Frequently Asked Questions

This generic FAQ page outlines common questions and answers that come up frequently in recruiting. Our provided answers can act as reference / templates or even act as standalone answers to common conundrums. While this tool can be very useful, also make sure to double check with your company policy when dealing with these situations.

FAQ from Hiring Managers

  • Why is it important to have a consistent recruiting process?

    One of your company’s strategic imperatives should be how people are the competitive advantage. This focus on people indicates a strong commitment to finding and developing the highest caliber of talent in the market place. A consistent recruiting process enables you to meet that commitment. Additionally, a defined recruiting process and set of expectations create a consistent experience at all locations and allows open positions to be filled faster and more efficiently as you reduce variability. Using centralized HR systems allow for similar processes, enabling the workflows even more. This also provides more consistent results in terms of finding high performing engaged employees who understand what it takes to be successful at your company.

  • I am able to recruit. How will the new process help me more?

    This new process has defined roles and responsibilities for all those who participate in the Recruitment process. There is a clear distinction of each person’s role and this allows for a smooth hiring process for the Candidate. Your HRBP will help you recruit potential Candidates, which will in turn give you more time to build your business.

  • I have a hiring need. Where do I get started?

    Start by requesting help and asking for tools. There is a form on this site that does exactly that. Make your HRBP aware of the hiring needed. Once a position has been approved, the HRBP will be able to assist you in recruiting for your position. As a reminder, the position needs to be approved & posted for several days before an offer can be made to any Candidate, so plan ahead to work with HR on your position.

  • What sourcing and attraction tools do I have to use for recruitment needs?

    We have online advertising at CareerBuilder (our primary job board). We also use secondary job boards as needed. Print Advertising will be used on an as needed basis, and in localized markets. All markets have access to print advertising and should discuss their needs with your office manager or HRBP. All employment advertising must be coordinated. On our trucks we have ads to go to xyzcompany.com/careers, to drive more traffic. Additionally we use Facebook, Instagram, and LinkedIn to advertise our positions. Lastly, we are currently enhancing the use of third party sourcing and branding tools to drive more candidates into the top of the applicant funnel.

  • I’m not getting the type of candidates I’m looking for to fill my current position. What do I do?

    Contact your HRBP immediately. Both the HRBP and you should refer back to the Intake Session notes to decide what needs to be changed. If we have not done an Intake Session, it’s time to do one. We will discuss options on sourcing methods, position requirements, etc. should take place to ensure the right Candidates are being sourced to meet your needs using these additional methods. 

  • How do I know my position and / or intent to offer has been approved?

    All approvals must be acquired through your HRBP. It is your HRBP’s responsibility to acquire approval for your position and to obtain approval for your intent of an employee offer to be extended. We have a workflow that details all the steps. Your HRBP will be notified once your position is approved and your offer letter is ready. 

  • How do I make sure my new hire is ready to go on their first day?

    Open and effective communication between all those within the recruiting process will allow for a smooth first day for your New Hire. Please check with your HRBP, Branch Manager, and or Office Manager to ensure everything has been completed prior to your New Hire’s first day.

  • What do I do when declining an Internal Candidate?

    As you interview each Candidate, make detailed notes on each individual’s competencies in required areas. As you have conversations with Internal Candidates who are not selected, focus on these same competencies and skills. For instance, reiterate why certain competency(s) / skill(s) are vital to this position and discuss the Candidate’s abilities with the competency / skill in mind. You may want to focus on any preferred qualifications, if they were lacking from the internal Candidate’s background.

    Do not generalize feedback (“just not the right fit”) and do not negotiate when presenting feedback. It is not appropriate and can cause a negative sentiment for one our current team members. Its best to be balanced in your feedback – share positive attributes as well as developmental opportunities, and do so as a Manager and Leader of our business.

  • I’ve identified a Candidate to make an offer to. How do I proceed?

    Notify your HRBP to discuss selected Candidate. Start by filling out the Offer Letter form found in this toolkit. Complete the forms electronically indicating what to offer the Candidate should have. Once the HRBP receives the completed forms, he / she will obtain appropriate approvals to hire the Candidate, and create an offer letter. He / she will notify the Hiring Manager and other appropriate members of our team once approvals have been obtained.

  • How will offers be extended to candidates?

