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Why Some Employers Should Accept Job Applications, Even If They Aren’t Hiring

Whether you have a job opening or not, you might find that you occasionally receive unsolicited resumes from applicants. For some employers, this may raise issues for record retention and unlawful discrimination, but for others, having a supply of resumes on hand can be a lifesaver. 

Many industries benefit from having an open-ended supply of resumes on file. This is particularly true for industries that have entry-level jobs and higher turnover rates, such as restaurants and fast-food chains. This allows them to quickly fill open positions while avoiding the hassle and expense of advertising. Even if a company has highly skilled positions, niche jobs sometimes require keeping possible resumes on hand, as this can help eliminate months of advertising to find qualified applicants. 

However, it is important to note there are some legal issues with accepting unsolicited applications and resumes.

  • Record Retention – State and federal employment laws require employers to retain all resumes or applications for a minimum of one year, sometimes longer. If an employer reviews unsolicited resumes and applications, regulations define that as being considered for employment, which means they must be retained according to employment laws.
  • Unlawful Discrimination – Accepting and reviewing unsolicited resumes and applications could potentially expose the employer to unlawful discrimination claims. Government regulations require that employers conduct any recruitment and hiring in nondiscriminatory ways when it comes to protected classes, such as gender, age and disability. Having an inconsistent company policy of not accepting or accepting unsolicited resumes may make the employer liable for discriminating against protected classes. 
  • Affirmative Action – Federal contractors that are subject to affirmative action obligations are required to capture all applicant demographic data. If there is no clear policy in place, this data may be overlooked, subjecting employers to violations.

The bottom line is that unsolicited resumes benefit many companies, while they may be a liability to others. Consult with your legal department or review state and federal guidelines to help make an educated and informed decision about this practice.


Ninja Gig offers a convenient solution for employers that are looking for job application software. With our advanced automated hiring process, you can easily accept job applications online and retain them in our system. You can also make sure that you offer legally compliant job applications. If you want to learn more about our online recruitment software, sign up today for our exclusive, free trial. Let Ninja Gig help you transform your hiring practices!

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How Automation Will Transform the HR Industry in 2020

Attention-grabbing headlines, such as “Robots conduct job interviews,” sparks panic in today’s job seekers. Artificial intelligence (AI) is on the rise, and we are moving towards a more automated hiring process and future, which is destined to transform the workplace. 

HR needs to stay one step ahead, and leverage automation to further streamline tasks, freeing up valuable time for strategic thinking and product creation. Whether using automation for payroll, time tracking or an online applicant tracking system, today’s automated technologies can help improve outcomes, reduce redundancy and minimize human errors.  

The following offer some great starting points for businesses in 2020.

Performance Management

While large corporations employ more standardized tracking processes, many small and medium-sized companies often have informal processes, which means that the conversations only occur after employees miss performance benchmarks. Some companies don’t have any formal benchmarks, which makes it challenging to objectively assess performance, including what employees may need additional support or training. If managers could receive automatic alerts as soon as employees falter, they could better reach out and help them get back on track quickly. Having automated performance management would minimize potential losses when it comes to employee turnover.

Onboarding

An employee’s first day of work sets the tone for their experience. Many companies don’t have organized onboarding experiences, which means that sometimes employees show up, and they don’t have email credentials, much less a desk or computer. Worse, their new team is in meetings all day, which leaves them sitting there and fending for themselves while trying to track down equipment and get trained. 

To help make sure that employees have a more positive onboarding experience, standardize this process. For example, once a candidate is hired, an offer letter should be automatically sent to the candidate. Once they e-sign, it can trigger HR and the IT team. The IT team can then work on creating network credentials, an email address and setting up a computer for the new hire. The HR team can then send out a welcome kit, and send calendar invites for their first day of work, including any calls or meetings they will need to attend. By automating the onboarding process, companies are setting employees up for success. 

Offboarding

Just as the onboarding process with new employees should be seamless, so too should their last day. A positive exit interview will help set the tone for former employees if they refer people or even if they want to return to work at a later time.

Similar to onboarding, offboarding involves a different set of documents, such as transition paperwork, final meetings and an exit interview. Based on when an employee leaves, it can trigger actionable items for both HR and IT, such as removing network credentials, archiving emails, and changing employee’s benefit status. 


Ninja Gig works with companies of all sizes, allowing them to create the first step in an automated hiring process, which starts with accepting job applications. Online recruitment has never been more straightforward, and when you sign up with Ninja Gig, it’s easy to promote jobs and even easier for qualified applicants to apply. Sign up now for your free trial and start getting your online job applications in front of applicants today.

