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Apollo Handbook Series presents

           DIY RECRUITING

           How to Hire Great Employees and
           Save Big Money - 8 Simple Steps




by James Bowden
Why this Handbook?

Many small and medium businesses do their own recruiting, not always with the best results.
Many have found that using recruitment agencies or consultants is costly, or that their practices
and commitment to getting the best staff is not as high as would be liked.

So this document has been developed by recruitment professionals with many years
experience to help businesses find and appoint the best employees suited to the job.

Options - We do recommend and offer an easy to use Internet online system called Apollo Select
which enables users to control this process, and produce reports that weight and rank applicants
against selection criteria. This is a faster and simpler and cheaper process for managing the
recruiting process. It is integrated with the easy to understand Apollo Profile psychometric test if
users wish to use such a test to explore further an applicant’s job suitability.



Terminology

To provide a successful method to identify and assess applicant suitability, definitions of
terminology must be addressed to ensure understanding and acknowledgement of the process.

Selection Criteria are the Skills, Qualifications, Knowledge, Experience and Personality attributes
needed to perform the job to the standard required.

Skills/competencies are a developed talent or ability: They may be intangible, such as writing skills, or
organising skills, or quantifiable such as keyboard skills of 60 words per minute.

Qualifications in this context are a quality, ability, or accomplishment that makes a person suitable
for a particular position or task. Formal achievements are awarded by a third party, such as Fork Lift
Certificate, or Law Degree etc.

Knowledge is acquired through formal studies, or informally through job or life experiences. Examples
are knowledge of the Real Estate Act, or knowledge of Linux Operating Systems, or knowledge of the
transport industry.

Experience encompasses knowledge or practical wisdom gained from what a person has observed,
encountered, or undergone. For example, experience with grief counselling, or experience dealing with
customers, or three years sales experience.

References are a statement about a person’s qualifications, workplace history and performance, char-
acter, and dependability. A reference check is to contact a person who is in a position to recommend
another, or to vouch for his or her fitness for a job.

Personality Attributes include important work and people related attitudes, motivations, beliefs and
values. These are usually difficult to assess. A properly validated psychometric test is statistically supe-
rior to predicting workplace suitability than simply interviewing.



                                                                                                        2
Weight - All selection criteria are not of the same importance in determining satisfactory job
performance.

         • Essential – It is essential that the person possesses this quality, otherwise he or she in unable
         to do the job. If a person cannot meet this essential requirement, he or she is eliminated as an
         applicant.

         • Highly Desirable – It is highly desirable that a person possess this quality as difficulty and
         job under-performance is likely to be experienced if lacking. However, training, education and
         experience over time may enable an applicant to acquire this quality.

         • Desirable – Whilst desirable that a person possesses this attribute, it is not necessarily vital
         for job performance.

Rating

                     The applicant satisfies or exceeds your requirement.
         Green



                     The applicant somewhat meets your requirements, but not fully to the degree
         Amber       preferred.



          Red        The applicant does not demonstrate that they meet your selection criteria.




simple 8 step process

We have developed a simple 8 step process that if followed will result in identifying people most suited
to your job. Importantly, it will eliminate people not suited, and save you wasting time interviewing
people predictably not suited to your position. The eight steps are:

         1. Determine the selection criteria
         2. Reaching and attracting applicants
         3. Filter applicants
         4. Assess
         5. Shortlist for interview
         6. Determine interview questions
         7. Explore gaps/reference check
         8. Decide/second interview

A flow chart of the process is shown on page 17

                                                                                                          3
Step 1 Selection Criteria

1.1 Determine Selection Criteria

So exactly what skills, qualifications, knowledge, experience, and personality attributes do you want for
this position? Failure to clearly define your needs right from the start makes it extremely hard to choose
the right person. A Position Description states the duties to be performed, and is useful in determin-
ing selection criteria, but may not refer to all the qualities needed, especially those personal attributes
required. Your selection criteria become the yardstick you measure applicants with.

Skills/competencies/experience
          Examples: Familiar with Microsoft Office
                    At least 5 years industry experience
                    Proven success in business to business sales

Qualifications/knowledge/references
         Examples: Minimum Diploma of Accounting required
                   Fork lift drivers certificate essential

Attitudes/Motivations/Values/Beliefs/Career Drivers
         Examples: Leadership Skills, Interpersonal Skills, Customer Service
                   Orientation, Sales Aptitudes.

These are best objectively assessed through using a properly validated psychometric instrument. Use
of such tests is optional, and historically such tests been most used by larger organisations trained in
interpretation of such reports, and can afford them.

However the Apollo Profile personality assessment has been especially developed to be used and
understood at face value by users with little formal training, and is priced to be affordable. The Apollo
Profile is a superior way to objectively evaluate 34 vital job-related characteristics that are difficult to
assess through interviewing.

You can obtain Apollo Profile tests from http://www.mysmesite.com

Additionally, the Apollo Select DIY Recruiting System is integrated with the Apollo Profile
psychometric test should you wish to use this facility. See http://www.mysmesite.com




                                                                                                          4
1.2 Weighting of Selection Criteria

All selection criteria are not of the same importance in determining satisfactory job performance. It is
recommended to weight each selection criteria based upon the importance of that criteria for effective
job performance. As mentioned before under Terminology, you can attribute weighting of Essential, or
Highly Desirable, or Desirable to each criterion.

The optional Apollo Select DIY Recruitment System provides a system and forms to record and
report and weight your selection criteria if you wish. See details of the Apollo Select DIY recruiting
system at http://www.mysmesite.com

An example of weighting selection criteria follows:




                                     POSITION: Store Manager

                                      LOCATION: Springwood

          SELECTION CRITERIA                                           WEIGHTING

          Experience managing retail trade store                       Essential

          Focus on results                                             Essential

          Hands on manager                                             Essential

          Builds customer/staff relationships                          Highly Desirable

          Strong communication skills                                  Highly Desirable

          Presentation                                                 Desirable

          Tradesperson/experience in paint industry                    Desirable




                                                                                                         5
Step 2 Reaching & Attracting Applicants
First requirement is to think about how best to reach the kind of applicant you want,
then what to say to attract them.

2.1 Reaching Applicants

Decide your sourcing or advertising approach – wide range of choices (and budgets) from direct ap-
proach to identified “people of interest”, “internal advertising only”, through to recruitment agencies
and mass media campaigns, including Internet options.

Common media used for job advertising are:-

Publications:
         Newspapers – Suburban/Regional/National
         Display ad or Simple Classified ads
         Trade or industry publications
         Government gazettes

Internet:
            Can you advertise the opportunity on your own website?
            Internet Job Boards – Following are direct links to a number of Job Boards

            Examples in Australia are:
            www.seek.com.au
            www.careerone.com.au
            www.mycareer.com.au

To keep things low cost and easy, it is suggested that you simply use Internet job boards to source
applications and information to enable rating against your Selection Criteria.

Electronic Media
         Particularly radio. Targeted – AM/ FM

Recruitment Agencies and Consultancies
        most are willing to refer applicants, usually for a “success fee” if you appoint one of their
        candidates. By providing them with a copy of your Selection Criteria, you minimise them
        sending unsuited people.




                                                                                                        6
2.2 Reaching Applicants

Good applicants can be hard to find, and it is worthwhile ensuring that your advertisement appeals to
them. A good ad generally needs to contain at least the following information:-

          Job Title (E.g. Accountant, Project Manager)

          Job outline – a brief description of the duties/key result areas.

          Selection Criteria – show at least the essential Selection Criteria to avoid unsuited
          applicants wasting everybody’s time. Include advice that applicant must address Selection
          Criteria.

          Contact details – Address for replies/Person to contact for further information.

          Closing Date – a realistic date to allow applicants time to respond.

          Logo/Company Identity – look proud of your organisation.

          Salary Expectation – (research shows that there is a 50% less response rate where salary is
          not mentioned).