    The HRBP will contact the Candidate directly to present the information documented from your submitted Offer form. If negotiations / counter-offers occur all information will also be presented through the HRBP. The offer letter will be formally sent in writing, with a draft being sent to you prior. We have a standard offer letter template that is used across the business, based on the type of role.

  • Who do I call for help?

    Our HRBPs who handle recruitment, pre-screening, interviewing, compliance and employee relations.
    Person 1 executes Regions 2 & 4.
    Person 2 executes Regions 1, 3, 5, and 6.


    Our benefits programs, questions and information for new hires are handled by this team. As you have questions, or your incoming new hires or candidates have questions related to benefits, reach out to them.

  • How do I hire a temporary employee?

    The requisition process will provide the ability to review candidates and resumes online, communicate electronically through the online requisition process, and ensure the use of preferred suppliers and the negotiated rates and standard contract terms that are in place. The digitized requisition will eliminate paper and manual processing of orders.

  • How long is the recruitment process going to take?

    The objective is to find someone as soon as possible.  Delays in the recruitment process may vary depending on difficulty to fill / complexity of role / location / skill sets / market conditions; however, as an average, you should expect to start receiving Candidates in 2 weeks.  Follow up with the Hiring Manager on a weekly basis, even if there is nothing new on the requisition.

    Things to think about:

    • Does the company have an internal strategy for this role or will recruiting be going externally?
    • Does the team know anyone in the company’s market that could be contacted for this role?
    • In addition to the regular postings on the company website, the role can be posted on Monster and university job boards.
  • How long will it take before I start seeing candidates?

    This question is usually due to a miscomprehension at intake stage. Expectations need to be set regarding time to fill and explain that this is an average.  Furthermore, the delays may vary depending on difficulty to fill / complexity of role / location / skill sets / market conditions.

  • Why does the agency I work with on occasion deliver candidates quicker than the recruiting network is able to?

    Agencies usually can provide candidates faster as their recruiters are commissioned-based with the goal of sending you as many candidates as possible in the shortest time frame.  Agencies also have a pipeline or pool of applicants that they pro-actively sourced without having any active openings therefore, they usually have a ready pool of candidates to send quickly.

  • I already have my candidate and I don’t want to go through the whole process. Can I just complete the security from on the intranet myself?

    Yes, if it’s an internal transfer and if you can enter in the updated details through your company’s system.

    However, the answer is no if the position is a permanent full time hire.  It should be posted for a minimum of one day unless prior department head approval is provided. Certain aspects with the candidate (mandatory questions in the interview template) need to be verified. The manager’s approval is then needed for the offer and the candidate needs to sign the offer letter. Finally, the full background check needs to be completed (security, credit, diploma and employment references).

  • Why do I have to open the requisition, isn’t that my Local HR’s job?

    The Recruiting agency does not have the critical information that is required when opening your requisition such as cost center, department, job codes etc., therefore, having our team open the requisition will ensure that it is accurate and outlines exactly what we are looking for.

    They are capable to do this work. But staffing is a time-consuming process that when centralized yields better results and lower costs.  With this additional time, HR will be able to coach, train, and work with our teams more closely.   The service’s HR generalists will have more time to engage our employees, onboard new employees, and have new producers create and submit business plans.  The service’s generalists will also track the results of the new hires and their pipeline to see how they are doing, and send suggestions back to central recruiting.

  • Can I hire a pensioned or severed employee?

    An employee who has previously received a severance upon termination of employment or has retired may only be rehired on an exceptional basis and requires approval at one level above the standard.  A verbal and / or written offer should not be extended until approval is obtained. The hiring manager is accountable for obtaining the appropriate approvals and ensuring they are in place.

    All hiring practices must be adhered to including the reference check and security clearance.  As soon as someone is terminated, they are considered an external candidate and all the required verifications must be completed.

  • Can you approach an internal candidate from another division and solicit them for my open position?

    Unfortunately, we cannot approach internals within COMPANY XYZ to solicit them to any open requisitions that they have not openly applied to themselves. Employees are encouraged to look at other open opportunities and they must apply to show their interest in a vacant role. At that point they will be contacted by a Recruiter. Based on Company XYZ’s Policy for Internal movement you may be able to approach the colleagues directly if not prohibited.

    Comment – Informally, ask the hiring manager how he / she would approach a similar situation if peer asked their Recruiter to solicit someone from their division. Would they be open to that type of approach?

  • What will your sourcing approach be when filling my positions?