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Are Your Employees Constantly Leaving? Enhance Your Retention Practices

Retention is always a hot topic among HR managers these days. As professionals are afforded many opportunities of where they want to work or establish a career, having top talent on your staff is one thing, keeping them part of your staff is certainly another.

Sapling, a provider of on-boarding and HR software, recently reported a series of best retention practices for HR professionals. While some points are common HR knowledge, others will be a great addition to your arsenal of retention tools.

Create New Hire Retention

Ever have a new employee leave shortly after they were hired? There are a few reasons why and “employees who experienced a poor on-boarding experience” is one of them.  Sapling states that creating an efficient on-boarding process right from when they are hired is essential to ensuring a new employee stays for a longer term. In fact, companies that have a proven on-boarding process improved their new hire retention by 82 percent.

 

Update Compensation Plans Regularly

It’s in anyone’s nature “to follow the money and benefits.” Sapling reported that a competitive compensation package is the most attractive factor when candidates are considering a new job. So, if your company isn’t adjusting or “sweetening the compensation plan” regularly, you could more than likely lose out on the talent you want.

 

Establish Career Paths and Development

It’s common for employees to “move on” for career advancement. So, it’s important to explain and demonstrate to employees that they may have an opportunity for growth in your company. As a HR professional, map out a career path and help them get there through employee development opportunities. This not only helps your company surpass a skills gap, but allows candidates to move into key leadership roles when they become available.

 

Reexamine Benefits and “Perks”

It was also revealed that employees “would switch to a job that allows them flextime, while 37 percent would switch to a job that allows them to work off-site at least part of the time.” In other words, (and it may vary from company to company) most people would appreciate a better work-life balance.

There’s enough competition just to find and hire a qualified employee with the ideal skill set. Retaining can them can almost be as difficult. This means reestablishing your best retention practices, and enhancing the employee experience in your organization.

By signing up with Ninja Gig, companies easily promote openings using online employment applications. Online job applications make it easy for qualified applicants to apply. Sign up now for your free trial and get your online job applications in front of potential candidates now.

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Three Basic HR Best Practises You Should Never Ignore

Human Resources may not be the easiest department to work for in a company. During any given week, HR professionals are often known to break the good news with the bad; hiring a key candidate or turning one down; organizing certain roles during restructuring;  all the while hiring, recruiting and retaining top talent.

Contrary to popular belief among employees (and even HR professionals), the bad doesn’t always outweigh the good, and best practices are constantly being established to ensure this.

In an article on recruiter.com, one best practice to always resort to is creating an employee feedback system. Feedback is an effective means of learning more about suggested changes. Perhaps start conducting what recruiter.com calls employee satisfaction services, or create feedback channels to stay current on certain issues within a company and employee’s concerns.

In the same article, it explained that HR professionals should implement special incentives or performance-based bonuses among employees. While a common practice, it always feels good to be rewarded for hard work and when accolades come down from upper management, it not only maintains good morale, but productivity as well.

The topic of recruiting practices can be discussed until eternity, and is a hot topic all its own. To offset some of the challenges of recruiting, creating and maintaining talent pools is essential for any HR pro.

Talent pools are basically a database of potential candidates to resort to in the time of hiring. According to Monster.com, talent pools are “a contingency plan and can result in reducing costs or time and productivity is not affected too much by a skills shortage. According to Monster.com, some effective ways of building a talent pool include:

  • Remember Previous Potential Applicants: Even though a previous candidate didn’t receive that final offer, it doesn’t mean their skills and qualifications are at a loss for future roles. File their resume (and any additional documents) and add them to “your pool” for reference down the road.
  • Network, Network, and Network:  Trade shows, industry conferences, association meetings, to name a few, are all effective ways of meeting and interacting with potential candidates for future hires. Ask for business cards, request a CV, or basic contact information (and adding separate notes) for your data base is a great way to increase references for the future.
  • Online Searches: This day and age networking is not limited to industry functions. Facebook, LinkedIn, MySpace and several social networking sites make it so simple to reach out to a potential candidate. This is also something to do when the time allows and always keep their details in a data base.

 

Most of all, Monster.com recommends to keep your talent pool small. It should only contain professionals who will make a difference to your company. Also, the more effort you take to create a solid talent pool, the less work will be required when it comes to the hiring process.

By signing up with Ninja Gig, companies easily promote openings using online employment applications. Online job applications make it easy for qualified applicants to apply. Sign up now for your free trial and get your online job applications in front of potential candidates now.

