Streamlining the Hiring Process!
By
Richard Smith
Chief Strategist, LeaderOne Financial
We all want the best assistants (a...
Also, for applicants who successfully answer the two questions, create a canned
response that says:
“Congratulations you '...
Full Time Secretary- Assistant/ Phone Expert Needed
A _________Mortgage Team is looking for a Full-Time Secretary Phone Ex...
Email subject line: Congratulations! You made it to Round 3 in the Hiring
process
Body of email:
Good Morning!
Thank you s...
NAME:_______________________________
DATE:_____________________________
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What is your greatest...
manual for their job.
Set up a 90-day probationary contract with a
list of details you'll expect upon the 90-day
completio...
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Streamlining the Hiring Process Document

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Streamlining the Hiring Process Document

  1. 1. Streamlining the Hiring Process! By Richard Smith Chief Strategist, LeaderOne Financial We all want the best assistants (and other employees) we can get, but we all hate the time-consuming process of finding them, don't we? We have a great solution for this problem, one we learned from a chiropractor friend who had the same hiring problems we face in the real estate and mortgage industry. It's a six-step (mostly) automated method for finding and hiring great talent with a minimum of time, effort, and money. Read on to see how you can implement this method in your business. It'll help you gain great employees while saving you a ton of money, time, and headache in the process! Step 1: The Set-Up In order to implement the method, first complete these steps: • Set up a separate Gmail account (free!)– for example – GreatLOAssistant@gmail.com(You'll put this address in your Craigslist ad.Do not use an existing account!) • Set up a separate Google voice # (free!) (This way, applicants won't know who you are.) • Set up the new account to come directly to your phone, so you can see when someone calls in. (You can have an assistant screen the calls, if you prefer.) Then record your message using Google voice. The voice message should read similar to this: "Thank you for applying for the assistant position at our mortgage company. Please follow these directions exactly. Leave your full name and phone number where we can reach you and then answer these two questions: 1. What is your #1 quality? 2. Why do you feel you are a good fit for our mortgage company? Thank you and good luck!" This simple action knocks out anyone who can't follow simple directions and makes your job much easier! 1
  2. 2. Also, for applicants who successfully answer the two questions, create a canned response that says: “Congratulations you 've made it to Round 2 in our hiring process. If you haven’t already done so, please call this # and answer these 2 questions: 1. What is your #1 quality? 2. Why do you feel you're a good fit for our mortgage company? Thank you and best of luck!” Step 2: Post Ad Post your ad on the following sites: • Craigslist – Real Estate, Banking, Admin, Business, etc. • Facebook – As a post on your newsfeed(shows your database that you're successful too) • Anywhere else that gets traffic! Gregg’s Example of An Ad: Below is an example of Greg's ad. Feel free to use this as a template for your own ad! 2
  3. 3. Full Time Secretary- Assistant/ Phone Expert Needed A _________Mortgage Team is looking for a Full-Time Secretary Phone Expert and Assistant in our office. Someone who is a self-starter, an efficient multi-tasker, great with people, has a positive attitude and loves working. FOLLOW THE INSTRUCTIONS ON THE LAST LINE You LOVE talking to people and have impeccable phone skills. You are a quick thinker and are able to handle multiple scenarios at one time. You are great at follow-up. You pay attention to detail and stay on top of tasks with ease. Chances are you're an organization whiz. You should also have excellent technical skills and are fast to learn your way through a new software. Navigating the internet, including all Social Media sites, should be something you can do in your sleep. Quick to learn and eager to stay at the front of the pack. This position will require you to be on the phone for long periods of time, making many calls throughout the day as well as answering a multi-line telephone. You should be outgoing and easy to talk to and start a conversation with. ONLY apply if you are committed to work full-time and want to be part of a fastgrowing team who really cares about their clients. If you’re interested in joining our team, please email your resume and cover letter to: (your dedicated email address) and then call (your Google phone number) and answer the following two questions. 1. What is your #1 quality? 2. Why do you feel you are a good fit for our mortgage company? Step 3: Listen to Calls and Respond Send a mass email "BCC" back to only applicants who sounded like good candidates. This email can look similar to Greg's example: 3