    The sourcing strategy for any given role will depend on the business environment, manager requirements, location, job complexity and previous history / successes.  The intake discussion between the recruiter and the sourcers will include determining and agreeing upon the best sourcing strategies for the role. The manager will be critical to success of the overall strategies.

    Job boards are a very important strategy for most roles. Job boards have produced great hires / success stories for Company XYZ and are amongst the most effective solutions we can use, especially for more junior roles. We also source using various social media methods and techniques.

  • I want this job posted internally only.

    Unfortunately, as per Company XYZ’s policy, all roles must be posted both internally and externally concurrently. If the team is confident with the internal candidate slate from the internal posting, the recruiting team will then use external applications as pipeline for any other Company XYZ roles.

  • How long is the minimum time frame a job can be posted?

    There is no minimum number of days a position needs to be posted.  It is suggested to leave it on the site for a few days to allow qualified candidates to apply on the job. If there is an identified internal candidate we recommend 24 hours.

  • Why does it take 2-3 weeks before the new hire can start?

    For external hires: the start date should ideally be 3 weeks from the verbal offer to give the team time to get all the equipment and tolls the new hire needs to be productive on start date (EI, hardware, software, supplies, etc.).

    For internal hires: discuss the release date with the current manager to determine the appropriate start date.

    * Security clearance can take up to 5 business days to be completed

  • The security has been cleared for this candidate. Why can’t he / she start now while you continue doing the other verifications?

    The offer is conditional to all four verifications (security, credit, employment and diploma).

  • Can we add a clause to the offer letter?

    We can if the clause is part of the list of approved clauses. If the clause is not part of the list, then the HRBP needs to write it and approve it.

  • Will assessments be part of the hiring process?

    While continuing to determine future hiring needs, decisions will be made based on potential assessment tools.

  • Why is the candidate interview record and evaluation form sent to me for completion?

    The candidate interview form is used to document all interviews. The Recruiter completes it after their pre-screening call with the Candidate and the Hiring Manager completes an evaluation form within two days of the face-to-face interview with the Candidate.

  • Can I introduce my own candidates?

    Absolutely! Please do! Referrals have been successful hires and that is expected to continue. Other candidates will also be provided so that the recruiter will have the best choice for the hire.

  • How do I engage the hiring systems (AKA myrecruiting)

  • What information do I need prior to creating a requisition?

  • Do I get to pick the recruiting consultant and / or associate who will help me?

  • Can I (the recruiter) look through resumes myself?

  • What should I do to prepare for meetings with my recruiter?

  • How will I review candidates?

  • I want to check candidates out on Facebook and other sites first. Can I?

  • Why do I do the reference check?

  • When do I get a copy of the internal candidate’s performance reviews?

Common Objections: How to Respond to Candidates’ Objections

  • I am happy with the employer.

    • What do you like about your current employer? If X were to change, would you consider looking at another company?
    • That’s great! I’d love to discuss what’s working right for you and tell you a little about our platform as a means of comparison to your current world. At the end of our call I may tell you you’re at the right place but we may have some real benefits you may not have thought of before.
    • I understand, however if I could run some details by you and get your thoughts there may be some items that may be intriguing to you…
    • I think it is great you are content with your current employer. This implies you have neither the time nor the inclination to investigate what is being offered by competitors. I am aware of some differences between your company and your current employer and I would welcome the opportunity to share those differences with you.
    • That’s great! Being in the business I am sure you are an excellent networker too and most interested to know what is going on in the market with other employers. At the very least perhaps we can trade contact information for the future – do you have a few minutes to talk?
    • Do you feel that you have opportunity with your current employer to move forward?
    • That’s great. It is nice to hear that people are happy especially the way things have been for the industry the last few years. So what is ABC Company doing for you that has you completely satisfied? (They typically share a wealth of knowledge at this point to defend their answer and you should let them speak, and if there are similarities in what the ABC Company is doing position what your company is doing that is similar or better). It’s my intention to not to have you make a decision today, but rather be open to an exploratory call that could position you in a more profitable satisfying career.
  • What is the compensation?