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Rejecting a Candidate for a Role? Here’s How to do it the Right Way.

Although a relatively short process, rejecting a candidate from a role after a short while after interview takes some professionalism, courtesy, and diligence. A bad rejection method can result in a negative reputation about your company, its culture, and can even damage your company brand.

Remember, a candidate is part of your industry and word of mouth spreads quickly, especially if they didn’t take the rejection well. Plus, it’s always important to maintain a relationship with a skilled candidate for a future hire. Just because they were turned down for one role, doesn’t mean you can’t contact them in the future for a more suitable one.

So, when the time comes to reject a candidate be courteous, diplomatic, and responsive.

According to theundercoverrecruiter.com, when the call comes from a client or an executive naming their choice for a role, let the candidate (s) know as soon as possible. After all, it can be stressful process with hopes of a new role on the horizon. Informing them that they didn’t get the role means they can simply move on to other endeavors.  Also, in some cases, it’s more appropriate and professional to take a few minutes do it over the phone, especially if it was a long multi-interview process.  Be respectful, talk to them, and break the news in a gracious way.

Even though hiring managers receive dozens of resumes for one position, they should be as courteous as possible to all applicants before moving to the next round of interviews. This means reaching out those who were not selected. A common practice is a rejection email template. These not only save time, but it also lets the applicant know that they were not selected for the position.

In fact, according to a survey conducted by Indeed, “44 percent of candidates said they waited up to two weeks for a response, while 15 percent waited months. Additionally, “55 percent revealed the digital hiring process has made the experience more inefficient and their resume seems to disappear.”

Choosing your words carefully and being kind and considerate is always essential to ensure the applicant will still have a positive perception of your company. Indeed suggests some of the following tips to create an effective, yet positive rejection email template:

  • Be Polite
    First off, always being polite. Saying “thank-you for their interest in your company, the time they spent completing an application, and the efforts made for the interview (if applicable) is always important.  While courteous, it also demonstrates that you value an applicant’s time.

 

  • Make it More Personal
    It’s true that a rejection email template can be a little cold or too general. So, Indeed suggests including the applicant’s name, the title of position they applied, a note relating to a previous conversation, and mention a specific positive attributes (s) to their skills.

 

  • Suggest Applying for Another Role in the Company
    In the event a candidate was turned down for the desired role, yet they would have been a good fit for the company with their skills, let them know in a simple sentence. There are many reasons why an applicant doesn’t get hired. So, you may want to encourage them to apply for other opportunities in the future and keep their resume and contact information in your data base.

Rejecting an applicant doesn’t have to be a difficult or pessimistic experience. Regardless of the method you do choose, being courteous, diligent and professional is the best way to avoid any hardship or resentment towards you and your company.

By signing up with Ninja Gig, companies easily promote openings using online employment applications. Online job applications make it easy for qualified applicants to apply. Sign up now for your free trial and get your online job applications in front of potential candidates now.

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Three Red Flags to Look for when Interviewing an Applicant

Realizing an employee is not an ideal fit for your company or doesn’t perform up to certain standards – after they have been hired – is frustrating for any hiring manager. After all, the interview process can be long, often challenging, and provides added cost for your company.

Short of predicting the future with a crystal ball, the process of screening resumes and interviewing is crucial. While hiring managers or HR professionals can learn only so much from a candidate from resume and series of interviews, there are certain indicators to realize well before the interview is over.

Character goes a long way for a candidate, and even further for hiring managers. For instance, before the screening and interview process begins, thebalanacecareers.com suggests some key examples to follow to ensure not all is lost after a hire.

Make Sure Candidates are Familiar with Your Company

Enthusiasm is important in the eyes of hiring managers. So, the more a candidate understands a company’s service or product, the more it says about their preparedness, research skills and how enthusiastic they are for the position. In the event a candidate doesn’t demonstrate all that much knowledge, it simply reflects a lack of enthusiasm, and in turn, little interest in the goals a company wants to achieve.

Request Proof of Experience

This may seem like a no brainer, but according to the balanacecareers.com “nothing is more telling than candidate who can’t provide a detailed answer” of a previous role or accomplishments. A portfolio of work, documented success, specific procedures and responsibilities of a role should all presented and credible. So, it’s recommended to watch for vagueness, evasiveness, or not providing a credible answer at all.

They Don’t Take Responsibility for Past Actions or Mistakes

Not every candidate is perfect. Hiring managers know this. A sure fire red flag, according to thebalanacecareers.com, is when a candidate repeatedly blames coworkers and managers, limited resources, or team members for past mistakes (if requested by the hiring manager).

