Attracting Top Talent: How To Prepare Your Job Descriptions To Fuel Your Recruiting Software © 2012 HRTMS, Inc. All Rights Reserved

PART 1 –HIRING THE WRONG PERSON © 2012 HRTMS, Inc. All Rights Reserved

Cost of Bad Hiring Decisions According to SHRM, a poor hiring decision could cost up to five times a bad hire’s annual salary and the higher the person’s position and the longer they remain in that position, the more it will cost to replace him or her According to a recent Career Builder survey, 41% of companies surveyed estimate that a bad hire costs more than $25,000, and 25% said it costs more than $50,000 The Harvard Business Review points out that as much as 80% of employee turnover is due to bad hiring decisions © 2012 HRTMS, Inc. All Rights Reserved

Hard Costs vs. Soft Costs Hard Costs Recruitment advertising Interview expenses (travel, meals, hotel) Employment testing Relocation & career transition Training & orientation Termination costs (COBRA & unemployment) Possible litigation costs (wrongful termination) Repeating the process to replace hire Soft Costs Time spent searching for, training, and orientating hire Decreased office morale Decreased productivity Decrease in quality of product Increased work for other employees Opportunity costs - possible loss of customers, loss of sale, etc. © 2012 HRTMS, Inc. All Rights Reserved

Why Do Companies Hire The Wrong Person Want to fill the position right away and may not think long term Ignore how the new hire will fit into the company’s culture (priorities, mission, way of doing business) Place more importance on if the candidate meets requirements (education/years of experience) instead of if he/she can bring something to the table Many professionals confuse the job description with the job criteria © 2012 HRTMS, Inc. All Rights Reserved

Job Criteria vs. Job Description Job criteria is simply what duties will the employee need to perform While the job description includes what is needed to succeed in the position – Will she be working in teams or individually? – Will she be representing your company in a way that meets your vision/culture? – Will she need to be capable of on the spot problem solving, make critical decisions? © 2012 HRTMS, Inc. All Rights Reserved

The New Job Description Traditionally, job descriptions used skills, duties, and responsibilities to define the job Now, it’s important to place more emphasis on the worker, not just the work, Hence, the competency-based job description © 2012 HRTMS, Inc. All Rights Reserved SkillsKnowledgeBehavior Competencies

Skills vs. Competencies © 2012 HRTMS, Inc. All Rights Reserved Skills Specific learned activities Mopping the floor Stocking merchandise Using the computer Competencies Combination of skills PLUS knowledge and behavior Problem solving Communication Professionalism

What is your Job Description Strategy? © 2012 HRTMS, Inc. All Rights Reserved Are your Job Descriptions fully defined BEFORE the job posting? – Do recruiters modify Job Descriptions when posting requisitions? – Do Managers and Recruiters collaborate without HR involvement and oversight? – Is there enough thought and collaboration with All Stake- holders when a JD is updated? – So lets talk about Job Description Best Practices.

PART 2 – BEST PRACTICES © 2012 HRTMS, Inc. All Rights Reserved

Best Practice: Replace your Word Documents Word Docs are most common format for JDs – Disadvantages: Get out of date almost instantly Are hard to control and manage editing processes Have insufficient Workflow features Its easy to create variations and inconsistencies No integration with other systems #1 Best Practice: Replace Word Docs with a Job Description Management System! © 2012 HRTMS, Inc. All Rights Reserved

Best Practices: Managed Job Descriptions Job Description Management System – Becomes a central repository for all stake-holders: Managers Employees Legal/Compliance Recruiting/Talent Acquisition Performance and Compensation Succession © 2012 HRTMS, Inc. All Rights Reserved

Job Descriptions Access by all Stack Holders Job Description Compensation and market pricing system Performance Management Recruiting/Talent Acquisition Managers and Employees Legal and Compliance HRIS System

Best Practices: Managed Job Descriptions Most companies have reduced their workforce – Doing more with fewer workers… – Which means those employee’s job descriptions have changed. – This trend is likely to continue Anticipate that your job descriptions will continually change, and have a process to deal with it © 2012 HRTMS, Inc. All Rights Reserved