          Benefits – apart from any monetary benefits, try to think of ways to grab the reader’s
          attention and make working with your organisation attractive. For example, “Annual bonuses
          payable” or “Offices located in wonderful lifestyle area”

Note that Internet Job Boards usually allow considerable space for describing the vacancy, be prepared
to “sell” the job if you want the best applicants. Note that Internet ads are globally accessible, and may
attract wide ranging, even frivolous applications.

An example advertisement follows:



                           PAINT STORE MANAGER - Springwood
                           This is an exciting opportunity in our bright new store selling
                           premium paint products to retail and wholesale customers. You
                           will be managing five empoyees, and it is essential that you are
                           willing to get your hands dirty, and have had experiene
                           managing a similar store. Good presentation and communica-
                           tion skills are expected, and trade qualifications or experience
                           in the paint industry would be an advantage. You will need to
                           be able to demonstrate a track record of success.
                           An attractive salary and bonus share around $65k will be
                           negotiated, plus company car.
                           Please provide your application addressing our selection criteria
                           by closinig date 15 September to:
                                         sally@ paintshops.com.au or send to

                                               Paint Shops
                                          123 Industry Road Springfield Qld
                                         “Your Professional Paint Providers




                                                                                                       7
Step 3 Filter Applicants

3.1 Sort Applicants

          Review each application - Ensure the essential selection criteria are met.
          Create 3 piles - We suggest the use of 3 in-trays to sort applications.
                           For further categorisation, these 3 trays should be labelled:


        Meets Criteria                      Possibly Suited                       Unsuited



   Meets Criteria

Start a record for this applicant. You can set up an Excel spreadsheet listing your Selection Criteria, and
enter applicant details in adjacent columns. See example Applicant Rating Form spreadsheet. Or you
could use the special tools provided through the Apollo Select DIY Recruitment System.


   Possibly Suited
If adequate numbers of A list applicants have been received that do meet the selection criteria, perhaps
there is little value in spending more time with the people that have not provided enough relevant
information?

Alternatively, process the A list before spending time on B list possibilities.
However, if there are information gaps but you have an interest in the applicant, consider “The 10
Minute Interview”. This interview may be conducted by telephone. The purpose is focussed to solely
fill in information gaps, not to provide a pre-interview opportunity for the applicant.

As the result of the 10 minute interview you can decide whether the applicant meets the criteria. If so,
proceed with Step 3. If not, reject that applicant.


        Unsuited
Write letter and thank unsuccessful applicants for their interest.




                                                                                                       8
3.2 Rate Applicants Against Your Selection Criteria

Candidates can be rated against each selection criteria by simply coding as green or amber or red.

                           means that the applicant has demonstrated or provided evidence that he or
                           she has the quality you seek.
      Green


                           means that the applicant has part demonstrated that they have the desired quality.
      Amber                It may be necessary to further examine this aspect of the applicant.



                           means that to date the candidate has not provided any evidence that they have
       Red                 the quality sought. An applicant with a red score for an Essential selection
                           criterion would usually be rejected due to not possessing an attribute essential to
                           successfully performing that role.



Following is a copy of the Applicant Rating Spreadsheet template that can be downloaded free from
www.mysmesite.com




                                                                                  WEIGHTING	
  -­‐	
  
                                                                                  Essential,	
  
                                                                                  Highly	
  
       SELECTION	
  CRITERIA	
  -­‐	
  Skills,	
  knowledge,	
  experience,	
     Desirable,	
           Applicant	
     Applicant	
     Applicant	
  
       qualifications,	
  personality	
  attributes	
                             Desirable	
            1	
             2	
             3	
  
       Experience	
  managing	
  retail/trade	
  store	
                          E	
                    	
  	
          	
  	
          	
  	
  
       Hands	
  on	
  style	
                                                     E	
                    	
  	
          	
  	
          	
  	
  
       Can	
  build	
  relationships	
  with	
  staff	
  and	
  customers	
       HD	
                   	
  	
          	
  	
          	
  	
  
       Strong	
  communication	
  skills	
                                        HD	
                   	
  	
          	
  	
          	
  	
  
       Track	
  record	
  of	
  success	
                                         HD	
                   	
  	
          	
  	
          	
  	
  
       Experience	
  in	
  industry	
                                             D	
                    	
  	
          	
  	
          	
  	
  
       Good	
  presentation	
                                                     D	
                    	
  	
          	
  	
          	
  	
  
       Trade	
  qualifications	
                                                  D	
                    	
  	
          	
  	
          	
  	
  
       INTERVIEW	
  RESULT	
                                                      	
                     	
  	
          	
  	
          	
  	
  
       REFERENCE	
  CHECKS	
                                                      	
                     	
  	
          	
  	
          NA	
  
       DECISION	
                                                                 	
                     YES	
           No	
            No	
  




                                                                                                                                                         9
Step 4 Assess Applicants

4.1 Assess applicants using the Apollo Profile
     (Optional/Recommended)

So now we are compiling information about the A list applicants; others have been rejected or left
pending. It is time now to obtain more vital applicant information regarding their work-related career
drives, attitudes, motivation, values and beliefs.

This is best achieved though using the professionally designed and validated psychometric test called
the Apollo Profile, as used by numerous organisations and professional recruiters around the world.
After you have obtained more information, you can choose to interview those applicants with the
strongest suitability. There is no point interviewing people that turn out to be unsuited. The Apollo
Profile saves wastage of time and money on predictably unsuited applicants, especially for sales or
management roles. Single or multiple Apollo Profiles are reasonably priced, (currently AUD $95), and
can be bought from www.mysmesite.com

It is often vital to use the Apollo Profile as it reports on Essential components of the selection criteria.
It is a more reliable and objective assessment in many areas than merely the interview.

Additionally, the Apollo Profile can stop you making a big mistake, as it reports on matters hard to
evaluate any other way, and unlikely to appear during interview, such as stress, integrity, low career
commitment, or lack of inter-personal skills. The Apollo Profile will point out areas of concern that can
be explored at interview.

Frequently, the Apollo Profile will reveal that it is highly unlikely that an applicant is suited to a role,
and you need not waste time with an interview. This report saves valuable time and money. Most
large organisations use psychometric testing for these reasons.

The Apollo Profile reports provide insight into a person’s personality, and predicting a person’s likely
behaviour in work situations such as sales, leadership, customer service, reliability, job commitment,
ambition, integrity, stress levels, etc. There are 34 factors for career success reported, condensed into
seven or eight groups for ease of interpretation. Examples of Apollo Profile reports are shown at the end
of this handbook. Other examples and more information can be obtained at http://www.mysmesite.com




                                                                                                          10
Step 5 Short List for Interview

This is the time to draw up a short list of those applicants that you are most interested in. You will
observe gaps in the applicant data that you need to explore. The Apollo Profile report will also alert
you of likely strengths and weaknesses in areas you may not have suspected. You are now in a good
position to determine those you want to proceed to interview.

Interviews take considerable organising, inconvenience, time and money, and it is wisest to interview
the top applicants first. Try to interview at least three applicants to ensure you are choosing the best.
You can always fall back if the first interviews subsequently do not meet expectations. Note however
that if none of the applicants meet an acceptable standard of your selection criteria, it is not wise to
“appoint the best of a bad bunch!”




                                                                                                       11
Step 6 Determine Interview Questions

6.1 Determine Interview Questions
If you have drawn up your selection criteria thoughtfully, your Selection Criteria is the source for deter-
mining interview questions.

The interview is for you to assess which applicant best suits your job in your organisation.

Having selection criteria enables you to clearly focus on what information you need for each individual
applicant. You would want the applicants to expand on their experience and knowledge, especially for
essential criteria.

Having this control avoids the interview going off at a tangent, or being hijacked by a skilful applicant
intent on telling you perhaps about less relevant matters.