  4. 4. Email subject line: Congratulations! You made it to Round 3 in the Hiring process Body of email: Good Morning! Thank you so much for applying for the Secretary/ Phone expert position with my mortgage company. Please click on the link below and complete the DISC personality profile. Once completed, email all results to this email address. We will have someone from our office contact you to schedule a time to come in for a live interview. Good Luck! Click here to complete the DISC profile: http://www.tonyrobbins.com/ue/discprofile.php Remember: The potential candidates still do not know who you are. Do not have an email signature on the new Gmail account when you send this email! Step 4: Look Over Resumes Now, it's time to review resumes, but only look at the applicants who have followed the previous steps. Once you've selected likely candidates, then take the next step. Step 5: Call References If there are three references provided, have a phone conversation with at least two of them. Important: pay attention to the tone of the conversation with the references, not just the content!Ask the reference: “If the person (job applicant) could have been more effective, what could he/she have done differently? If you need to leave a voicemail for a reference, use this wording: "...would appreciate a call back only if you feel this person is exceptional." If the reference truly believes in the candidate, they will return the call quickly. If you don't hear back, well, that tells you the applicant is probably not right for the position. Step 6: Invite Candidates for Live Interview Interview only after candidates have followed all of the above stepsANDjumped through all the hoops! You can do the interview at any site you prefer. Try to speak to the candidate live before you schedule the interview so you can get a feel for their suitability for the position. Live Interview Questions: 4
  5. 5. NAME:_______________________________ DATE:_____________________________ • • • • • • • • • • • • • • What is your greatest weakness?_______________________ What is your greatest strength?_______________________ Describe your work style __________________________ Do you take work home with you? ____________________ How do you describe the pace at which you work? __________________ What motivates you? _____________________________ How do you handle stress & pressure?_____________________ What are you passionate about? _________________________ What are your pet peeves? __________________ What has been the greatest disappointment in your work life?____________ What has been your greatest achievement? _________________________ If people who know you were asked why you should be hired, what would they say? _______________________________ Do you prefer to work independently or on a team? What type of work environment do you prefer?_______________________________________ Give some examples of teamwork:________________________________ Below is an example of an interview checklist that Greg uses to keep organized during the process. Feel free to adapt it to your own needs. Interview Checklist Check When Done Date To Do Job Description Completed Advertised in _____________________________________ __________________________________cost and length __________________________________cost and length Print resumes and listen to phone inquiries Type up a list of interview questions you'll ask in in Interview #1 Put Job Description into checklist box form so new employee is ready to check off things they're learning and doing daily on the job. Is there a daily checklist? Is there a weekly checklist? Is there a monthly checklist? Have new employee go into a folder on their desk at the end of each day or each week and type in the how to's of specific jobs they're doing in order to chart and create a training 5
  6. 6. manual for their job. Set up a 90-day probationary contract with a list of details you'll expect upon the 90-day completion. Other Points: Allow others to meet with candidates to get a second or third opinion. It always helps to get other perspectives. Despite your gut feeling, never hire on the spot! Take time to review and reflect on all candidates. This helps you be in a strong negotiating position when discussing compensation. Tip #1:Check out candidates' Facebook, etc. pages to eliminate anyone whose public face doesn't match up with your needs. Tip #2:Great candidates should naturally follow up on an interview with a call or email, making it easy to invite them back for a second interview. Shut Up and Listen! When interviewing, shut up and listen!Don’t start telling about your company until you've already decided that this is a potential person you want on your team. Conclusion Greg recommends that you consult Dave Ramsay's book, EntreLeadership, on evaluating and hiring applicants. It has some excellent advice. In particular, remember these guidelines from the book: There are three reasons why team members fail: Because of leadership failure. Because of personal problems. Because of incompetence So always remember: Be slow to hire and quick to fire! 6

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