    • We offer a competitive compensation plan with a generous commission structure. We also can put together a guaranteed money plan or higher bps payout for the first 3-6 months in order to make your transition and job change as smooth and comfortable as possible.
    • Compensation plans are going to be similar, but at our company we give you the ability to grow your volume. Would you agree that the ability to grow your business is more important than how much you make on each transaction?   What do you typically make on each transaction?
    • It’s extremely competitive, but before we get into compensation lets discuss other aspects of your business to make sure have a platform that would benefit you.
    • Our plans are comparable and similar to yours, but with the great turn times and processing center we have you may be able to be more successful with us.
  • I am concerned about the economy and I don’t think now is the time to move.

    • The time to make a move, especially to our company, could not be better. The economy is just at the start of making a positive up swing and our company is in its early stages of growing as well.  Our company has made growing the XYZ division as their top priority and you could be part of this growth in its early stages.  This will give you an advantage to move up the ladder more quickly.
    • I certainly can empathize with that statement. Our entire industry has been on a real roller coaster the past few years.  Our company is in growth mode right now while most of our competitors are contracting.  We are positioned very well for long term growth and stability.  Now may be the best time to make a move.
    • Your concern about the economy is certainly valid. It can be intimidating to consider a change in employment when there is uncertainty about the future. However, if you are experiencing doubts about your future with your current employer and you are dissatisfied with your situation, you owe it to yourself to obtain information about the competition so you can determine if a change in employment could be of benefit to you.
  • I don’t have time to talk to you.

    • I appreciate that your time is very valuable and I certainly don’t want to waste any time either. It will only take a few minutes to asses if you are at the best place for you right now and you will know if your company is a place you’d like to compare to your current situation.  When would be a better time to speak?
    • When would you be available? Is there a day and time this week that would be better for you?
    • I’d appreciate be able to re-connect with you at your convenience, so if I could get your email address I’ll forward all my contact information and we can coordinate a time to chat…
    • I understand and thank you for taking my call. I can call you at a better time that works with your schedule – perhaps after hours or early in the morning – what works best for you?
    • I will try you back; would the evening be better for you?
    • That is a good thing if you are busy – it’s like my world in recruiting, if you can reach a recruiter, then they are not recruiting.
    • I totally understand, when would be the best time to get a hold of you later on today ? We’ve made some outstanding enhancements to our comp plan and servicing that I would like to get a chance to discuss with you in more detail.
  • I am not interested.

    NOTE: Try and get more info on why they are not interested and then rebuttal, but always try and get a referral.

    • How long have you been with your company? What do you like about your position at your company?  Is there anything that would entice you to accept another position?
    • Get an email address and let them know you will keep them in touch.
    • Now that is too abrupt for me … now you know I want to know why? (note: you can’t overcome anything if you don’t get the why)
    • I understand. Making a move is hard especially for someone like yourself that has been with XYZ Company for so long. It is not my intention to have you make a move today or next week for that matter. If you had the chance to improve your earnings and have substantial career growth, wouldn’t it be worth your time to listen for at least 10 minutes? If they still say no, then ask if they wouldn’t mind that you keep in contact with them in case their situation changes.
    • Not interested in what? We have not had a chance to speak yet?

Business Rules and Compliance: Compliance Rules to Follow

  • Assigning and Creating Requisitions

    Compliance Alerts:  After creation, the requisitions should be placed is such areas to avoid adverse impact.

    The hiring manager and recruiting team should work together on an intake session; final details should be captured in an email (IE: costs, department, location, position band).  After new requisition is approved, the hiring manager will be sent an email which then needs to be confirmed.

    HM:

    Recruiter:

  • Intake Sessions

    Compliance Alerts: Intake sessions should be recorded in a timely manner post requisition approval, with all details recorded appropriately.

    The recruiter should confirm all details with the hiring manager to ensure consistency within the recruiting process via emails with a summary of the intake session.

    HM:

    Recruiter:

  • Postings

    Compliance Alerts: Verify internal / external online pre-screen questions are attached to ensure the appropriate legislative questions are asked.

    Job postings should be professional and exclude company jargon.  They should be posted internally and externally for the same amount of time, and oly removed if the requisition is put on hold / cancelled / filled.  Appropriate tag lines and advertising must adhere to the company’s standards.

    HM:

    Recruiter:

  • Sourcing

    Compliance Alerts: None

    All advertising and costs must be approved by recruiting team (HM, HRBP, and Recruiters) and must comply with company standards.  The sourcing associate is responsible for managing job postings and advertising, which should yield a minimum of three potential candidates per open requisition.