In particular, the Apollo Profile report is likely to have highlighted possible problem areas. You can
now ask questions to probe any areas of concern.

Basically, the interview alone is an incomplete and flawed process, with many opportunities to fail to
ascertain an applicant’s true suitability. A job interview has to have an investigative component to check
that applicant’s have the attributes you want, and to verify the truth and depth of their claims.

For Apollo Select DIY Recruitment System users, a document called Apollo Select© Structured
Questions is provided separately to help you explore possible areas of weakness revealed by the Apollo
Profile.

An abbreviated example follows to show you the type of content:-

6.2 Examples of Structured Interview Questions
                                                           FACTOR: Achievement
                   Short Narrative            Suggested Question                 Behavioural Question                            Behaviours
              A
              M    Need to achieve          Compared to other managers,       Please describe a time when you       Look for the following positive behaviours:
              B    results not as strong    you presently seem to be          were required to achieve a            tendency to take responsibility for achieving
              E                             somewhat lacking in your          challenging business result? What     results; enjoyment of challenge; setting of
              R    as for many high
                                            commitment to get results. Why    was the desired result and why was    moderately di cult personal goals; a strong
                   performing managers.                                                                             work ethic and perseverance. Look for the
                                            do you think this may be?         it challenging? What strategies did   following negative behaviours: blaming; risk
                                                                              you employ to achieve the target?     averse; avoidance (of responsibility); excuses;
            low
                                                                              What was the outcome?                 little demonstratable achievement.
              G
              R     Strongly results        Have you ver been accused of      Please describe a time when you   Look for the following "shadow-side"
              E     orientated, but may     being too pushing when trying     were required to overcome another behaviours: a tendency to push too hard for
              E                             to get results?                   persons objections in order to    desired result which could damage working
              N     need to improve
                    people handling                                           achieve a challenging business    relationships.
                    skills.                                                   target? How did you manage the
           very                                                               situation? How did the person
           high                                                               respond? What was the outcome?
             R
               E   Low need for             Compared to others, you           Please describe a time when you       Look for the following positive behaviours:
                 D achievement can          presently seem to be lacking in   were required to achieve a            tendency to take responsibility for achieving
                   indicate lack of focus   your commitment to get results.   challenging business result? What     results; enjoyment of challenge; setting of
                   for obtaining results.   Why do you think this may be?     was the desired result and why was    moderately di cult personal goals; a strong
                                                                              it challenging? What strategies did   work ethic and perseverance.
           very                                                               you employ to achieve the target?
           low                                                                What was the outcome?


Apollo customers receive a free handbook containing structured questions for each of the
34 factors which helps make preparing for interviews easy.                                                                                                            12
Step 7 Explore Gaps / Check References

It is important to ensure that the applicant meets your selection criteria

7.1 Exploring the Gaps

There can be many techniques and skills employed for interviewing, but the basic rules are these:-

Rule 1. Never forget that this is an “investigation” into a person’s suitability to successfully do a
specific job in your organisation. Check their career history claims. The interview is a very important
part of a process that is going to cost the organisation much money over the years of employment.

Rule 2. Make the applicant comfortable - be nice, (at least firm but fair), remember, you may want
him or her to work with you later.

Rule 3. Prepare your questions in advance. There may be “general questions” that you will ask
all applicants. There should also be specific questions to probe individual applicant’s strengths related
to selection criteria. The Selection Criteria Form shows you the gaps to explore. Ask open questions
to introduce a subject. Open questions usually start with “Who, what, why, where, when or how.” An
example is “What formal qualifications do you have?” Use direct questions to ensure that you obtain
the information you need. For example, “Do your qualifications include a pass in Design Technology?”

Rule 4. Listen carefully, allow time, use silence, make notes, be objective and don’t decide until the
interview is over, don’t let your personal prejudices or preferences get in the way.

Rule 5. Remember the Second Interview is yet to come. There may be follow up matters to be dis-
cussed before offering appointment, and another opportunity to discuss suitability if appropriate. Make
no promises to the applicant until you are certain.

You need to observe any relevant laws, including unlawful discrimination.

At the end of the interview you will have obtained more applicant information to fill in any gaps. You
will have rejected some interviewees, and hopefully remain interested in at least one applicant.

For Apollo Select users, the Selection Criteria Report shows the score and percentage for each appli-
cant, making comparison easy. However, it is entirely fine if you prefer an applicant that does not have
the best score. The Selection Criteria Report is simply a useful tool to record and weigh information,
but you need to make the actual decisions after considering all matters. Time now to reference check
for any applicants you are seriously interested in.




                                                                                                     13
7.2 Check References

In some jurisdictions it is necessary to obtain applicant permission before contacting referees. In any
event you will need to obtain names and contact details from the applicant. In reality it can be hard
to contact referees, and to obtain information from them. Referees may not always be as open and
forthcoming as desired.

It is recommended that you draw up questions in advance related to any concerns you may have
identified. Try to keep your reference check short and specific. Be sure to check claims the
applicant made regarding key achievements and levels of responsibility. A good general question
to ask is “Would you employ this person again?” Be aware that referees are likely to have their own
personal preferences and biases. However, if concerning information is obtained, it allows you to
think carefully, and to check other sources, and to discuss with the applicant in a second interview if
appropriate.

For critical professional appointments consider using an employee pre-screening service company
that are experts in checking out resumes.

Only now that you have gathered all this information about an applicant is it time to apply your
“gut feel” for a person – intuition and liking does need to be considered at the end of the process,
not introducing personal bias throughout the process.




                                                                                                       14
Step 8 Decide / Second Interview / Job Offer
The purpose of the second interview is to allow you to have a final meeting to explore any worries,
before a formal job offer. If no reservations are held, it is time to discuss terms and conditions of the
employment.

Your job offer needs to offer payment, terms and conditions attractive to that individual. Many people
seek different outcomes from a new job; including for example simply “living nearby” which is not an
aspect of formal employment. It is a good idea to discuss the applicant’s expectations, needs, prefer-
ences and priorities before a formal job offer. Some negotiation may be needed in today’s world of
talent shortages. However if you are tied to a set package you may need to search for intangible benefits
to attract that person, even if only an opportunity for a fresh start.

Finally don’t advise other short list applicants that they have been unsuccessful until the new person
has accepted your employment offer.

The Apollo Profile provides a Staff Development Report for candidates. It is a good idea to provide this
to the new starter, and possibly for his or her manager to discuss strengths and weaknesses.

The Development Report may also be given to other short list candidates, who are normally grateful
to receive some positive feedback from their efforts to obtain employment with your organisation.
However it may never be stated that a person did not obtain a job simply because of their Apollo
Profile report.

Separate accreditation as an interpreter of the Apollo Profile is available for employers wishing to
obtain maximum value from this useful psychometric report. Contact www.mysmesite.com for more
information.




            Congratulations, you have now thoroughly matched applicants
              against all your requirements, and can be confident that
                   you are appointing the best person for the job!




                                                                                                        15
More information about the Apollo Select DIY Recruitment System

Apollo Select is a DIY Internet tool that makes recruiting the right people simpler,
better, faster and cheaper.

        •   Eliminates much of the messy manual process
        •   Speeds up the process
        •   Savings - DIY - Don’t pay big fees to recruitment agencies
        •   Assesses job applicants against your selection criteria
        •   Includes professional psychometric test
        •   Ideal for small and medium organisations that do their own recruiting
        •   Enables all your recruitment team to use a common system
        •   Set up your own library of job templates
        •   No more square pegs in round holes
        •   Legally defensible, does not illegally discriminate
        •   FREE set up and User’s Guide




                              INTRODUCTORY OFFER
                                       Please email me at
                                   jimb@apolloselect.com.au
                         for more information or to make arrangements.