It can demonstrate how poorly they are at accepting responsibility or can’t effectively solve their own problems. In the event a candidate was fired in a past role, listen to their reasons. If they are blameless, couldn’t admit to errors, or seems they are evading the truth, it may be wise to simply pass on the candidate altogether.  It’s always best to ask for the truth. The right candidate will clearly admit to errors and explained how they resolved them.

 

It’s never easy to find an ideal employee. By following some simple guidelines and using common sense, screening and interviewing an employee will become easier, more efficient and time well spent.

By signing up with Ninja Gig, companies easily promote openings using online employment applications. Online job applications make it easy for qualified applicants to apply. Sign up now for your free trial and get your online job applications in front of potential candidates now.

 

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Why Employers Should Consider Hiring College Grads

There’s always a certain risk when hiring any employee, regardless of his or her experience. Sure, there might be a greater chance to take with a less-experienced, college grad over a more experienced candidate. Yet, while it all depends on the role, there are substantial benefits in considering those who are fresh out of school and they shouldn’t be entirely disregarded during the hiring process.

The number of college grads looking for their first career job is vast. According to the National Center for Education Statistics, hundreds of thousands graduates graduate every year, ready to take on a new, challenging role in their field of study.

So, should they be considered for a job in your company? Certainly. Here are some reasons why.

Motivation and Dedication

As thousands of grads look for a job in their field every year, achieving an entry-level role can be competitive. According to LinkedIn, this can be a strong motivator to learn, be motivated and develop a deep commitment to a company. An added benefit is that managers can train new grads more easily to company policy and best practices, without dealing with prior work habits they developed from a previous employer.

Grads Have More Experience Than You Think

Even though a college grad may have little professional experience and training may be inevitable, it’s important to realize they have something to offer many companies. This includes being current with the latest software systems, best practices, and even industry trends, regardless of the field. While this may not be equivalent to say, 10 years of experience, a company can save costs, time and effort in training. College grads can even be a great source of new information and bring insightful, fresh ideas to the table.
Develop Talent for the Long-Term

According to LinkedIn, a college grad’s commitment to performance, development and advancement has many benefits for a company. This is good news for college grads as companies recognize these characteristics as valuable qualities. Also, by allowing those to learn and grow into their role could potentially mean future advancement and success – not only for the grad but for a company as well.

By signing up with Ninja Gig, companies easily promote openings using online employment applications. Online job applications make it easy for qualified applicants to apply. Sign up now for your free trial and get your online job applications in front of potential candidates now.

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Should You Use Online Tools to Better Understand Job Applicants?

With all the latest developments in digital recruiting tools, are the days of sifting through resumes, conducting interviews, then making a final offer to a candidate over?
Not quite, but the times and hiring practices are certainly a’ changing.

So, with a plethora of new recruiting tools available to help provide a more selective and efficient hiring process, it never hurts to try new methods. Here a few online tools suggested from Hire by Google to help you better screen candidates and provide a more streamlined approach for your next hire.
1. JobPal
AI or artificial intelligence-powered chatbot-based systems are growing in popularity among hiring managers, especially when it comes to sourcing, screening and nurturing candidates. Tools such JobPal addresses simple questions from potential candidates, collects and screens resumes, recommends qualified candidates, and even schedules interviews. It also can also work across a variety of platforms to include your company’s website, Facebook Messenger, and Skype.

2. Maya
Imagine a tool than can ask an applicant questions right after they’ve applied for a job and move the potential ones through your hiring process? Maya and its AI tech can do this and a lot more. It can also request information about experience, previous or current roles, and even specific questions on topics and skills related to the job description.

3. Interview Mocha
Testing skill sets is common for any job candidate. It affords the ability to better examine knowledge and overall qualifications. With its vast range of functions, Interview Mocha has more than 1,000 tests available that cover many industries. Hiring managers or HR professionals can also customize and add questions or even develop new tests altogether with help from its support team.

4. My Ally’s AI assistant
This tool is like having recruiting coordinator, while not actually having one. This smart-assistant tool, again, utilizes AI tech that’s designed to schedule interviews, book conference spaces, reschedule meetings all via email, texting or online chat.

These are just a few of the digital recruiting tools available and are all certainly worthwhile to check out and try. While they cannot replace a face-to-face interview, they can potentially save time, effort, and provide more efficiency to your hiring process.

By signing up with Ninja Gig, companies easily promote openings using online employment applications. Online job applications make it easy for qualified applicants to apply. Sign up now for your free trial and get your online job applications in front of potential candidates now.

