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Simplify Your Hiring Process

Simplify Your Hiring Process

While COVID-19 has upended the job market, companies are having more difficulty than ever finding qualified long-term applicants. A simplified yet strategic hiring process can help.

Ninja Gig has compiled created a step-by-step guide to help HR departments navigate this daunting process.

Step 1: Identify the Need

Make sure you need the position. Create a clear list of responsibilities and tasks for the job, including skills and requirements that are essential and preferable. This first step is also the opportunity to determine:

  • Is the role part-time or full-time?
  • The number of hours per week.
  • Is the position is best outsourced or remote?
  • How much revenue should this job offer?

Step 2: Budget for Advertising

Hiring can be expensive. It’s best to set limits upfront and determine the best online job posting tactics. Online job boards can range from $25 per post to upwards of $5,000 per month. That’s why Ninja Gig has focused on developing an all-inclusive applicant tracking system with a low, flat-rate fee for unlimited job applications online. If you’re using online recruitment for an executive position, recruiting agencies can cost an average of $20,000, depending on the volume and industry. You may also have employee referral bonuses or incentives, travel expenses and paid test projects. Remember to factor everything into your overall budget.

Step 3: Plan

Companies must have a comprehensive idea of what the job entails before posting online and interviewing candidates. Sit down with management and review the following:

  • Hiring timeline
  • Hiring team members
  • Candidate screening criteria
  • Interview questions
  • Follow up and survey with candidates

Step 4: Job Description

Job descriptions serve double-duty, as they can attract qualified candidates and serve as a guide for job hires’ duties. A great job description includes:

  • Compensation
  • Opportunities for learning and professional growth
  • Timelines for candidates accomplishments within the first six months and their first year
  • Consider replacing the traditional responsibilities section with an impact section
  • Includes who the position reports to and if they interact with customers
  • List annual meetings or other company-related activities

Step 5: Promoting Jobs

Once you’ve got your job description in hand, you’re ready to promote it online. We recommend that when you sign up for Ninja Gig, you create a website portal with your custom URL. You can then use this to link on your company website, specialty job boards, social media channels, job fairs and industry publications. Remember, the added benefit of Ninja Gig is that we push your job posting to other job posting sites, such as Indeed, Zip Recruiter, Google Jobs, and more. To learn more about employee referrals, see our latest article, Ninja Gig Explores the Best Source for Qualified Applicants.

Step 6: Screen Applicants

There are several parts to screening applicants. Initially, we recommend a quick video chat or phone call to learn more about them. Here are some tips for this screening phase:

  • Have the candidates share some of their life stories.
  • Ask them to discuss past experiences in detail.
  • Make sure they meet the job criteria by asking specific job-related questions.
  • Ask candidates if they have any questions.

Some employers have paid test projects or personality tests to narrow down the applicant pool after the initial screening. 

Once you have narrowed down the applicant pool, you can work towards in-depth interviews, which are usually conducted in person. If the position is remote, schedule a longer video interview. 

Step 7: Background, Reference Checks, Offer

Once you’ve decided on an applicant, make sure to conduct any necessary background and reference checks before extending a written job offer. Learn more about what should be included in a job offer
Sign up today for a FREE TRIAL and see how Ninja Gig can help transform your online recruitment process.

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The Value of On-boarding

Did you know that the right onboarding team can help a company retain top talent? Yes, it’s true – and especially so in today’s remote work culture. 

No one wants to start a new job and then hear, “Oh, I didn’t realize you were starting today. I’m not sure how to get you set up.” When someone starts a new job, they’re pumped up, ready to tackle new challenges and feel a renewed, refreshed spirit to bring value to the company. If they encounter obstacles getting set up during the onboarding process, this can quickly take the wind out of their sails and leave them with a bad first impression.

Whether your current onboarding process involves lost paperwork, not getting technology set up or notifying current employees of a new hire, the onboarding process directly relates to a company’s culture.

Boost New Hire Satisfaction

According to Gartner, nearly 33% of new hires immediately become discouraged with their jobs if they run into a poor onboarding and training process. Furthermore, they will begin looking for new employment within six months. Additionally, for employees who stay, it takes nearly eight months for their productivity to reach acceptable levels. 