                                   www.apolloselect.com.au




                                                                                       16
8 Simple Steps for DIY Recruitment - Flow Chart
    	
  




                                                  17
Examples of Apollo Reports

Six specialised levels of report can be generated, being for the roles:-


         1. Executive/Senior Management

         2. Middle Management/ Supervisor/Team leader

         3. Sales Personnel

         4. General Workforce/ Customer Service/ Support Staff/Technical/Blue Collar

         5. Call Centre – Sales

         6. Call Centre – Service/ Support.

Multiple reports can be produced at any time, and reports can be produced for candidates at
each and any of the levels without affecting the number of licenses remaining.

Examples of the most commonly used reports follow:-




                                                                                         18
Narrative Report

Narrative report provides information about candidates across a number of factors. Reports
are grouped under headings meaningful to the level of report chosen. Factors are designated
as to importance as Primary or Secondary, based on the level of report produced. Candidate
scores are shown as being green, amber or red. Green indicates general suitability for the role
for that factor. Amber indicates higher or lower scores than suitable for that factor. Red
indicates an area of concern as the candidate score is significantly apart from the desired
range.




                                                                                                                              	
  
             Apollo Consultants
             Cliff Brownell
             Management − Narrative Report

      	
  
             Career Drives

                Achievement − Primary
                Scores indicate that Cliff is very strongly achievement−oriented, and very conscious of getting the
                outcomes and This drive for results is frequently supported by strong ambition, and a strong sense of
                self, and is found in many people. It may be particularly appropriate for those organisations requiring
                a firm performance and profit focus such sales−driven operations facing a hard market. SHADOW
                SIDE − Some people with similar scores may come across and forceful. They may be seen as too
                direct, and some may even be offensive if they are not getting the results wanted. of leadership there
                is a risk that people with such high drives may be too task orientated and competitive. They may
                sensitive enough to human issues unless they have emotional maturity, and well developed social


      	
  
                and conflict handling

                Remuneration − Secondary
                For various reasons, today’s workforce is more concerned with remuneration issues than tradi-
                tionally. However, in managers, responses indicate that Cliff is not most motivated by money. He
                obtains more satisfaction from other factors and probably regards money and financial remuneration
                packages on the basis of a fair return for results achieved. a remuneration package is more likely
                to be judged on the basis of relativity to others inside the organisation, and market, rather than the


     	
  
                quantum of the package.

                Ambition − Primary
                Cliff has strong personal ambition to do well which usually translates into trying hard to achieve
                personal and corporate within his organisation. People with scores similar to Cliff generally have high
                expectations of themselves, and would subordinates. Cliff would be willing to accept challenges and


     	
  
                would provide a motivating environment for others

                Independence − Secondary
                People with scores similar to Cliff are usually sensibly independent in that they will tend to stand
                up and voice their generally willing to concede if they lose an issue. Because they are unlikely to
                slavishly agree with authority, subordinates be likely to trust their opinion. Cliff would most likely also
                have original ideas and seek to have them implemented. These people are usually a good sound-
                ing board for ideas and for giving frank opinions.




                                                                                                                                     19
Exception and Development Report

The Exception and Development report shows the candidate’s amber and red scores which
are a summary of likely areas of concern regarding job performance for that level of job.




                                                                                         	
  
      Apollo Consultants
      Cliff Brownell
      Management − Exception and Development Report
      Career Drives




                      	
  
      Collaborative          Secondary
                             Could be more collaborative to seek win/win outcomes.




      Delegating             Primary


                      	
  
                             Could improve delegating to gain more effectiveness as a
                             leader, whilst developing staff.




      Decisive               Primary


                      	
  
                             Indecisive, likely to reduce personal productivity, and a
                             bottle-neck for workflow.




                                                                                                20
Staff Development Report
Comprehensive reports designed to give candidates useful career development information.
The reports are written in the first person, and are ideal for people in career transition, or
participating in training or outplacement programs. The colour coding of green, amber and
red is not used, in order to eliminate being seen as judgmental. This report is designed to be
accessed by candidates on a stand-alone career developmental basis. Counsellors can provide
the Candidate report to clients with confidence and put issues into context at interview. This
is the report to use for training, outplacement, and career development applications. See
example at www.mysmesite.com




                                                                                                          	
  
      Staff Development Report
      Suzie Lee
      Your score compared to other Management


       Coaching - Secondary

       Does not coach or explain                                Patronising


       Meaning Of Your Score:
       Your responses indicate that you could coach and develop the skills of others more, and explain
       more when needed.
       POSSIBLE DEVELOPMENT NEEDS:
       There is an increasing requirement for todays manager to be prepared to coach and mentor others.
       In a frontline management role, it is important that you can coach and develop the competencies
       and commitment of employees, especially of trainees. You may appear offhand, unconcerned, or
       uninvolved when sometimes you need to be closer to the situation. Coaching should be used less
       frequently in middle management or senior management roles as you would be expected to be
       managing more mature people, with stronger jobcommitment and knowledge. Training in
       situational leadership would help you appreciate when coaching isappropriate, and how and
       when to use it.
       Recommended Resources to Improve Your Skills
                                                             Download APOLLO
       Download e-TRAINING COURSES
                                                             HANDBOOKS
       Conducting a Performance Appraisal
                                                          Coaching and Managing
       Introduction to Performance Management
                                                          Performance
       Leadership in the Workplace
                                                          Leadership Handbook
       Learning to Lead




                                                                                                                 21
Summary Report Report

This is the main Apollo Profile report used, and shows the candidate score along with a short
meaning. Candidate Suitability is expressed as a T score. Green means a person has a T score
of 50 or better, indicating their score was on the mean or better, and they are in the top 50%
of candidates suited to that level. Amber means that the person has a T score within one
standard deviation below the mean, and is less suitable than average. A red score means the
candidate score in more than one standard deviation below the mean, and is not likely to be
suited to that level.




                                                                                           	
  
      Apollo Consultants
      Cliff Brownell
      Management − Summary Report
      69.54 Suitability Score matched with others.

      Career Drives - Group Score: 60.10

       Achievement - Primary

       Not results focused                                           Wants Results

       Strongly results orientated, but may need to improve people handling skills

       Remuneration - Secondary

       Low concern with remuneration                 High concern with remuneration

       Financial reward is less of a personal motivation than many other factors at work

       Ambition - Primary

       Lacks ambition                                                  Entrepreneurial

       Strong level of ambition and would strive hard for success

       Independence - Secondary

       Not independent                                                Very independent

       Sensibly independent stance usually provides credibility to both subordinates
       and superiors, and likely to have original ideas

                                                                                                  22
Selection Criteria Report
This report is produced by the Apollo Select DIY Recruitment System. The Selection Criteria
report matches all applicant details with your Selection Criteria, and weights them and ranks
them for you. It is integrated with the Apollo Profile psychometric personality assessment,
and provides objective assessment across 34 factors related to job performance. In particu-
lar, the Selection Criteria report can identify applicant deficits, and avoid appointing costly
mismatches for a role. See example following:-

                                                              Candidates
                                               PART A         57858    23730 1788 2283       16616
                                              Selection
                                               Criteria       Cliff    Clare John Dennis     John
                                                              Brownell Cowie Dough Bashforth Candidate
                          Candidate       Category            A            A        B        C          C
                            Ratings       Experience with
                                          payroll process
                                          (E)
                                          Expertise in
                                          Microsoft Office
                                          (E)
                    Part A: Skills &      Meets deadlines
                     Qualifications       (E)
                                          MYOB
                                          (H)
                                          Motivates staff
                                          (H)
                                          Preparing Monthly
                                          Reports
                                          (H)
                                          Knowledge of our
                                          industry
                                          (D)
                                          Accounting
                                          Diploma
                                          (H)
                                              SubTotal        425          370      310      375        350
                          Sub-totals            (520)         (81.73%)     (71.15%) (59.62%) (72.12%)   (67.31%)
                                          PART B Apollo
                                          Career Drives
                                          (E)
                                          Coping
                                          (E)
                                          People
                                          Orientation
                                          (E)
                                          Conflict
                                          Management
                                          Style
                                          (H)
                                          Leadership and
                      Part B: Apollo      Influence
                              Profile     (H)
                                          Values
                                          (H)
                                          Workplace
                                          Management
                                          (H)
                                          Strategic
                                          Orientation
                                          (D)
                          Sub-totals          SubTotal        495          495      420      110        0
                                                (520)         (95.19%)     (95.19%) (80.77%) (21.15%)   (0.0%)
                                               Apollo
             Apollo Suitability Score         Suitability     60.08        63.15    60.08    31.93      0
                                                Score
          Total points possible (1040),
                                                 Total        920          865      730      485        350
                  percentage, highest           (1040)        (88.46%)     (83.17%) (70.19%) (46.63%)   (33.65%)
                     ranked applicant



                                                                                                                   23
Applicant Management Report
Part of the Apollo Select DIY Recruiting system, the Applicant Management report enables
you to record and keep track of the details of each applicant you enter into the Apollo Select
system.