    HM:

    Recruiter:

  • Assessing Job Bids

    Compliance Alerts: The sourcing associate reviews all external candidate resumes and responses to pre-screen questions to determining if the candidate meets the minimum requirements.  the sourcing associate must disposition all job bids as either “minimally qualified” or “not minimally qualified.”  In either scenario, the applicant should be sent an email within seven days of their job bid.

    Per company policy, the internal job bids should be reviewed and dispositioned within a specific amount of time.  This includes reviewing resumes and contacted those employees who bid on the job.

    In October 2005, the Office of Federal Contract Compliance Programs (OFCCP) of the U.S. Labor Department issued a rule concerning job applicants in the context of the Internet and related electronic data technologies. In the rule, OFCCP defines “Internet Applicant” and imposes record keeping obligations on federal government contractors. The rule provides a framework employers can use to track and retain records on job seekers. For instance, it offers examples of Internet-related technologies, including email, resume databases, job banks, electronic scanning technology, and applicant tracking systems.  This OFCCP Regulation became effective February 6, 2006.

    HM:

    Recruiter:

  • Recruiting Consultant and HM Interviews

    Compliance Alerts: Interview records are to be created for every interview an applicant proceeds through; all interviews must have a corresponding status of “interest” or “no interest” within a specific amount of time of the interview date, per company policy.

    It is helpful to utilize an interview template to record the interviews (IE, interested or not, skills and competencies, candidate ability).  A template will assist in providing consistency throughout the recruiting process.

    HM:

    Recruiter:

  • Declining Candidates

    Compliance Alerts: Such as avoiding discriminatory actions, providing an answer within a certain amount of time, affirmative action, etc?

    Company policy will dictate dismissal treatment for internal and external candidates, dependent upon how far the candidate progressed through the recruiting process.

    HM:

    Recruiter:

  • Offer Process

    Compliance Alerts:  All offers must be created with the correct candidate profile in the ATS.  The applicant must meet all minimum requirements as outlined in the job posting.  Any changes must be submitted to and approved by the HRBP.

    HM:

    • Must provide a deadline for applicant to accept / decline offer

    Recruiter:

  • Aged Requisitions

    Compliance Alerts: None

    Requisitions that are open for more than the specified number of calendar days are considered aged. The number of calendar days is determined to be a Key Performance Indicator (KPI) by grade level.

    32 days for Grades 1-4

    42 days for Grades 5-6

    58 days for Grades 7+

    Only XYZ Company Recruiting requisitions will be tracked on the Aged Requisition Report once they are aged. The requisition will remain on the report regardless of its status (i.e. Open, Reopen, Offer Pending, Hold), until the Offer Status of the offer(s) aligned to the requisition change to either Verbally Accepted or Hired.

    HM:

    Recruiter:

  • Creating Candidate Manually in ATS

    Compliance Alerts: Ensure that the same criteria is included for each candidate.  A template would be useful here.

    This occurs when the candidate has not applied online through the career website but will presented with an offer (IE: executive level candidates or candidates presented by search firms).

    HM:

    Recruiter:

Protected Classes: Talk to Candidates the Legal Way

  • What are the basic protected classes, per Title VII of the Civil Rights Act?

    Age

    Gender

    Religion

    Sexual Preference

    Race

    Color

    National Origin

    Applies to companies with 15 or more employees.

  • Ask Questions and Converse the Legal Way

    Keep in mind that nothing is “off the record,” which means you always need to ensure you are only talking about legal topics when it comes to candidates.  Small-talk is OK, as long as the topics of conversation reside within legal limits.

  • What if protected information is volunteered?

    An interviewee may volunteer protected information.  In this situation, you should be polite and acknowledge that he or she said something, but do not engage in that conversation.  Keep the conversation business centric.

  • Are there any Rules of Thumb that I should follow?

    #1: If it doesn’t pertain to the person’s ability to perform the requirements of the job, then don’t ask the question.

    #2: When in doubt, refer to Rule #1.

    #3: Nothing is “off-the-record” in interviews.

  • Example: Do you go by Miss, Mrs., or Ms.?

    ILLEGAL:  Implies Familial / Marital status     (Civil Rights Act of 1968 – Fair Housing Act)

    Legal Alternative:  We simply suggest calling candidates by their first name.

  • Example: That’s an interesting accent. Where are you from?