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Why Your Company Should Consider Referrals

In an age where online job postings are king, the age-old “referral method” is overshadowed as a means of finding that right candidate for a role. In fact, more often than not, existing employees can potentially be that key link to a successful hire, providing HR professionals with an efficient process of filling an available opening.

There’s no doubt that the standard hiring process is a tried-and-true practice with great results. However, in an article on Jobvite.com, organizations that use employee referral programs for potential new hires – as well as those using ATS software – reported “that these employees draw a higher volume of high-quality candidates.” Plus, the potential hires are more likely to be a better fit for a company than non-referral candidates.

According to LinkedIn, hiring a referral is also a method that can provide several benefits to a company as a whole including:

  • Time Savings: In a study conducted by the Society for Human Resource Management, the average time it takes to fill a given position is 42 days. A referral can offset this time considerably as the whole process of creating a job posting, screening resumes, and conducting interviews for a shortlist of candidates is often eliminated.
  • Offsetting Internal Costs: There are always several costs that can be endured during the hiring process. Staffing agencies, online Job boards/fairs, advertising, candidate travel fees, background checks, and drug testing are just a few of them. In fact, according to the same study by The Society for Human Resource Management, the average cost-per-hire is approximately $4,129. While it may still take some time and effort when considering a referral, much of these resources – and the costs that go along with them – are often not required.
  • Higher Employee Retention: According to an additional article on Jobvite.com, companies experienced a 46 percent retention rate after one year compared to 33 percent from career sites and 22 percent from job boards. Additionally, employee referrals resulted in a 45 percent retention rate after two years; more than 20 percent from job boards after two years; and 14 percent after three years.

Although the conventional hiring process is still a great way for companies to fill a position with highly experienced candidate, a referral is just one efficient method to consider when trying to hire the right employee for your team and company.

By signing up with Ninja Gig, companies easily promote openings using online employment applications. Online job applications make it easy for qualified applicants to apply. Sign up now for your free trial and get your online job applications in front of potential candidates now.

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Three Great Ways to Find Top Talent for Your Company

There are many benefits of hiring top talent. Productivity, meeting company objectives, increased motivation among co-workers…the list of incentives go on. While attracting top talent to your team is one thing, finding an employee with the talent you require is certainly another.

There are presently many employment opportunities across all spectrums of the workforce in the U.S. However, finding ideal candidates with the same drive for success can often be time consuming and present all sorts of challenges. As there are many hiring methods used by hiring managers and HR professionals, here are three great starting points to begin your search of finding top talent for your company.

  1. Network, Network …and Network

Attending trade shows, conferences or other industry-related events overtime can no doubt lead to developing a plethora of contacts and potential great hires. According to Fundera.com networking is a “tried-and-true-way” to seek out new employees. It also allows you to recognize the hiring atmosphere of an industry, establish stronger rapport with potential candidates and even recognize skill sets and experience more easily.

Networking is not just limited to industry-related events. Online business and employment-oriented services such as LinkedIn are great ways to source talent. Many offer a bevy of features including customized profile searches, the ability to connect with contacts directly related to your industry and allow you to join professional groups with like minded industry peers.

  1. Get Creative with Job Postings

Any industry has its own required skill sets, specific roles and terminology. Fundera.com suggests that by including your business’s personality and values through job postings candidates can more easily understand if they would be a good fit within the company’s culture and/or the specified role.

Also, be very specific – rather than vague – in a job description. By including distinctive terminology, responsibilities and/or criteria only experienced employees would understand, it allows you to see if a potential candidate identifies with the role, if they understand the responsibilities, and have the desired experience.

 

  1. Persistence and more Persistence

For some hiring managers and HR professionals, finding top talent is like finding a needle in a haystack. According to LinkedIn, thousands of resumes are posted on popular online job sites every day like Indeed.com. While this may result in searching through many profiles and online resumes, chances of success are far greater if this is a consistent practice.

It also means each new search presents new opportunities to find top talent. However, as not all employees are the same to all employers, searches can be simplified by using effective keywords or utilizing functions such as custom-tailored, daily Resume Alerts.

 

Finding an employee may not be difficult, but finding one with the talent you need might be. While there are many tried-and-true methods among HR professionals and hiring managers, these are just a few starting points that may lead to finding that top talent your company requires for long term success.

By signing up with Ninja Gig, companies easily promote openings using online employment applications. Online job applications make it easy for qualified applicants to apply. Sign up now for your free trial and get your online job applications in front of potential candidates now.