         Apollo Consultants
               Candidate Name:                                       Dennis Bashforth
              Part A Suitability %                                       72.12%
             Part B Apollo Profile
                                                                            Yes
                 Assessment:
              Part B Suitability %                                          21.15%
            Apollo Suitability Score:                                       31.93%
                Category A/B/C                                                [C]
               Contact Details:          Ph 07 33891234 debasher@smallpond.com.au 43 Balmain Rd Brisbane North
                                                                             4191
             Employment History         ASM (Finance) BBF Supplies P/L last 12 yrs Not finished Economics degree, been
             Resume summary:                                          studying past 9 yrs
          Possible deficits to explore:                         Stress leave/medical condition
               Interview Notes:               Not impressive applicant; avoided questions, gave evasive answers.
           Reference Check Notes:                                  No reference check done
                   Decision:                                               Not suited

          [Ok] [Cancel]




                      Copyright 2010 The Apollonean Institute Pty Ltd ACN 009580929.
            Legal: The intellectual property of Apollo Select© and the Apollo Profile™ is strongly
         protected by International trademarks and copyright, and any person or organisation taking or
             using such material in whole or in part will be prosecuted to the full extent of the law.




                                    Get the right person for the job
                                                                                                                         24

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Handbook

  • 1. Apollo Handbook Series presents DIY RECRUITING How to Hire Great Employees and Save Big Money - 8 Simple Steps by James Bowden
  • 2. Why this Handbook? Many small and medium businesses do their own recruiting, not always with the best results. Many have found that using recruitment agencies or consultants is costly, or that their practices and commitment to getting the best staff is not as high as would be liked. So this document has been developed by recruitment professionals with many years experience to help businesses find and appoint the best employees suited to the job. Options - We do recommend and offer an easy to use Internet online system called Apollo Select which enables users to control this process, and produce reports that weight and rank applicants against selection criteria. This is a faster and simpler and cheaper process for managing the recruiting process. It is integrated with the easy to understand Apollo Profile psychometric test if users wish to use such a test to explore further an applicant’s job suitability. Terminology To provide a successful method to identify and assess applicant suitability, definitions of terminology must be addressed to ensure understanding and acknowledgement of the process. Selection Criteria are the Skills, Qualifications, Knowledge, Experience and Personality attributes needed to perform the job to the standard required. Skills/competencies are a developed talent or ability: They may be intangible, such as writing skills, or organising skills, or quantifiable such as keyboard skills of 60 words per minute. Qualifications in this context are a quality, ability, or accomplishment that makes a person suitable for a particular position or task. Formal achievements are awarded by a third party, such as Fork Lift Certificate, or Law Degree etc. Knowledge is acquired through formal studies, or informally through job or life experiences. Examples are knowledge of the Real Estate Act, or knowledge of Linux Operating Systems, or knowledge of the transport industry. Experience encompasses knowledge or practical wisdom gained from what a person has observed, encountered, or undergone. For example, experience with grief counselling, or experience dealing with customers, or three years sales experience. References are a statement about a person’s qualifications, workplace history and performance, char- acter, and dependability. A reference check is to contact a person who is in a position to recommend another, or to vouch for his or her fitness for a job. Personality Attributes include important work and people related attitudes, motivations, beliefs and values. These are usually difficult to assess. A properly validated psychometric test is statistically supe- rior to predicting workplace suitability than simply interviewing. 2
  • 3. Weight - All selection criteria are not of the same importance in determining satisfactory job performance. • Essential – It is essential that the person possesses this quality, otherwise he or she in unable to do the job. If a person cannot meet this essential requirement, he or she is eliminated as an applicant. • Highly Desirable – It is highly desirable that a person possess this quality as difficulty and job under-performance is likely to be experienced if lacking. However, training, education and experience over time may enable an applicant to acquire this quality. • Desirable – Whilst desirable that a person possesses this attribute, it is not necessarily vital for job performance. Rating The applicant satisfies or exceeds your requirement. Green The applicant somewhat meets your requirements, but not fully to the degree Amber preferred. Red The applicant does not demonstrate that they meet your selection criteria. simple 8 step process We have developed a simple 8 step process that if followed will result in identifying people most suited to your job. Importantly, it will eliminate people not suited, and save you wasting time interviewing people predictably not suited to your position. The eight steps are: 1. Determine the selection criteria 2. Reaching and attracting applicants 3. Filter applicants 4. Assess 5. Shortlist for interview 6. Determine interview questions 7. Explore gaps/reference check 8. Decide/second interview A flow chart of the process is shown on page 17 3
  • 4. Step 1 Selection Criteria 1.1 Determine Selection Criteria So exactly what skills, qualifications, knowledge, experience, and personality attributes do you want for this position? Failure to clearly define your needs right from the start makes it extremely hard to choose the right person. A Position Description states the duties to be performed, and is useful in determin- ing selection criteria, but may not refer to all the qualities needed, especially those personal attributes required. Your selection criteria become the yardstick you measure applicants with. Skills/competencies/experience Examples: Familiar with Microsoft Office At least 5 years industry experience Proven success in business to business sales Qualifications/knowledge/references Examples: Minimum Diploma of Accounting required Fork lift drivers certificate essential Attitudes/Motivations/Values/Beliefs/Career Drivers Examples: Leadership Skills, Interpersonal Skills, Customer Service Orientation, Sales Aptitudes. These are best objectively assessed through using a properly validated psychometric instrument. Use of such tests is optional, and historically such tests been most used by larger organisations trained in interpretation of such reports, and can afford them. However the Apollo Profile personality assessment has been especially developed to be used and understood at face value by users with little formal training, and is priced to be affordable. The Apollo Profile is a superior way to objectively evaluate 34 vital job-related characteristics that are difficult to assess through interviewing. You can obtain Apollo Profile tests from http://www.mysmesite.com Additionally, the Apollo Select DIY Recruiting System is integrated with the Apollo Profile psychometric test should you wish to use this facility. See http://www.mysmesite.com 4
  • 5. 1.2 Weighting of Selection Criteria All selection criteria are not of the same importance in determining satisfactory job performance. It is recommended to weight each selection criteria based upon the importance of that criteria for effective job performance. As mentioned before under Terminology, you can attribute weighting of Essential, or Highly Desirable, or Desirable to each criterion. The optional Apollo Select DIY Recruitment System provides a system and forms to record and report and weight your selection criteria if you wish. See details of the Apollo Select DIY recruiting system at http://www.mysmesite.com An example of weighting selection criteria follows: POSITION: Store Manager LOCATION: Springwood SELECTION CRITERIA WEIGHTING Experience managing retail trade store Essential Focus on results Essential Hands on manager Essential Builds customer/staff relationships Highly Desirable Strong communication skills Highly Desirable Presentation Desirable Tradesperson/experience in paint industry Desirable 5
