Driver Recruitment
The TSG and your company’s team must have a common goal to prioritize the recruiting process. Communication is the key to success. This communication includes the applicant, TSG Team, and the your business. The procedures set forth will allow your company to have complete oversight of the Recruiting Process.
Responsibilities
TSG Team
1. Create employment advertisements (Jobs) for approved positions
2. Create workflows and automated email responses
3. Maintain the Hiring Team for each posted position
4. Post position to free job boards and approved boosted job boards
5. Clone Jobs according to approved schedule to keep the Job in a current position on the job boards
6. Manage the Job Pipeline
7. Document all events in the Discussion tab
8. Screen Applicants
9. Schedule first interview online
10. Conduct first interview
11. Schedule physical interview (if applicable)
12. Coordinate interview times with Tri-Cap
13. Move Applicant to Consider
14. Move Applicant to Hired
15. Move Applicant to Not-Hired Status
Your Company or Management Team
1. Approve employment advertisements (Jobs)
2. Maintain oversight of the applicants in the Job Pipeline
3. Maintain oversight of the discussion comments and respond when necessary
4. Review interview results and approve applicants for physical interview
5. Conduct physical interview
6. Approve applicants to advance to Screen
7. Approve applicants to advance to Consider
8. Complete On-Boarding Tasks (The TSG Team can be responsible for this step if desired)
9. Approve applicants to hire
10. Determine applicants Not-Hired
A Driver is Choosing Your Company When they Apply!
An applicant is considered HOT when they first apply. This is when the applicant has the full intention of coming for an interview. The TSG Team only has a limited amount of time to push the applicant through the hiring pipeline. Every minute that there is a delay, the applicant cools. The TSG Team’s goal is to push the applicant through the complete hiring pipeline within 3 business days or the applicant will be considered COLD.
The Recruiting Procedures should be related to the idea of fishing by casting a large NET and not by casting a single LINE. TSG and Your Company must be aware of the significant reduction of qualified applicants over the last several years.
Oversight from the Dashboard
The Dashboard provides a snapshot of all recruiting activities. Your Company or Management Team should be able to ascertain most details from the Dashboard. The Dashboard allows the user to drill-down to the specific information that is desired.
The Job
Creating Jobs
The TSG Team will work with Your Company or Management Team to create a Job Template for jobs that TSG will facilitate the recruiting process. Your Company or ManagementTeam will notify the TSG Team when a position is open, to initiate the recruiting process.
The Job Advertisement – Part 1
The Job Title is created with the employment type and experience.
The Workflow is defined and provides the auto-procedure for triggering emails and tasks.
The Job Description is provided.
The Job Advertisement – Part 2
The location of the job is entered.
Job details are determined including the pay range.
The EEO Compliance Data is added. This will allow the agency to track data for the annual EEO reports.
The Workflow
The Workflow is created to standardize the hiring process. This creates an automated response to applicants and assigns tasks to users that are triggered at each stage of the hiring pipeline. The Workflow is a control to remove any discrimination against applicants; and, to make the process efficient for the hiring time by automating communication and task assignment. The Workflow can be modified to meet the needs for any job.
The Hiring Team
The hiring team is comprised of staff from TSG and Your Business who will manage the hiring workflow and the hiring process.
Referring Jobs
The Refer feature allows the Hiring Team to Spread the Word!
Advertise
When you’ve finished writing up the job descriptions for the positions you’re hiring, you can mass-advertise your positions in the following ways:
Free Job Boards
Job advertisements are posted to 19 job boards for free.
Paid Job Boards
These are just a few job boards that can be purchased to boost the promotion of the job advertisement.
Recruiting Pipeline
Applicants will be classified with the following Pipeline status
New – Event 1 Title
This occurs when the applicant first applies to a job. There is a time stamp on this that provides the date and time the application was submitted. The HR System sends the applicant an email when they submit their application to confirm receipt. The applicant is considered HOT at this time and it is a race against time to put through the applicant to on-boarding.
The system automatically sends the Applicant that the application has been received.
Screen
All applications need to be screened. The system will send the applicant an email to notify them that their application is being reviewed by the HR team. This is an important part of communication, to keep the applicant aware that their application is in process.
Advancing the Applicant to the Screen stage is a critical first step and must be completed timely. The inserted table provides the time requirement to move the applicant to the screen stage. It is known that the Applicant is actively using the PC or smart-device when the application and could respond to an Interview Invite emails in the present time.
