Episode Transcript
The Next Step in the Hiring Process
It Starts with Clear Expectations
Over the past couple of weeks, we’ve discussed how difficult hiring can be. It’s one of the most challenging responsibilities we have as business owners. Because of that, we often cut corners and hire people without a clear plan.
In the first post, we discussed how to hire the right people and the 12-step hiring process used by Ramsey Solutions. Last week, we talked about what makes someone an ideal hire.
This week, we’ll focus on setting clear expectations—both internally and with potential employees. A lack of clear communication is one of the biggest issues in business, and that is certainly true when it comes to employees.
If you, as the owner, don’t have a clear understanding of what a good employee looks like, how can you expect your employees to know?
This clarity starts with having an employee policy. This document should clearly communicate your expectations to all employees and potential hires. It should include things like:
The daily work schedule
How work hours are tracked and who is responsible for reporting them
Attendance expectations and disciplinary actions for unexcused absences
No alcohol or drugs on company property or job sites
Whether smoking or chewing tobacco is permitted and where
Expectations for treating customers with courtesy and respect
Dress code requirements and the importance of maintaining a professional appearance
The disciplinary and termination process
Policies regarding the use of company-owned equipment and vehicles
Employee development and training process
Employee evaluation process
Paid holiday policies
Insurances benefits, if provided
Vacation and paid time off policies
Finding the right balance between simplicity and thoroughness is important. Your goal should be clear communication without creating an overwhelming document. As a company grows, it should operate within a framework of well-defined management principles.
The difficulty lies in implementing those principles consistently in real-world situations with real people.
That’s why it’s important to establish procedures for dealing with employee-related issues and to follow them consistently. These procedures could include:
Recognizing that people are critical to an organization’s success or failure
Having a plan for coverage when employees need time off
Clearly communicating expectations, measuring performance, and acting on the results
Refusing to tolerate marginal performance
Correcting employees privately rather than publicly
Identifying and removing poor cultural fits
Encourage ambition and personal growth
Objectively evaluating personalities and how they contribute to the company
Providing regular feedback so employees know how they are performing
Having clear expectations for employees is key to attracting and keeping people who are a good fit for your company.
Another important hiring tool is a clear job description that outlines an employee’s roles and responsibilities. Like your employee policy, this document should be simple, clear, and easy to understand.
Below is an example of the roles and responsibilities of a Production Coordinator.
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Production Coordinator
Purpose of Position
The purpose of this position is to assist in organizing and overseeing the production and operation of construction projects to maintain production schedules, complete projects within budget and achieve the quality of workmanship expected.
Specific Areas of Responsibility
Project Coordination
Productivity Monitoring and ControlCoordinate schedulesCoordinate materialsCoordinate tools
Quality Control and Documentation
Periodic site visits and verify that quality is being achieved and maintained
Document with pictures and reports
Communicate with teams
Regularly review, follow up and verify schedules
Determine materials and tools that are needed
Project Troubleshooting
Listen to customer concerns and document them
Communicate concerns with management team
Planning and Control of Material and Tools
Coordinate gathering and delivery of material and tools
Coordinate moving the balance of material to shop or return to supplier
Coordinate collection of tools from projects and/or production teams
Customer Service
Communication of schedules
Assure that site organization is maintained
Coordinate and document finalization of punch list
Skills & Abilities
Sufficient construction knowledge and experience
Computer skills
Microsoft Office (Outlook, Word, Excel, etc.)
Microsoft OneNote
Written Communication
Verbal Communication
Reporting
Organization
Analyzing Information
Professionalism
Problem Solving
Supply Management
Inventory Control
Valid Driver’s License
Reliable vehicle
Compensation
$_______ per hour for work done as specified by the list above
Mileage reimbursement of $___ per mile when using personal vehicle for travel to locations more than ___ miles from the shop
Paid weekly on Monday for the previous week’s work.
Acknowledgement
“I have reviewed and understand the above position goals and believe them to be accurate and complete.”
_________________________ ________________
Production Coordinator Date
__________________________ ________________
Managing Member Date
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I know this seems like a lot, and it is. That’s one of the reasons why hiring is often done poorly—or not done at all.
Ultimately, it’s up to you to decide whether you want to have employees. If you do, then the next question is whether you want to do it well.
If so, you need to determine what that looks like for your company and then implement the systems and processes necessary to make it happen.
If you have questions about hiring or would like to talk through it, schedule a meeting with me. If you have other business-building questions, I’d be happy to help with those as well.
You can also check out our Business BUILDing toolbox and resources designed to help you build a better business.