  • 6. Step 2 Reaching & Attracting Applicants First requirement is to think about how best to reach the kind of applicant you want, then what to say to attract them. 2.1 Reaching Applicants Decide your sourcing or advertising approach – wide range of choices (and budgets) from direct ap- proach to identified “people of interest”, “internal advertising only”, through to recruitment agencies and mass media campaigns, including Internet options. Common media used for job advertising are:- Publications: Newspapers – Suburban/Regional/National Display ad or Simple Classified ads Trade or industry publications Government gazettes Internet: Can you advertise the opportunity on your own website? Internet Job Boards – Following are direct links to a number of Job Boards Examples in Australia are: www.seek.com.au www.careerone.com.au www.mycareer.com.au To keep things low cost and easy, it is suggested that you simply use Internet job boards to source applications and information to enable rating against your Selection Criteria. Electronic Media Particularly radio. Targeted – AM/ FM Recruitment Agencies and Consultancies most are willing to refer applicants, usually for a “success fee” if you appoint one of their candidates. By providing them with a copy of your Selection Criteria, you minimise them sending unsuited people. 6
  • 7. 2.2 Reaching Applicants Good applicants can be hard to find, and it is worthwhile ensuring that your advertisement appeals to them. A good ad generally needs to contain at least the following information:- Job Title (E.g. Accountant, Project Manager) Job outline – a brief description of the duties/key result areas. Selection Criteria – show at least the essential Selection Criteria to avoid unsuited applicants wasting everybody’s time. Include advice that applicant must address Selection Criteria. Contact details – Address for replies/Person to contact for further information. Closing Date – a realistic date to allow applicants time to respond. Logo/Company Identity – look proud of your organisation. Salary Expectation – (research shows that there is a 50% less response rate where salary is not mentioned). Benefits – apart from any monetary benefits, try to think of ways to grab the reader’s attention and make working with your organisation attractive. For example, “Annual bonuses payable” or “Offices located in wonderful lifestyle area” Note that Internet Job Boards usually allow considerable space for describing the vacancy, be prepared to “sell” the job if you want the best applicants. Note that Internet ads are globally accessible, and may attract wide ranging, even frivolous applications. An example advertisement follows: PAINT STORE MANAGER - Springwood This is an exciting opportunity in our bright new store selling premium paint products to retail and wholesale customers. You will be managing five empoyees, and it is essential that you are willing to get your hands dirty, and have had experiene managing a similar store. Good presentation and communica- tion skills are expected, and trade qualifications or experience in the paint industry would be an advantage. You will need to be able to demonstrate a track record of success. An attractive salary and bonus share around $65k will be negotiated, plus company car. Please provide your application addressing our selection criteria by closinig date 15 September to: sally@ paintshops.com.au or send to Paint Shops 123 Industry Road Springfield Qld “Your Professional Paint Providers 7
  • 8. Step 3 Filter Applicants 3.1 Sort Applicants Review each application - Ensure the essential selection criteria are met. Create 3 piles - We suggest the use of 3 in-trays to sort applications. For further categorisation, these 3 trays should be labelled: Meets Criteria Possibly Suited Unsuited Meets Criteria Start a record for this applicant. You can set up an Excel spreadsheet listing your Selection Criteria, and enter applicant details in adjacent columns. See example Applicant Rating Form spreadsheet. Or you could use the special tools provided through the Apollo Select DIY Recruitment System. Possibly Suited If adequate numbers of A list applicants have been received that do meet the selection criteria, perhaps there is little value in spending more time with the people that have not provided enough relevant information? Alternatively, process the A list before spending time on B list possibilities. However, if there are information gaps but you have an interest in the applicant, consider “The 10 Minute Interview”. This interview may be conducted by telephone. The purpose is focussed to solely fill in information gaps, not to provide a pre-interview opportunity for the applicant. As the result of the 10 minute interview you can decide whether the applicant meets the criteria. If so, proceed with Step 3. If not, reject that applicant. Unsuited Write letter and thank unsuccessful applicants for their interest. 8
  • 9. 3.2 Rate Applicants Against Your Selection Criteria Candidates can be rated against each selection criteria by simply coding as green or amber or red. means that the applicant has demonstrated or provided evidence that he or she has the quality you seek. Green means that the applicant has part demonstrated that they have the desired quality. Amber It may be necessary to further examine this aspect of the applicant. means that to date the candidate has not provided any evidence that they have Red the quality sought. An applicant with a red score for an Essential selection criterion would usually be rejected due to not possessing an attribute essential to successfully performing that role. Following is a copy of the Applicant Rating Spreadsheet template that can be downloaded free from www.mysmesite.com WEIGHTING  -­‐   Essential,   Highly   SELECTION  CRITERIA  -­‐  Skills,  knowledge,  experience,   Desirable,   Applicant   Applicant   Applicant   qualifications,  personality  attributes   Desirable   1   2   3   Experience  managing  retail/trade  store   E               Hands  on  style   E               Can  build  relationships  with  staff  and  customers   HD               Strong  communication  skills   HD               Track  record  of  success   HD               Experience  in  industry   D               Good  presentation   D               Trade  qualifications   D               INTERVIEW  RESULT                 REFERENCE  CHECKS             NA   DECISION     YES   No   No   9
  • 10. Step 4 Assess Applicants 4.1 Assess applicants using the Apollo Profile (Optional/Recommended) So now we are compiling information about the A list applicants; others have been rejected or left pending. It is time now to obtain more vital applicant information regarding their work-related career drives, attitudes, motivation, values and beliefs. This is best achieved though using the professionally designed and validated psychometric test called the Apollo Profile, as used by numerous organisations and professional recruiters around the world. After you have obtained more information, you can choose to interview those applicants with the strongest suitability. There is no point interviewing people that turn out to be unsuited. The Apollo Profile saves wastage of time and money on predictably unsuited applicants, especially for sales or management roles. Single or multiple Apollo Profiles are reasonably priced, (currently AUD $95), and can be bought from www.mysmesite.com It is often vital to use the Apollo Profile as it reports on Essential components of the selection criteria. It is a more reliable and objective assessment in many areas than merely the interview. Additionally, the Apollo Profile can stop you making a big mistake, as it reports on matters hard to evaluate any other way, and unlikely to appear during interview, such as stress, integrity, low career commitment, or lack of inter-personal skills. The Apollo Profile will point out areas of concern that can be explored at interview. Frequently, the Apollo Profile will reveal that it is highly unlikely that an applicant is suited to a role, and you need not waste time with an interview. This report saves valuable time and money. Most large organisations use psychometric testing for these reasons. The Apollo Profile reports provide insight into a person’s personality, and predicting a person’s likely behaviour in work situations such as sales, leadership, customer service, reliability, job commitment, ambition, integrity, stress levels, etc. There are 34 factors for career success reported, condensed into seven or eight groups for ease of interpretation. Examples of Apollo Profile reports are shown at the end of this handbook. Other examples and more information can be obtained at http://www.mysmesite.com 10
  • 11. Step 5 Short List for Interview This is the time to draw up a short list of those applicants that you are most interested in. You will observe gaps in the applicant data that you need to explore. The Apollo Profile report will also alert you of likely strengths and weaknesses in areas you may not have suspected. You are now in a good position to determine those you want to proceed to interview. Interviews take considerable organising, inconvenience, time and money, and it is wisest to interview the top applicants first. Try to interview at least three applicants to ensure you are choosing the best. You can always fall back if the first interviews subsequently do not meet expectations. Note however that if none of the applicants meet an acceptable standard of your selection criteria, it is not wise to “appoint the best of a bad bunch!” 11