New hires learn about the company through the onboarding process. They learn the ins and outs, the office lingo, about important clients, the company’s organization and whom to contact if they have questions – all of which set new hires up for success. 

Provide a Team

Instead of giving new hires a single point of contact, give them an entire onboarding team, which also helps reduce friction if a new employee and mentor lack compatibility and have different working styles. 

Some companies, such as Zappos, have a month-long onboarding process, while Pinterest focuses on a week-long orientation that includes leadership talks, IT setup and more. 

By taking these steps, you can help ensure that all the effort you put into finding good new hires goes a long way, ultimately resulting in higher job satisfaction rates.


Is your company looking for a top recruiting tool that includes an applicant tracking system? Look no further than Ninja Gig, which offers built-in legally compliant job applications online and helps create an automated hiring process for companies. Interested in trying Ninja Gig? Sign up today for a free trial and see how online recruitment can work for you!

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How to Find Great New Hires During the COVID-19 Pandemic

COVID-19 has left many companies struggling and feeling the economic pain of slow growth. Other industries, such as telecommunications and pharmaceuticals, are experiencing growth rates not anticipated to happen for several more years. 

HR departments and hiring managers have to hire without using traditional in-person interview methods to help meet the changing economic demands. Additionally, they face restrictions on gatherings, business mixers and canceled career fairs. So, what should businesses do?

Ninja Gig has rounded up the top places to find exceptional new hires during COVID-19.

Online Career Fairs

Maybe you wouldn’t typically join a career fair, but today’s virtual versions are great for attracting work from home employees and fostering a remote work culture. Create videos that help your company explain the culture, the positions you’re hiring for and remember to highlight an overview of the company.

Make it easy and straightforward for visitors to ask your hiring team questions. Consider using a free video-conferencing platform and phone number to contact you for a more personalized one-on-one conversation.

Job Boards and Social Media Sites

Post jobs online, on job boards and social media sites. Including details, such as “remote work available,” can also help attract a broader range of talent. Additionally, check out jobseeker groups online, as many talented employees have lost their jobs due to the pandemic and are actively looking online, including on LinkedIn. Update your social sites’ profiles to include that you’re hiring and include a direct link. 

Prior Applicants

Companies should keep a list of prior applicants, and sometimes you’ll find a fantastic candidate who isn’t a good fit for the current job opening, but might be for something in the future. Reach out and see if past applicants are still interested in work, and as a bonus, if you’ve already interviewed them in-person in the past, you won’t feel the pressure of scheduling several video meetings.

Recommendations

Ask team members to recommend friends for positions and offer an employee incentive program bonus for every candidate that gets hired. If employees have previously worked with someone, they will likely recommend someone with good work ethics that will fit in well with your company culture.

Competitions

In some industries, online competitions are a great way to attract talent. For example, some writers will have online short stories contests, engineers have coding challenges and social media gurus might have caption contests. Friendly competitions are a great way to tap into a creative pool of applicants that enjoy working and are up for a good challenge!


Ninja Gig is a comprehensive applicant tracking system for online recruitment that helps Human Resources departments develop an automated hiring process. Our easy-to-use software makes it simple to post legally compliant job applications online. Sign up today for a free Ninja Gig trial and start getting your job postings on Indeed noticed today!

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What is Workplace Discrimination?

You can’t turn on the news or scroll through your newsfeed without reading about discrimination and racism. This two-part article focuses on combatting workplace discrimination, but first, we wanted to explain what exactly defines workplace discrimination. 

Discrimination is when a person or group is treated less favorably due to their personal characteristics or circumstances.

Some discrimination is direct, for example, not hiring someone because of their skin color or religious beliefs. 

Then there are types of discrimination that are indirect, such as imposing requirements that discriminate against certain groups. For example, you may have a policy that requires a specific dress code or hairstyle, but ultimately this could discriminate against certain groups.

Small business owners and employers have legal responsibilities under U.S. federal employment anti-discrimination laws. However, the laws companies are subject to depend on the size of their business.

  • 1 or more employees – Employers must provide equal pay for equal work to both male and female employees. 
  • 15 or more employees – You must comply with the aforementioned equal pay rule based on gender and race, color, religion, sex, national origin, genetic information, disability, sexual orientation and gender identity.
  • 20 or more employees – You must follow all the laws above, but you are also subject to not discriminating based on age. The age factor depends on each state, but with most states, it is 40 and over. 

