trends, from new and creative employee benefits to the collapse of traditional career paths, that will impact work this year. Employers who successfully navigate these will retain top talent and secure a competitive advantage for themselves. In 2023, business leaders and organizations continued to contend with major shifts affecting the workplace, including the pressure of inflation on both employer and employee budgets, the emergence of generative AI (GenAI) , geopolitical turmoil, a series of high-profile labor strikes , increased tension over return-to-office (RTO) mandates , a shifting legal and societal landscape for DEI initiatives, the increased impact of climate change , and more. As we look toward 2024 , we can expect disruption to continue. Gartner research has identified nine trends that will shape work in the next year. Leaders who proactively develop explicit business and talent strategies to navigate these trends will give their organizations a competitive advantage in both talent outcomes and achieving the organizations’ strategic goals. 1. Organizations will offer creative benefits to address the costs of work. Employees who have shifted to working remotely or in a hybrid environment have experienced what it is to work without bearing the costs — financial, time, and energy — associated with going into an office daily. According to our research, 60% of employees say the cost of going to the office outweighs the benefits, 67% feel that going to the office requires more effort than it did pre-pandemic, and 73% say it feels more expensive. Unsurprisingly, 48% of employees say RTO mandates prioritize what leaders want over what employees need to do good work. What was once largely assumed — that employees bear certain costs of work when they agree to take a job — can no longer be taken for granted, particularly given that there isn’t a definitive relationship between location of work and performance. Gartner research has found that in-office requirements do not have a statistically significant impact on employee performance, positively or negatively. Organizations looking to attract and retain talent will not just try to find the perfect hybrid strategy , but will look to tackle the cost of work head on. They can do this by sharing the tangible and intangible costs of returning to the office and finding ways to reduce the total costs. Leading companies are exploring more impactful and creative benefits, including: Housing subsidies: Organizations that want employees to come into the office may seek to help them afford nearby housing. Another option is company-owned apartments near the office that could make the cost of short-term trips to headquarters more manageable. Caregiver benefits: The pandemic left many families with an acute awareness of how critical reliable, flexible childcare, eldercare, and pet care is to a healthy workforce. Leading organizations are beginning to fill these gaps with targeted benefits, such as onsite or shared drop-in childcare for employees, pre-vetted pet care provider recommendations, and on-call access to skilled care providers to address gaps in eldercare support. Financial well-being programs: In 2023, our research found that only 24% of employees rated their financial well-being favorably, down from 27% two years prior. This low level of financial well-being makes the cost of work more acutely felt. More organizations will begin offering personal financial planning and education services to help employees make the most of their finances. Student loan repayment: More than 43 million Americans hold federal student loans , with a total balance of more than $1.7 trillion. The U.S. tax code now allows for organizations to make the same contributions to student loan debt repayment as they can for tuition assistance, giving employers the opportunity to mitigate one of the biggest financial stressors their workforce faces. 2. AI will create, not diminish, workforce opportunity. A 2023 Gartner survey found that 22% of employees expected AI to replace their job in the next five years. Despite this anxiety, in the short- to medium-term, GenAI won’t replace many jobs, but it will lead jobs to be redesigned to include new responsibilities, such as interacting with GenAI tools. Gartner predicts that GenAI will play a role in 70% of text- and data-heavy tasks by 2025, up from less than 10% in 2023. This year, executives should be prepared to iterate and adapt their plans and expectations for GenAI as tools evolve and employee proficiency improves. Business leaders should partner with HR to assess how GenAI investments should change team roles and workflows and to identify potential internal candidates for newly redesigned roles. HR must also evaluate GenAI’s impact on hiring strategies, identifying which technical requirements and assessments are now unnecessary for open and upcoming roles, and determining how to assess talent against any new skill needs. 3. Four-day workweeks will move from radical to routine. Previously considered a radical departure from the traditional schedule, a four-day workweek has been raised in union negotiations and become the preference of many workers. A 2023 Gartner survey revealed 63% of candidates rated “four-day workweek for the same pay” as the top new and innovative benefit that would attract them to a job. Recent pilots of a four-day workweek have suggested benefits for productivity and employee well-being . As a talent shortage puts pressure on attracting and retaining employees, organizations in 2024 will use four-day workweeks to improve both talent outcomes, such as employee engagement , performance, and well-being, and business outcomes, including eliminating inefficiencies, attracting and retaining talent, and driving competitive advantage. Embracing a four-day workweek will require organizations to rethink the cadence of work . This means being more explicit about scheduling focus time or when and where collaboration, brainstorming, and feedback sessions take place. This intentional approach to time not only facilitates a four-day workweek, it also allows organizations to benefit from shared expectations for when different types of tasks might be done, reducing the burden on managers and employees to set these expectations. 