All New Applicants will be moved to the Screen stage to ensure that there is no discrimination. The goal is to move the applicant to the Screen stage as fast as possible.
Screen Stage Tasks
The TSG Team will review applications for qualifications for the position. It is TSG Policy to invite ALL applicants for Driving and Call Center Positions to interview. These are considered entry level positions and it is difficult to disqualify based on qualifications for these positions.
Moreover, the MN Department of Human Rights and Department of Labor have rules that safe guard for “Minnesotans to Live Free From Discrimination”.
This means that qualifications must be very specific in order to disqualify applicants at this stage. The procedure must ensure that applicants are not discouraged to apply for positions based on perceived disqualifiers such as passing a drug test, motor vehicle check, criminal background check, or driver’s licensure level.
Invite for Interview
Interview- Now the HR Team needs to work hard to get the applicant into the boat! The system will automatically send the applicant an email requesting that they send an email with days/times that they are available to have the interview. The applicant is considered HOT at this time.
TIME REQUIREMENT: You should have a goal to move the applicant from New -> Screen -> Interview within 1 hour of the submittal with no more than 2 hours. You may be delayed with an RFI, but the TSG Team needs to be tracking these, follow the procedure and move the applicant to Screen when the extra information is submitted.
Now do not sit back and wait for the applicant. You must call the applicant within 1 hour and no more than 2 hours if they do not email back with times they are available for interview. Day 2 – you should call first thing in the morning and follow that up with another email. Then make another call in the afternoon. Do this on Day 3. On day 4, you change the applicant status to Not Hired-No Response. An email is automatically sent out.
The Applicant should respond back with dates and times either by email or phone. The HR Team will then schedule the interview accordingly. The system will automatically send emails to the applicant and the interviewers.
The day before the interview, the HR Team must send a reminder email for the interview.
The morning of the interview, the HR Team must call the applicant and remind them of the interview.
Always give the applicant the ability to reschedule.
Applicants will miss interviews. This is the nature of the business. About 50% of applicants miss interviews for positions like drivers and call center agents. Try to re-fire them to make them Hot again!
Call missed applicants and do not make them feel bad. Be understanding and empathetic. Call it a miscommunication.
Schedule Interview
The TSG Team will conduct the first interview online through a Teams Application. The Applicants qualifications will be reviewed at this time.
The qualifications and requirements will be discussed and reviewed in this interview. Specific requirements such as drug and alcohol, criminal background, licensure and motor vehicle background will be discussed.
Applicants meeting requirements will be referred to the Your Company’s management team for approval for a Physical Interview.
Consider
This is where a conditional offer of employment is made. The HR Team must get busy with the on-boarding tasks. The TSG Team can be responsible for these tasks or Your Company’s HR Team. Tasks will be created and auto-assigned at this stage. The inserted image provides a list of general tasks for a driver position.
The Job Process
It is important to maintain procedure with the Job Process. This is a procedure to ensure the jobs are posted and maintain in a current position in the online job boards. There is no limitation or increased cost to create an many jobs in the system as desired. In this case, MORE is MORE. The more jobs posted the greater the exposure. A job should be posted for a position when there is any indication of need. We will call this JOB X on its first posting. JOB X can be posted at any time of the week.
Studies indicate that there is a significant increase in application submittals over the weekend. Therefore, it is important that a job is created on the last day of the week so that people can review the jobs over the weekend.
We accomplish this by cloning the job. We take JOB X and clone it and name its JOB X (DATE).
Now we effectively have two ads for the same job. The HR Team is actively responding to applicants in JOB X and waiting for the weekend for JOB X (DATE) to receive applications. The TSG Team will follow the recruiting process through the next week having two open ads for the same job.
By the end of the second week, the applicants from JOB X should have made it through the recruiting pipeline or close to it. The HR Team should have all these applicants in the JOB X interviewed and in the Consideration Stage. At the end of this week the HR Director will change the Job Status to Drafted. This will remove the ad from the job boards. The HR Team will still be busy working on the recruiting pipeline for JOB X (DATE). Now at he end of the 2nd week, the Recruiting Director will clone JOB X (DATE) to JOB X (DATE2).
This cycle will continue until the staffing need is eliminated plus 10. PLUS 10? This means that you have applicants with conditional offers waiting for assignment. You have offered them a job but have not provided a start date. Now when Your Company has a job open, the HR Team goes down the list of 10 Plus until they find someone that accepts the job. Rarely does a company get to this level of staffing in these financial times. However, I had a time about 2010 where this was the case. It will happen.