  • 12. Step 6 Determine Interview Questions 6.1 Determine Interview Questions If you have drawn up your selection criteria thoughtfully, your Selection Criteria is the source for deter- mining interview questions. The interview is for you to assess which applicant best suits your job in your organisation. Having selection criteria enables you to clearly focus on what information you need for each individual applicant. You would want the applicants to expand on their experience and knowledge, especially for essential criteria. Having this control avoids the interview going off at a tangent, or being hijacked by a skilful applicant intent on telling you perhaps about less relevant matters. In particular, the Apollo Profile report is likely to have highlighted possible problem areas. You can now ask questions to probe any areas of concern. Basically, the interview alone is an incomplete and flawed process, with many opportunities to fail to ascertain an applicant’s true suitability. A job interview has to have an investigative component to check that applicant’s have the attributes you want, and to verify the truth and depth of their claims. For Apollo Select DIY Recruitment System users, a document called Apollo Select© Structured Questions is provided separately to help you explore possible areas of weakness revealed by the Apollo Profile. An abbreviated example follows to show you the type of content:- 6.2 Examples of Structured Interview Questions FACTOR: Achievement Short Narrative Suggested Question Behavioural Question Behaviours A M Need to achieve Compared to other managers, Please describe a time when you Look for the following positive behaviours: B results not as strong you presently seem to be were required to achieve a tendency to take responsibility for achieving E somewhat lacking in your challenging business result? What results; enjoyment of challenge; setting of R as for many high commitment to get results. Why was the desired result and why was moderately di cult personal goals; a strong performing managers. work ethic and perseverance. Look for the do you think this may be? it challenging? What strategies did following negative behaviours: blaming; risk you employ to achieve the target? averse; avoidance (of responsibility); excuses; low What was the outcome? little demonstratable achievement. G R Strongly results Have you ver been accused of Please describe a time when you Look for the following "shadow-side" E orientated, but may being too pushing when trying were required to overcome another behaviours: a tendency to push too hard for E to get results? persons objections in order to desired result which could damage working N need to improve people handling achieve a challenging business relationships. skills. target? How did you manage the very situation? How did the person high respond? What was the outcome? R E Low need for Compared to others, you Please describe a time when you Look for the following positive behaviours: D achievement can presently seem to be lacking in were required to achieve a tendency to take responsibility for achieving indicate lack of focus your commitment to get results. challenging business result? What results; enjoyment of challenge; setting of for obtaining results. Why do you think this may be? was the desired result and why was moderately di cult personal goals; a strong it challenging? What strategies did work ethic and perseverance. very you employ to achieve the target? low What was the outcome? Apollo customers receive a free handbook containing structured questions for each of the 34 factors which helps make preparing for interviews easy. 12
  • 13. Step 7 Explore Gaps / Check References It is important to ensure that the applicant meets your selection criteria 7.1 Exploring the Gaps There can be many techniques and skills employed for interviewing, but the basic rules are these:- Rule 1. Never forget that this is an “investigation” into a person’s suitability to successfully do a specific job in your organisation. Check their career history claims. The interview is a very important part of a process that is going to cost the organisation much money over the years of employment. Rule 2. Make the applicant comfortable - be nice, (at least firm but fair), remember, you may want him or her to work with you later. Rule 3. Prepare your questions in advance. There may be “general questions” that you will ask all applicants. There should also be specific questions to probe individual applicant’s strengths related to selection criteria. The Selection Criteria Form shows you the gaps to explore. Ask open questions to introduce a subject. Open questions usually start with “Who, what, why, where, when or how.” An example is “What formal qualifications do you have?” Use direct questions to ensure that you obtain the information you need. For example, “Do your qualifications include a pass in Design Technology?” Rule 4. Listen carefully, allow time, use silence, make notes, be objective and don’t decide until the interview is over, don’t let your personal prejudices or preferences get in the way. Rule 5. Remember the Second Interview is yet to come. There may be follow up matters to be dis- cussed before offering appointment, and another opportunity to discuss suitability if appropriate. Make no promises to the applicant until you are certain. You need to observe any relevant laws, including unlawful discrimination. At the end of the interview you will have obtained more applicant information to fill in any gaps. You will have rejected some interviewees, and hopefully remain interested in at least one applicant. For Apollo Select users, the Selection Criteria Report shows the score and percentage for each appli- cant, making comparison easy. However, it is entirely fine if you prefer an applicant that does not have the best score. The Selection Criteria Report is simply a useful tool to record and weigh information, but you need to make the actual decisions after considering all matters. Time now to reference check for any applicants you are seriously interested in. 13
  • 14. 7.2 Check References In some jurisdictions it is necessary to obtain applicant permission before contacting referees. In any event you will need to obtain names and contact details from the applicant. In reality it can be hard to contact referees, and to obtain information from them. Referees may not always be as open and forthcoming as desired. It is recommended that you draw up questions in advance related to any concerns you may have identified. Try to keep your reference check short and specific. Be sure to check claims the applicant made regarding key achievements and levels of responsibility. A good general question to ask is “Would you employ this person again?” Be aware that referees are likely to have their own personal preferences and biases. However, if concerning information is obtained, it allows you to think carefully, and to check other sources, and to discuss with the applicant in a second interview if appropriate. For critical professional appointments consider using an employee pre-screening service company that are experts in checking out resumes. Only now that you have gathered all this information about an applicant is it time to apply your “gut feel” for a person – intuition and liking does need to be considered at the end of the process, not introducing personal bias throughout the process. 14
  • 15. Step 8 Decide / Second Interview / Job Offer The purpose of the second interview is to allow you to have a final meeting to explore any worries, before a formal job offer. If no reservations are held, it is time to discuss terms and conditions of the employment. Your job offer needs to offer payment, terms and conditions attractive to that individual. Many people seek different outcomes from a new job; including for example simply “living nearby” which is not an aspect of formal employment. It is a good idea to discuss the applicant’s expectations, needs, prefer- ences and priorities before a formal job offer. Some negotiation may be needed in today’s world of talent shortages. However if you are tied to a set package you may need to search for intangible benefits to attract that person, even if only an opportunity for a fresh start. Finally don’t advise other short list applicants that they have been unsuccessful until the new person has accepted your employment offer. The Apollo Profile provides a Staff Development Report for candidates. It is a good idea to provide this to the new starter, and possibly for his or her manager to discuss strengths and weaknesses. The Development Report may also be given to other short list candidates, who are normally grateful to receive some positive feedback from their efforts to obtain employment with your organisation. However it may never be stated that a person did not obtain a job simply because of their Apollo Profile report. Separate accreditation as an interpreter of the Apollo Profile is available for employers wishing to obtain maximum value from this useful psychometric report. Contact www.mysmesite.com for more information. Congratulations, you have now thoroughly matched applicants against all your requirements, and can be confident that you are appointing the best person for the job! 15
  • 16. More information about the Apollo Select DIY Recruitment System Apollo Select is a DIY Internet tool that makes recruiting the right people simpler, better, faster and cheaper. • Eliminates much of the messy manual process • Speeds up the process • Savings - DIY - Don’t pay big fees to recruitment agencies • Assesses job applicants against your selection criteria • Includes professional psychometric test • Ideal for small and medium organisations that do their own recruiting • Enables all your recruitment team to use a common system • Set up your own library of job templates • No more square pegs in round holes • Legally defensible, does not illegally discriminate • FREE set up and User’s Guide INTRODUCTORY OFFER Please email me at jimb@apolloselect.com.au for more information or to make arrangements. www.apolloselect.com.au 16
  • 17. 8 Simple Steps for DIY Recruitment - Flow Chart   17
  • 18. Examples of Apollo Reports Six specialised levels of report can be generated, being for the roles:- 1. Executive/Senior Management 2. Middle Management/ Supervisor/Team leader 3. Sales Personnel 4. General Workforce/ Customer Service/ Support Staff/Technical/Blue Collar 5. Call Centre – Sales 6. Call Centre – Service/ Support. Multiple reports can be produced at any time, and reports can be produced for candidates at each and any of the levels without affecting the number of licenses remaining. Examples of the most commonly used reports follow:- 18