    ILLEGAL:  Implies race or ethnic background (Civil Rights Act of 1866 & 1964)

    Legal Alternative Question:    There are none.

  • Example: Are you a U.S. Citizen?

    ILLEGAL:  Implies race or ethnic background (Civil Rights Act of 1866 & 1964)

    Legal Alternative Question:    Are you authorized to work permanently for any employer in the U.S.?

  • Example: What social organizations or clubs do you affiliate with?

    ILLEGAL:  Too revealing about possible religious and/or political affiliations or viewpoints. (Civil Rights Act of 1964)

    Legal Alternative Question:    Are you a member of any business/professional organizations or groups relevant to our industry?

  • Are you over the age of 18?

    LEGAL:  Employees must be over the age of 18 to be eligible to work here.

  • Example: When did you graduate from high school (or college)?

    ILLEGAL:  Implies age discrimination (Age Discrimination Employment Act of 1967)

    Legal Alternative Question:    Are you over the age of 18?

  • Example: How much longer do you plan to work before you retire?

    ILLEGAL:  Implies age discrimination (Age Discrimination Employment Act of 1967)

    Legal Alternative Question:    What are your long-term career goals?

  • Example: Were you honorably discharged from the military?

    ILLEGAL:  Although a military record can be revealing, this implies discrimination based on Veteran status       (Vietnam Era Veterans Readjustment Assistance Act of 1974)

    Legal Alternative Question:    What experiences and/or skills did you acquire in the military that would be useful in your role here?

  • Example: Are you a member of the military Reserves?

    ILLEGAL:  Implies discrimination based on Veteran status    (Vietnam Era Veterans Readjustment Assistance Act of 1974)

    Legal Alternative Question:    Do you have any upcoming events that will require time away from work?

  • Example: Are you available to work overtime on short notice?

    LEGAL:  No issues if overtime is part of the job

  • Example: Can you get a babysitter on short notice?

    ILLEGAL:  Discrimination based on Familial Status (Civil Rights Act of 1968 – Fair Housing Act)

    Legal Alternative Question:    The normal working hours for this role are Monday – Friday, 8:00am to 5:00pm, with occasional overtime on short notice.  Are you able to accommodate?

  • Example: Do you have (or plan to have) any children?

    ILLEGAL:  Discrimination based on Familial Status    (Civil Rights Act of 1968 – Fair Housing Act)

    Legal Alternative Question:    The normal working hours for this role are Monday – Friday, 8:00am to 5:00pm, with occasional overtime on short notice.  This position also requires travel up to 10% of the time – sometimes on short notice.  Are you able to accommodate?

  • Example: If pregnant, would you come back after maternity leave?

    ILLEGAL:  Discrimination based on Familial Status (Civil Rights Act of 1968 – Fair Housing Act)

    Another illegal example of this question would be:  If you get pregnant, would you continue to work?

    Legal Alternative Question:    What are your long-term career goals?

  • Example: How many sick days did you take last year?

    ILLEGAL:  Implies discrimination based on Disability / Health           (Vocational Rehabilitation and Other Rehabilitation Services of 1973 & Americans with Disabilities Act of 1990 – ADA)

    Legal Alternative Question:    How many days of work did you miss last year?

  • Example: Do you have any disabilities?

    ILLEGAL:  Discrimination based on Disability / Health           (Vocational Rehabilitation and Other Rehabilitation Services of 1973 & Americans with Disabilities Act of 1990 – ADA)

    Legal Alternative Question:    Are you able to perform the required duties of this role?

  • RECAP

    • Be aware of the various Protected Classes and know that we cannot (and will not) discriminate based upon any of them.
    • Be aware that “small talk” in interviews is a common pitfall. Be aware of discussion topics and make them appropriate and job-specific.

     Interviewing Rules of Thumb Review:

    • #1: If it doesn’t pertain to the person’s ability to perform the requirements of the job, then don’t ask the question.
    • #2: When in doubt, refer to Rule #1.
    • # 3: Nothing is “off-the-record” in interviews.

    If you have questions, concerns, or comments about effectively interviewing candidates for your positions, please contact your local HR Representative or Recruitment Partner.

    We’re happy to assist you in having a successful (and legal) interview process!

Business Rules and Compliance

  • Why is it important to have a consistent recruiting process?