4. Employee conflict resolution will be a must-have skill for managers. This year, conflicts between employees are poised to be at an all-time high due to various crises, including geopolitical issues, labor strikes, climate change, pushback to DEI efforts, and upcoming elections for half of the globe. Conflict between employees at all levels pulls down both individual and team performance; for many, work is not a safe space. A 2023 Gartner survey found that 57% of managers say they are fully responsible for managing and resolving team conflicts. Managers who can effectively navigate and manage interpersonal conflict among employees will have an outsize positive impact on their organizations — the question is how many really feel trained and prepared to do so? Organizations that have tried to keep contentious topics out of the workplace may start this process behind the curve, particularly as conflict resolution is not an intuitive skill. Organizations should upskill managers and managerial candidates in conflict resolution through dedicated trainings and shadowing or coaching opportunities for new managers . Leading employers are also finding ways to recognize and reward effective conflict resolution at all levels of the organization, including considering conflict-management skills during performance-review cycles and promotion decisions. 5. GenAI experiments will yield hard lessons and painful costs. Enthusiasm, hype, and a strong fear of missing out are driving executives to encourage the implementation of GenAI within their teams and organizations. Yet, the Gartner 2023 Hype Cycle for Emerging Technologies found that GenAI has already reached the peak of inflated expectations and will next enter the “trough of disillusionment” — a two-to-five-year period during which it won’t live up to overinflated expectations. This doesn’t mean that GenAI won’t provide significant benefits or solve business challenges; it means that companies will need to actively manage expectations, as well as the risks associated with implementation. GenAI tools are being deployed with promises of incredible productivity returns if organizations apply them to their internal data and documents. However, access and file classification policies have long been minimally observed, if not neglected, at most organizations. For example, when GenAI-enabled assistants are deployed against an organization’s internal files that lack proper access controls, an employee can ask: “Who filed harassment complaints in the last year?” or “What are the salaries and bonuses for everyone VP and above?” and get an answer. In addition to governance, the output of GenAI is not infallible, creating a strong need for quality control and good employee judgment. These risks don’t outweigh the potential benefits of GenAI, but they require organizations to actively train employees to develop judgment around information validity and how and when to use this new technology. 6. Skills requirements will overtake degree requirements as the “paper ceiling” crumbles. College degrees are the top requirement of yesterday’s job descriptions, not tomorrow’s. Organizations today are increasingly shredding the paper ceiling — the invisible barrier workers without degrees face — and embracing skills-based hiring, even for some corporate jobs long considered degree-dependent. Major companies, including Google, Delta Airlines, Accenture, and Zoho, have already removed many of their degree requirements from job postings to attract qualified talent without arbitrarily limiting themselves. State and local governments around the world are also embracing this approach. This allows organizations to hire from a much broader talent pool that includes both internally developed talent and workers Skilled Through Alternative Routes (STARs). These STARs — veterans, underrepresented talent, and other skilled workers without college degrees — represent a major portion of the global workforce, including more than 70 million workers in the U.S. alone . This shift enables employers to consider new avenues to find — or develop — the talent they need. In fact, leading organizations like Target, Amazon, and EY are increasingly touting their in-house universities and business schools — and expanding apprenticeship programs — as tailored credential programs that prepare talent with the specific skills they’ll need to advance. 7. Climate change protection becomes a new employee benefit. From severe storms to extreme heat to massive wildfires with far-reaching impacts on air quality , the past year brought new visibility to how climate change is impacting workforces worldwide. As these events shift from localized and episodic to widespread and persistent, organizations are making climate change disaster response plans a more explicit and transparent part of their employee value proposition . In 2024 and beyond, organizations will begin to highlight and promote direct climate change protections as a key part of their benefit offerings. These could include: Explicit commitments to physical safety: Organizations may develop proactive plans to offer shelter, energy, and provisions when natural disasters arrive and actively communicate their response capabilities to their workforce. Compensation to impacted employees: Organizations may offer designated PTO or monetary benefits to those who experience hardship due to a climate-related event. Subsidies for short-term housing, relocation assistance, disaster-related leave, or stipends for specialized safety equipment could become more explicit components of organizations’ benefits packages. Mental health support: Many organizations have already expanded emotional well-being offerings over the past few years, but some may begin to offer access to grief counselors to help their employees globally cope with the impacts of these events. These benefits will be particularly impactful for organizations with localized operations or a limited number of locations, where most, if not all, of their operations will stall in the event of disaster. 