Best Practices: Managed Job Descriptions Group Collaboration and Workflow: – Engage managers to refine job descriptions – Group-level participation – Archive previous versions – Compare old and new to see changes Have HR oversight and approval in the process © 2012 HRTMS, Inc. All Rights Reserved

Role Responsibilities HR Administrator Master Templates Reference Competencies Reference Library Job Families Export profiles Workflow Process with Managers/Committees Review/Accept changes Assign employees to jobs Process New JD Requests Manager/Committee Review Job Description for accuracy Edit and revise: Competencies Job elements Descriptions Specific skills and responsibilities Education and certifications

Best Practices: Managed Job Descriptions Consistent Template-based Structure – Easy-to-use web-based editing Choice-lists and option selectors where possible – Standardized statements Content library with pre-defined descriptions Reusable elements such as competencies – Validations during the edit process © 2012 HRTMS, Inc. All Rights Reserved

Best Practices: Managed Job Descriptions Education and Requirements – Standardized options and terminology Choice lists for required and mandatory levels © 2012 HRTMS, Inc. All Rights Reserved

Best Practices: Managed Job Descriptions Managing Compliance – FLSA determination Provide detailed collateral for exemption determination Online questionnaires to determine exemption – ADA Supporting documentation Physical requirements in a standardized format © 2012 HRTMS, Inc. All Rights Reserved

Best Practices: Managed Job Descriptions Scope Indicators to give a 3D perspective of the Position: – People management – Problem Complexity – Problem Solving timeframes – Freedom to Act – Impact and consequences of failure – Liaison/Interface – Financial and Budget responsibilities © 2012 HRTMS, Inc. All Rights Reserved

Best Practices: Managed Job Descriptions © 2012 HRTMS, Inc. All Rights Reserved

Best Practices: Job Families Group Jobs into logical career paths – Gives employees and candidates a clear perspective of their future – Show incremental responsibilities and duties – Basis for job evaluations and salary banding – Visual tools to see progressions © 2012 HRTMS, Inc. All Rights Reserved

Best Practices: Job families

Best Practices: Job families – Side by Side

Best Practices: Job Evaluations Integrate Job Evaluation with Job Description – Determining the Salary grade requires a detailed understanding of the scope and level of responsibility – Its critical to get the Job priced correctly One of the key issues with recruiting top talent Total comp needs to fit into the overall company budget and guidelines Job Leveling/banding need to reflect industry trends © 2012 HRTMS, Inc. All Rights Reserved

Best Practices: Managed Job Descriptions Other Features – Role-based security and access control – Multiple formats for different audiences E.g., Views for Recruiting, Compensation and Employee – Multiple Language support – Attachments and questionnaires This concludes the Best Practices section. © 2012 HRTMS, Inc. All Rights Reserved

PART 3 – CASE STUDY OF XEROX © 2012 HRTMS, Inc. All Rights Reserved

Job Descriptions Historically: – Duplication of effort – Potentially out-of-date descriptions – Lack of consistency – Variable quality – Little integration with other systems & processes – No central repository – Some regional systems 136,000 employees worldwide 160 countries: Europe, USA, Canada, Developing Markets

Global Job Library – Desired State One central repository for all key job descriptions Consistent, concise and easy to update Multiple languages Foundation element for global HR systems “The failure to have a clear and unequivocal perception and definition of what work is, is the source of inordinate confusion and a costly waste of effort.” Elliott Jaques – Requisite Organization

HRTMS Case Study: Xerox © 2012 HRTMS, Inc. All Rights Reserved Background – Global enterprise with 59k employees – Uses Taleo Recruiting software Problem: – No centrally located Job descriptions – Recruiters had a version in Taleo that was mostly out-of-date – Different versions of Job descriptions in other applications – No process to manage and verify job descriptions – Inconsistent job postings – Positions were not aligned or consistent across countries

HRTMS Case Study: Xerox © 2012 HRTMS, Inc. All Rights Reserved Solution - Implemented HRTMS Jobs Steps: – Defined a Master Template with comprehensive scope statements to fully describe the positions at Xerox – Migrated Job descriptions from internal applications/Word Documents to HRTMS – Defined Standard Statements and reusable elements – Identified the elements needed for Talent Acquisition (Recruiting) – Implemented Multi-Language support

Foundation Data Global Job Library Talent Acquisition Performance Management Succession Planning Global Data

Opportunities Short term: – Gather existing job descriptions into one place, in one format – accessible globally – Consolidate multiple descriptions – Simplify maintenance Medium-term – Integrate with HR systems Long-term – Integrate Job Evaluations/Leveling – Integrate with Performance/Succession Global Job Descriptions enable consistent hiring and management practices.