It’s also important to note that companies may have specific state and local employment discrimination laws they are required to follow. 

Stay tuned for the second part of this article, where we’ll discuss workplace discrimination prevention techniques. 


Ninja Gig offers an applicant tracking system software like no other! Our robust online recruitment software creates an automated hiring process, making it easy for companies to quickly post legally compliant job applications online and track all their applicants in one simple online job application software portal. Act now and sign up today for a free Ninja Gig trial!

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10 Tips for Hiring Employees

Whether you’re hiring onsite or remote employees, hiring the right employee can be challenging. Hiring the wrong employee can be costly, time-consuming and contribute to a negative work environment.

Ninja Gig has compiled the top 10 things HR departments can do to hire the right employee for your organization.

  1. Define the job before hiring an employee. No one wants to interview for a job that isn’t defined. Lack of structure and organization means you could be turning away rockstar employees that see you as unorganized. 
  2. Have an employee recruiting strategy in place. Meet with the hiring manager and teams to help define the role before interviewing applicants.
  3. Checklists for new hires. Streamline the hiring process by having a list that keeps everyone organized and on the same page.
  4. Recruit the right candidates. Develop long-term relationships with potential candidates so that if employment opportunities arise, you can quickly recruit from a large pool.
  5. Review applications and credentials. Have a well-written job description and screen all applicants for the skills, qualifications, experience and characteristics your company needs to fill the role.
  6. Prescreen all candidates. Candidates may look good on paper, but prescreening over the phone will help identify if their qualifications are a good fit. Prescreen for salary expectations too. 
  7. Ask insightful job interview questions. Put together a list of interview questions that can help separate great candidates from below average. 
  8. Always check backgrounds and references. Verify that the applicant has excellent credentials, skills and the necessary experience to succeed. Background checks should include work references, employment references, criminal history and educational credentials.
  9. Factor in considerations. The person you choose should complement the team and bring new skills to the table. 
  10. Extending a job offer. Send a job letter that specifies salary, conditions of their hire and any verbal agreements about benefits.

Ninja Gig is an applicant tracking system for online recruitment. The software is easy-to-use and makes it simple to create a legally compliant job posting. Additionally, Ninja Gig’s advanced applicant tracking system software makes it easy for HR departments to track job applicants and identify the most qualified candidates. Sign up today for a free trial and try Ninja Gig’s automated online job posting software.

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Human Resources Can Help Drive Sales

While many companies look at human resources departments as overhead support, they are critical to helping companies succeed. Human resources can improve business’ returns on their ongoing investments – their employees.

Attracting Talent

Human resources departments need to understand how sales departments are structured, what they are selling and to whom they are selling it to so they can assess the position and help find the best candidates for the sales team.

Sometimes it’s not enough to simply find someone that fits the job. HR professionals can help find a candidate that fits the company, whether it’s someone on-site, remote or available to work on weekends.

Onboarding

Having a seamless onboarding process usually takes several days to weeks. To help save time, have new hires fill out all their paperwork in advance, which helps to reduce overhead time and allows them to start their sales training immediately. 

Family-Friendly Environments

Instead of only focusing on sales numbers, create a family-friendly company culture. You may not have as many sales, but you’ll retain far more employees. Competitive companies that set higher sales goals and don’t focus on a family-friendly environment often experience double-digit sales employee turnover. Unfortunately, we all know that employee turnover affects bottom-line profits. 

Hiring Efforts

While many human resources departments and companies tend to focus on extremes, such as attracting top performers, we tend to overlook that most people are average performers. Focus on attracting average to above-average performers, instead of wasting valuable time trying only to recruit the top tier. By incentivizing middle performers, you can help them become top performers.

Given the right resources, human resources departments can help sales teams find the best candidates to boost their revenue and become a long-term team player. 


Given the right resources, human resources departments can help sales teams find the best candidates to boost their revenue and become a long-term team player. Ninja Gig’s advanced applicant tracking system software makes it easy for HR departments to track job applicants. Sign up today for a free trial and experience Ninja Gig’s automated online recruitment hiring software.

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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 online 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 online job posting 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. 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. Our applicant tracking system will help simplify your online recruitment system with HR compliance.

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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.