    A strategic imperatives is how people are the competitive advantage. This focus on people indicates the strong commitment to finding and developing the highest caliber of talent in the market place. A consistent recruiting process enables you to meet that commitment. Additionally, a defined recruiting process and set of expectations create a consistent experience at all locations and allows open positions to be filled faster and more efficiently as we reduce variability. By using centralized HR systems, so similar processes enable workflows even more. This also provides more consistent results in terms of finding high performing engaged employees who understand what it takes to be successful.

  • I am able to recruit. How will the new process help me more?

    This new process has defined roles and responsibilities for all those who participate in the Recruitment process. There is a clear distinction of each person’s role and this allows for a smooth hiring process for the Candidate. Your HRBP will help you recruit potential Candidates, which will in turn give you more time to build your business.

  • I have a hiring need. Where do I get started?

    Start by request help and asking for tools. There is a form on this site that does exactly that. Make your HRBP aware of the hiring needed. Once a position has been approved, the HRBP will be able to assist you in recruiting for your position. As a reminder, the position needs to be approved & posted for several days before an offer can be made to any Candidate, so plan ahead to work with HR on your position.

  • What sourcing and attraction tools do I have to use for recruitment needs?

    Be sure to utilize online advertising at CareerBuilder (our primary job board). We also use secondary job boards as needed. Print Advertising will be used on an as needed basis, and in localized markets. All markets have access to print advertising and should discuss their needs with your office manager or HRBP. All employment advertising must be coordinated. If applicable, your trucks should have ads of your company’s web site, to drive more traffic. Additionally we use Facebook, Instagram, and LinkedIn to advertise our positions. Lastly, we are currently enhancing the use of third party sourcing and branding tools to drive more candidates into the top of the applicant funnel.

  • I’m not getting the type of candidates I’m looking for to fill my current position. What do I do?

    Contact your HRBP immediately. Both the HRBP and you should refer back to the Intake Session notes to decide what needs to be changed. If we have not done an Intake Session, its time to do one. We will discussion options on sourcing methods, position requirements, etc. should take place to ensure the right Candidates are being sourced to meet your needs using these additional methods.

  • How do I know my position and / or intent to offer has been approved?

    All approvals must be acquired through your HRBP. It is your HRBP’s responsibility to acquire approval for your position and to obtain approval for your intent of an employee offer to be extended. We have a workflow that details all the steps. Your HRBP will be notified once your position is approved and your offer letter is ready. 

  • How do I make sure my new hire is ready to go on their first day?

    Open and effective communication between all those within the recruiting process will allow for a smooth first day for your New Hire. Please check with your HRBP, Branch Manager, and or Office Manager to ensure everything has been completed prior to your New Hire’s first day.

  • What do I do when declining an Internal Candidate?

    As you interview each Candidate, make detailed notes on each individual’s competencies in required areas. As you have conversations with Internal Candidates who are not selected, focus on these same competencies and skills. For instance, reiterate why certain competency(s) / skill(s) are vital to this position and discuss the Candidate’s abilities with the competency / skill in mind. You may want to focus on any preferred qualifications, if they were lacking from the internal Candidate’s background.

    Do not generalize feedback (“just not the right fit”) and do not negotiate when presenting feedback. It is not appropriate and can cause a negative sentiment for one our current team members. Its best to be balanced in your feedback – share positive attributes as well as developmental opportunities, and do so as a Manager and Leader of our business.

  • I’ve identified a Candidate to make an offer to. How do I proceed?

    Notify your HRBP to discuss selected Candidate. Start by filling out the Offer Letter form found in this toolkit. Complete the forms electronically indicating what to offer the Candidate should have. Once the HRBP receives the completed forms, he / she will obtain appropriate approvals to hire the Candidate, and create an offer letter. He / she will notify the Hiring Manager and other appropriate members of our team once approvals have been obtained.

  • How will offers be extended to candidates?

    The HRBP will contact the Candidate directly to present the information documented from your submitted Offer form. If negotiations / counter-offers occur all information will also be presented through the HRBP. The offer letter will be formally sent in writing, with a draft being sent to you prior. We have a standard offer letter template that is used across the business, based on the type of role.

  • Who do I call for help?

    Your HRBPs who handle recruitment, pre-screening, interviewing, compliance and employee relations.
    Please contact the appropriate leader based on the location you are in.

    Our benefits programs, questions and information for new hires are handled by this team. As you have questions, or your incoming new hires or candidates have questions related to benefits, reach out to them.