Benefit to Xerox: Integration Integrate with Talent Acquisition system – Updated, accurate job & candidate descriptions – Reduced time to create job postings Integration

Xerox: Integration with Talent Acquisition Data extracted from key parts of the job description - Position Description - Scope & Main Responsibilities - Candidate Description – “Ready to export” flag – Reformatted Text to conform to Taleo Requirements

Xerox HRTMS-Taleo Integration © 2012 HRTMS, Inc. All Rights Reserved

Xerox HRTMS-Taleo Integration © 2012 HRTMS, Inc. All Rights Reserved Combines elements from Job Description into a single description for Recruiting

Xerox HRTMS-Taleo Integration Integration Process – Consolidate Job Descriptions into an export file – Daily feed to Talent Acquisition system Global Implementation Team – Xerox / HRTMS / Talent Acquisition JD in HRTMS Xerox Firewall Job Posting in Talent Acquisition

Benefit to Xerox: Multiple Languages Requirements: – One job description identifier – multiple languages – Facilitate process of translation and validation – Central file of translations for re-use – Reusable elements in Job Description master Multiple Languages

© 2012 HRTMS, Inc. All Rights Reserved Job Description in German

Multiple Languages Translation is an expensive business Consistency across job descriptions is desirable Reusable, standard statements are highly beneficial Build into master template for all job descriptions Offered as choices when building a job description Reusable statements Translation costs

Reusable Standard Statements

Benefit to Xerox: Eliminate Duplication Task: – Compare Job Descriptions in order to create Global Job Descriptions. Tools: Job families Advanced search Eliminate duplication

Advanced Search

Related Jobs

Taleo Integration Hrtms Jobs Jobs marked as Ready Nightly FTP Feed to Taleo Taleo Recruiting Job Description updated Key values passed Back to HRTMS © 2012 HRTMS, Inc. All Rights Reserved

Xerox-Taleo Integration © 2012 HRTMS, Inc. All Rights Reserved Job Description in German

HRTMS Case Study: Xerox © 2012 HRTMS, Inc. All Rights Reserved Multi-Language Support – Xerox uses the Multi-Language feature of HRTMS Jobs – Jobs are defined and validated in HRTMS – Translation teams around the globe access the site to translate phrases Each phrase is only defined once to save on translation costs – Job descriptions are generated in 10 other languages and are consistent with the bases English version.

Xerox Multi-Language © 2012 HRTMS, Inc. All Rights Reserved Translation Phrase Table

Xerox Multi-Language © 2012 HRTMS, Inc. All Rights Reserved Job Description in German

Xerox Summary HRTMS Implemented in 2011 – Nightly transfer of data to Taleo Multiple-Language support added 2012 – Translation is in process 2013 activities: – Job Evalutions – Succession Integration – Performance Integration © 2012 HRTMS, Inc. All Rights Reserved

PART 3 – OPTIONAL DEMO © 2012 HRTMS, Inc. All Rights Reserved

PART 4 – SUMMARY/WRAP UP © 2012 HRTMS, Inc. All Rights Reserved

Tips on Improving Your Job Description Focus on the worker not just the work Write your job description in accordance with your corporate culture and goals Understand what competencies a candidate should possess for not only that job but also any promotion opportunities Involve those currently in the position while writing the job description Keep your job descriptions up to date by taking a fresh look at your needs and the skills you’d like to add to your team © 2012 HRTMS, Inc. All Rights Reserved

Summary of Benefits Gives recruiters and interviewers a more effective and equitable way to evaluate job applicants Precisely outlines the competencies, skills, and requirements of the job for easy job posting construction Classifies the legal and regulatory agency requirements so that they are accurately reflected in the job posting Identifies the type of candidate that will help you meet your goals while adhering to your company's culture and philosophy Standardizes your recruitment strategy © 2012 HRTMS, Inc. All Rights Reserved

Questions © 2012 HRTMS, Inc. All Rights Reserved

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