HR departments have a lot on their plate. From hiring and firing from benefits to pay, there is always something of importance to tackle.
Making a job offer is one of the most important duties of many HR professionals, as this is the first step in bringing a new employee into the company.
Are you ready for additional negotiations? Do you have an offer letter in place? Does everybody agree that the person is the right choice for the job? These are just some of the questions that need addressed.
When the job offer process is handled in the appropriate manner, everybody will feel good about where things are headed. If any mistakes are made, however, it can soon turn into disaster. Did you know that the hiring process is a whole lot easier with an easy-to-use online recruitment system? Keep reading to see how Recruiteze can help your hiring team.
Questions to Answer
Making a job offer is not as simple as sending a generic letter and waiting for a response. There is a lot that goes into doing this the right way, and you must have a strategy you can rely on each and every time.
To ensure that you are on the right track, here are some questions to answer:
1. What are the basics of making a job offer?
In short, this tells the candidate what to expect if they are hired as an employee. It outlines details such as the job title, responsibilities, compensation, benefits, and other terms and conditions of employment.
During this time, the candidate may be ready to ask a variety of questions before signing on the dotted line. For example, they may address a non-compete agreement you have requested them to sign.
2. How can the HR department be better prepared for making an offer?
One thing you can do is be prepared for salary negotiations. It would be nice if every candidate simply accepted the proposed terms, but this is not always the final result. Some people will agree to the initial offer, but others have something else in mind. They want to negotiate in an attempt to settle on a higher amount of compensation.
Here is another tip: make sure all the decision makers are on the same page. As an HR professional, you may be able to negotiate with a candidate on salary and other compensation. However, you may also need to run this by another party, such as the person’s direct manager, to ensure that the candidate’s skills and experience are in line with a higher salary. A great way to stay organized is by using an online recruitment system. Recruiteze is the perfect choice. At the end of the post we’ll tell you how you can use it for free.
3. What are the most common pitfalls associated with making a job offer?
You go into the process hoping that everything is smooth sailing from start to finish. Unfortunately, something could get in the way that slows you down.
There are many pitfalls associated with making a job offer, some of which have nothing to do with your company. Things that you should be aware of include:
- Mistakes in your offer letter.
- A candidate who does not reply within a reasonable amount of time.
- A candidate who is unreasonable during negotiations.
What would you do if faced with one of these situations?
5 Steps to Success
Even after you are comfortable with the job offer process, you never know what you will face. After all, every candidate is unique. Along with this, no two situations are the same.
To hire with success, here are five basic steps to follow each time:
1. Customize the Offer Letter
You can use the same basic offer letter for each new hire, but this will need customized for each position.
For example, you won’t use the same letter to hire a receptionist as you would a VP of sales. These are two entirely different positions, which call for unique details in the offer letter.
The basics can remain the same, but the finer details, such as the job title, responsibilities, and compensation, will need to be altered.
Note: never send out an offer letter until you review it in great detail. Are there any mistakes? Do you need to get clarification from another party? Unless you are 100 percent confident in what it says, don’t send it out. It is better to be safe than sorry.
2. Present All Documents at the Same Time
The last thing you want to do is complicate the process of making a job offer. You don’t want to send an offer letter today, benefit information tomorrow, and a non-compete agreement in a few days.
Put everything together in a neat package and send it at the same time. This will make life easier on you, the company as a whole, and the candidate.
If everything is agreed upon, the information can be returned at the same time. From there, you are ready to bring the person into the company. If there are details to negotiate, you can then move onto that process (more on this below).
3. Wait for a Reply
After you present the original job offer, you can sit back and wait. Did you request a response within a particular period of time? If so, you have an idea of when you will hear back from the person.
If for any reason the process is dragging on, it is best to reach out to the candidate for additional information. You can ask questions such as:
- Did you understand the offer letter?
- Are you still considering the offer?
- Do you need any additional information?
You may find that the person simply needs more time to make a decision. You may also find that they are no longer interested in the decision, maybe because they accepted an offer from another company.
There is a fine line between being patient and being strung along. This is why it makes sense to add a “response deadline” to the offer letter.
4. Make any Necessary Changes
If everything checks out and the candidate wants to join the company, you don’t have to worry about this step. Conversely, if there are any changes to make, such as to the compensation terms, now is the time for adjustments.
Don’t hesitate to make these changes, as the candidate is probably anxious to finalize the offer.
5. Finalize and Move Forward
Did the candidate sign off on the offer letter and other terms of employment? If so, it is time to wrap things up on your end. You have made your way through the process, and you should be proud that you found the right person for the job.
Make sure you tie up any loose ends and prepare for what’s to come. This means filing away any paperwork, such as the signed offer letter, while also getting ready for the on-boarding process. You may have found the right person for the job, but your responsibilities as an HR professional are just beginning.
Organization is Key to Your Success
Even in a small company, one in which you are only hiring a handful of employees each year, it is essential to remain organized. This is magnified in larger companies, as hiring hundreds (or thousands) of employees each year can become confusing.
It is important for everybody to be on the same page. This includes HR professionals, as well as hiring managers.
A lack of organization can make it difficult to make sound hiring decisions. Even worse, it can put stress on the candidate, and that is not something you want. Using Recruiteze as your go-to-choice for an online recruitment system will keep all of your hiring needs organized. Just below you’ll find out how to use it at no cost or obligation.
Here is a statistic from the United States Department of Labor that is sure to put your mind into overdrive:
“The number of hires was 5.4 million in December.”
In the final year of 2015, more than five million people were hired for some type of job. Each person, regardless of position or employer, was provided with a formal job offer. In some cases, this may have been verbal. In others, there was a written offer.
With each new hire, there are many people behind the scenes, such as HR professionals, staffed with the responsibility of ensuring accuracy and efficiency from start to finish.
Now that you have a better idea of what goes into making a job offer, you should be able to achieve greater success with this part of your business in the months to come.
Remember this: your company is only as good as your talent. And hiring the best talent starts with making a job offer.
Do you now have a better understanding of what goes into making a job offer? Are you more confident than ever that you can handle this process and everything it entails?
A Free Online Recruitment System Helps Make Hiring Easy
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