8. DEI won’t disappear; it will become more embedded in the way we work. After a flood of corporate attention in 2020, there has been a growing disillusionment with DEI — and even direct pushback in some quarters. For too many organizations, DEI still operates in a silo and suffers from a lack of accountability and ownership from business leaders, limited decision-making power to drive outcomes, and ineffective, uncoordinated cross-enterprise DEI efforts. When companies expect enterprise-wide results without enterprise-wide ownership and accountability, it results in unfair expectations for DEI programs and disappointment in DEI outcomes. But the critical need for diverse, equitable, and inclusive workforces remains, leaving organizations uncertain about what to do next. In 2024, companies will begin to pivot to embedding DEI throughout the organization . This approach will change how business leaders interact with DEI, positioning it not as “what” they do, but “how” they achieve high performance in their key objectives. Ultimately, this new model will see DEI shift to a shared way of working as organizations fully integrate DEI values into business objectives, daily operations, and culture . 9. Traditional stereotypes of career paths will collapse in face of workforce change. Traditional career paths, where employees rise up the ranks and retire at the peak of their career, are going away. Some employees don’t retire at all or do so after a career shift or break, including performing different or less-lucrative work. For example, Pew research found that 19% of Americans aged 65 and older worked in 2023, which is nearly twice as many as 35 years ago. More employees are stepping out of the workforce mid-career, shifting across industries or embracing contingent work and other nontraditional employment models at some point in their careers. A 2022 LinkedIn survey of 23,000 workers found that 62% had already taken a career break and 35% would potentially take one in the future. Workers are also contending with involuntary disruption to their careers due to economic cycles, caregiving responsibilities, displacement during conflict and natural disasters, and shifting responsibilities as technology and business models evolve. As atypical career paths become mainstream, the well-entrenched stereotypes that underpin most talent management strategies will prove a growing barrier to talent acquisition and retention . Organizations must adapt to these changes in three key ways: Make it easier for talent to stay at or return to the organization. Employers are breaking with the stereotype of career continuity by offering job sharing, gig work, or reduced hours to provide greater flexibility. Bringing retired employees back as gig workers or mentors or facilitating temporary departures from the workforce with mid-career leave programs and returnships enables employees to more effectively fit work into their lives. Organizations such as United Technologies, Goldman Sachs, and Johnson & Johnson provide returnships or rotational programs for caregivers reentering the workforce. Take advantage of expertise where it exists, regardless of tenure. Organizations are breaking the mold of a step-by-step progressive career trajectory by enabling younger employees to take on roles because of their expertise or aptitude in niche terrains. C-suite executives in their 20s aren’t just for startups — we’re seeing companies hire executives from a pool of early career workers whose limited experience includes successfully navigating emerging priorities for their industry, such as mitigating third-party cybersecurity vulnerabilities in financial services, piloting ambient digital scribes in health care, deploying smart checkout systems in retail, and optimizing production processes with digital twins in manufacturing. Prepare for the imminent retirement of many experienced workers. Organizations are redesigning work to facilitate internal rotation programs, removing age limits for apprenticeships so that anyone can train in a new subject, and creating shadowing opportunities so that more experienced workers have the opportunity — and the expectation — to help early and mid-career colleagues develop expertise. For example, Tetra Pak employs a rotation program where nearly half of each product team is reshuffled every 18 months. Staff are encouraged to select their top three preferences for rotations based on new areas or skills they wish to learn but may have little or no experience in. Cross-training employees in various domains has a long-term benefit, as employees with dexterity across multiple domains are more likely to be successful in the future as roles evolve with new technologies and business models. This will be particularly appealing for organizations facing the threat of losing decades of institutional knowledge and specialized expertise. These nine trends will shape the future of work across 2024 and beyond. Executives must evaluate which of these trends to prioritize and pilot based on criteria including: Which trends will disproportionately impact your organization? Which trends might give you a strong comparative advantage in the labor market if your organization acted on them? Which trends pose a threat to your strategic goals if you don’t act on them? While most organizations cannot act on all of these trends, those that don’t prioritize and take action on some will find themselves at a disadvantage — both in terms of talent retention and attraction, as well as their ability to meet strategic goals. Benjamin Ashley, Bing Chen, Ben Cook, Amrita Puniani, and CV Viverito also contributed to this research. Source: https://hbr.org/2024/01/9-trends-that-will-shape-work-in-2024-and-beyond