  • 19. Narrative Report Narrative report provides information about candidates across a number of factors. Reports are grouped under headings meaningful to the level of report chosen. Factors are designated as to importance as Primary or Secondary, based on the level of report produced. Candidate scores are shown as being green, amber or red. Green indicates general suitability for the role for that factor. Amber indicates higher or lower scores than suitable for that factor. Red indicates an area of concern as the candidate score is significantly apart from the desired range.   Apollo Consultants Cliff Brownell Management − Narrative Report   Career Drives Achievement − Primary Scores indicate that Cliff is very strongly achievement−oriented, and very conscious of getting the outcomes and This drive for results is frequently supported by strong ambition, and a strong sense of self, and is found in many people. It may be particularly appropriate for those organisations requiring a firm performance and profit focus such sales−driven operations facing a hard market. SHADOW SIDE − Some people with similar scores may come across and forceful. They may be seen as too direct, and some may even be offensive if they are not getting the results wanted. of leadership there is a risk that people with such high drives may be too task orientated and competitive. They may sensitive enough to human issues unless they have emotional maturity, and well developed social   and conflict handling Remuneration − Secondary For various reasons, today’s workforce is more concerned with remuneration issues than tradi- tionally. However, in managers, responses indicate that Cliff is not most motivated by money. He obtains more satisfaction from other factors and probably regards money and financial remuneration packages on the basis of a fair return for results achieved. a remuneration package is more likely to be judged on the basis of relativity to others inside the organisation, and market, rather than the   quantum of the package. Ambition − Primary Cliff has strong personal ambition to do well which usually translates into trying hard to achieve personal and corporate within his organisation. People with scores similar to Cliff generally have high expectations of themselves, and would subordinates. Cliff would be willing to accept challenges and   would provide a motivating environment for others Independence − Secondary People with scores similar to Cliff are usually sensibly independent in that they will tend to stand up and voice their generally willing to concede if they lose an issue. Because they are unlikely to slavishly agree with authority, subordinates be likely to trust their opinion. Cliff would most likely also have original ideas and seek to have them implemented. These people are usually a good sound- ing board for ideas and for giving frank opinions. 19
  • 20. Exception and Development Report The Exception and Development report shows the candidate’s amber and red scores which are a summary of likely areas of concern regarding job performance for that level of job.   Apollo Consultants Cliff Brownell Management − Exception and Development Report Career Drives   Collaborative Secondary Could be more collaborative to seek win/win outcomes. Delegating Primary   Could improve delegating to gain more effectiveness as a leader, whilst developing staff. Decisive Primary   Indecisive, likely to reduce personal productivity, and a bottle-neck for workflow. 20
  • 21. Staff Development Report Comprehensive reports designed to give candidates useful career development information. The reports are written in the first person, and are ideal for people in career transition, or participating in training or outplacement programs. The colour coding of green, amber and red is not used, in order to eliminate being seen as judgmental. This report is designed to be accessed by candidates on a stand-alone career developmental basis. Counsellors can provide the Candidate report to clients with confidence and put issues into context at interview. This is the report to use for training, outplacement, and career development applications. See example at www.mysmesite.com   Staff Development Report Suzie Lee Your score compared to other Management Coaching - Secondary Does not coach or explain Patronising Meaning Of Your Score: Your responses indicate that you could coach and develop the skills of others more, and explain more when needed. POSSIBLE DEVELOPMENT NEEDS: There is an increasing requirement for todays manager to be prepared to coach and mentor others. In a frontline management role, it is important that you can coach and develop the competencies and commitment of employees, especially of trainees. You may appear offhand, unconcerned, or uninvolved when sometimes you need to be closer to the situation. Coaching should be used less frequently in middle management or senior management roles as you would be expected to be managing more mature people, with stronger jobcommitment and knowledge. Training in situational leadership would help you appreciate when coaching isappropriate, and how and when to use it. Recommended Resources to Improve Your Skills Download APOLLO Download e-TRAINING COURSES HANDBOOKS Conducting a Performance Appraisal Coaching and Managing Introduction to Performance Management Performance Leadership in the Workplace Leadership Handbook Learning to Lead 21
  • 22. Summary Report Report This is the main Apollo Profile report used, and shows the candidate score along with a short meaning. Candidate Suitability is expressed as a T score. Green means a person has a T score of 50 or better, indicating their score was on the mean or better, and they are in the top 50% of candidates suited to that level. Amber means that the person has a T score within one standard deviation below the mean, and is less suitable than average. A red score means the candidate score in more than one standard deviation below the mean, and is not likely to be suited to that level.   Apollo Consultants Cliff Brownell Management − Summary Report 69.54 Suitability Score matched with others. Career Drives - Group Score: 60.10 Achievement - Primary Not results focused Wants Results Strongly results orientated, but may need to improve people handling skills Remuneration - Secondary Low concern with remuneration High concern with remuneration Financial reward is less of a personal motivation than many other factors at work Ambition - Primary Lacks ambition Entrepreneurial Strong level of ambition and would strive hard for success Independence - Secondary Not independent Very independent Sensibly independent stance usually provides credibility to both subordinates and superiors, and likely to have original ideas 22
  • 23. Selection Criteria Report This report is produced by the Apollo Select DIY Recruitment System. The Selection Criteria report matches all applicant details with your Selection Criteria, and weights them and ranks them for you. It is integrated with the Apollo Profile psychometric personality assessment, and provides objective assessment across 34 factors related to job performance. In particu- lar, the Selection Criteria report can identify applicant deficits, and avoid appointing costly mismatches for a role. See example following:- Candidates PART A 57858 23730 1788 2283 16616 Selection Criteria Cliff Clare John Dennis John Brownell Cowie Dough Bashforth Candidate Candidate Category A A B C C Ratings Experience with payroll process (E) Expertise in Microsoft Office (E) Part A: Skills & Meets deadlines Qualifications (E) MYOB (H) Motivates staff (H) Preparing Monthly Reports (H) Knowledge of our industry (D) Accounting Diploma (H) SubTotal 425 370 310 375 350 Sub-totals (520) (81.73%) (71.15%) (59.62%) (72.12%) (67.31%) PART B Apollo Career Drives (E) Coping (E) People Orientation (E) Conflict Management Style (H) Leadership and Part B: Apollo Influence Profile (H) Values (H) Workplace Management (H) Strategic Orientation (D) Sub-totals SubTotal 495 495 420 110 0 (520) (95.19%) (95.19%) (80.77%) (21.15%) (0.0%) Apollo Apollo Suitability Score Suitability 60.08 63.15 60.08 31.93 0 Score Total points possible (1040), Total 920 865 730 485 350 percentage, highest (1040) (88.46%) (83.17%) (70.19%) (46.63%) (33.65%) ranked applicant 23
  • 24. Applicant Management Report Part of the Apollo Select DIY Recruiting system, the Applicant Management report enables you to record and keep track of the details of each applicant you enter into the Apollo Select system. Apollo Consultants Candidate Name: Dennis Bashforth Part A Suitability % 72.12% Part B Apollo Profile Yes Assessment: Part B Suitability % 21.15% Apollo Suitability Score: 31.93% Category A/B/C [C] Contact Details: Ph 07 33891234 debasher@smallpond.com.au 43 Balmain Rd Brisbane North 4191 Employment History ASM (Finance) BBF Supplies P/L last 12 yrs Not finished Economics degree, been Resume summary: studying past 9 yrs Possible deficits to explore: Stress leave/medical condition Interview Notes: Not impressive applicant; avoided questions, gave evasive answers. Reference Check Notes: No reference check done Decision: Not suited [Ok] [Cancel] Copyright 2010 The Apollonean Institute Pty Ltd ACN 009580929. Legal: The intellectual property of Apollo Select© and the Apollo Profile™ is strongly protected by International trademarks and copyright, and any person or organisation taking or using such material in whole or in part will be prosecuted to the full extent of the law. Get the right person for the job 24