1. Search Committee Approach to Hiring
Using Search Committees to Accelerate Your Hiring Process
9/19/2018

2. About Us Expert HR Consultants Customized Approach to Service
Practical, Mission-Aligned
Client-Focused
Using Search Committee Accelerated Approach for since 1996
9/19/2018

3. Learning Objectives
By the end of this session, participants will have learned:
The roles and responsibilities of Search Committees in accelerating the interviewing and selection process
HR’s Role in Facilitating the Work of a Search Committee
Using Metrics to demonstrating ROI to a Search Committee Process
9/19/2018

4. Recruiter Model Fees 20-35% Useful for: Niche Searches
Technical/I.T. Searches
Hard-to-Fill Searches
C-Level Searches
9/19/2018

5. Staffing Agency Model Fees 20-30% Useful for: Entry level positions
Administrative positions
Companies without an HR Department
9/19/2018

6. Typical HR Department Process
Fees: “Overhead”
HR Posts Ad
Receives Resumes
HR Screening
Forward to Hiring Manager
Hiring Manager Interviews
Tells HR who he/she wants to hire
HR handles offer letter
Time to hire: dependent upon the hiring manager
What about indirect costs?
9/19/2018

7. Search Committee Process
A Search Committee is…
Committee designed to help the hiring manager think about the position, candidates, and value to the organization.
Roles can be
Advisory (aka “Panel Interview”)
Participatory
Collaborative
9/19/2018

8. HR & Hiring Manager HR provides “Process Facilitator” role
SME for Process & Best Practices
Keeps Process on Track
Provides most/all communication with candidates
Hiring Manager = Search Committee Chair
SME for Job/Department
Invites/Engages Search Committee Members
Collaborates with HR
Ensures colleagues stay on task
MUST have the trust, commitment, and working relationship with hiring manager!
7/16/2014

9. Pro’s & Con’s PRO’S Collaborative Adaptable and Flexible
Reduces Cost of Hire
Reduces Time to Hire
HR as business partner
Important Teaming Elements
Process Accelerates the more it is used
CON’S
First Time takes a long time
Takes HR Time to Train a Group of Interviewers
Group Think
Candidate Fatigue
EEO Considerations
9/19/2018

10. Chair & Committee Formation
Search Committee Process
HR Preparation
Chair & Committee Formation
Candidate Interviews
Candidate Selection
Draft Position Description
Post Ads
Screen Resumes
Conduct 1st Round Phone Interviews
Draft Search Committee Protocols (Process, Questions, Training)
Have frequent conversations with Search Committee Chair
Facilitate agreement and engagement
This is a custom process developed specifically for 4-H.
What has impressed us from the beginning were our clear instructions from 4-H: This process SHALL be designed with Associates at the center of this project. WOW... As HR consultants, I have to say that we don‘t hear that very much. Usually, position descriptions are a top-down approach – managers decide the position description, HR tweaks it for legal compliance, you use it for hiring and business goes on.
This project began with meetings with your HR Team back in August. They shared with us that the position descriptions here may be outdated. They provided us with your current position description and job title lists, along with the mission and vision of 4-H. These materials gave us a great start.
We have compared your position descriptions and titles to similar national, regional and local organizations – nonprofits, hotels/hospitalities, and for-profit organizations that have similar jobs to yours.
For many job titles, we developed GENERIC position descriptions. You may be wondering where we got our information. We used various sources including:
PayScale
Society for Human Resources Management (SHRM)
Monster, Indeed, Career Builder
Google, related searches
Bridgespan (a nonprofit source that lists different jobs)
DC and Maryland nonprofit clients with similar jobs
4H Current Position Descriptions
PLEASE DON‘T WORRY IF YOU RECEIVED A GENERIC POSITION DESCRIPTION. We‘ll talk more about that very soon.

11. Chair & Committee Formation
Search Committee Process
HR Preparation
Chair & Committee Formation
Candidate Interviews
Candidate Selection
Draft Position Description
Post Ads
Screen Resumes
Conduct 1st Round Phone Interviews
Draft Search Committee Protocols (Process, Questions, Training)
Have frequent conversations with Search Committee Chair
Facilitate agreement and engagement
1st Search Committee Meeting (Team Formation, Expectations, HR Training)
2nd Search Committee Meeting (Semi-Finalist Rankings)
This is a custom process developed specifically for 4-H.
What has impressed us from the beginning were our clear instructions from 4-H: This process SHALL be designed with Associates at the center of this project. WOW... As HR consultants, I have to say that we don‘t hear that very much. Usually, position descriptions are a top-down approach – managers decide the position description, HR tweaks it for legal compliance, you use it for hiring and business goes on.
This project began with meetings with your HR Team back in August. They shared with us that the position descriptions here may be outdated. They provided us with your current position description and job title lists, along with the mission and vision of 4-H. These materials gave us a great start.
We have compared your position descriptions and titles to similar national, regional and local organizations – nonprofits, hotels/hospitalities, and for-profit organizations that have similar jobs to yours.
For many job titles, we developed GENERIC position descriptions. You may be wondering where we got our information. We used various sources including:
PayScale
Society for Human Resources Management (SHRM)
Monster, Indeed, Career Builder
Google, related searches
Bridgespan (a nonprofit source that lists different jobs)
DC and Maryland nonprofit clients with similar jobs
4H Current Position Descriptions
PLEASE DON‘T WORRY IF YOU RECEIVED A GENERIC POSITION DESCRIPTION. We‘ll talk more about that very soon.

12. Chair & Committee Formation
Search Committee Process
HR Preparation
Chair & Committee Formation
Candidate Interviews
Candidate Selection
Draft Position Description
Post Ads
Screen Resumes
Conduct 1st Round Phone Interviews
Draft Search Committee Protocols (Process, Questions, Training)
Have frequent conversations with Search Committee Chair
Facilitate agreement and engagement
1st Search Committee Meeting (Team Formation, Expectations, HR Training)
2nd Search Committee Meeting (Semi-Finalist Rankings)
2nd Round Interviews
In-Person Interviews
This is a custom process developed specifically for 4-H.
What has impressed us from the beginning were our clear instructions from 4-H: This process SHALL be designed with Associates at the center of this project. WOW... As HR consultants, I have to say that we don‘t hear that very much. Usually, position descriptions are a top-down approach – managers decide the position description, HR tweaks it for legal compliance, you use it for hiring and business goes on.
This project began with meetings with your HR Team back in August. They shared with us that the position descriptions here may be outdated. They provided us with your current position description and job title lists, along with the mission and vision of 4-H. These materials gave us a great start.
We have compared your position descriptions and titles to similar national, regional and local organizations – nonprofits, hotels/hospitalities, and for-profit organizations that have similar jobs to yours.
For many job titles, we developed GENERIC position descriptions. You may be wondering where we got our information. We used various sources including:
PayScale
Society for Human Resources Management (SHRM)
Monster, Indeed, Career Builder
Google, related searches
Bridgespan (a nonprofit source that lists different jobs)
DC and Maryland nonprofit clients with similar jobs
4H Current Position Descriptions
PLEASE DON‘T WORRY IF YOU RECEIVED A GENERIC POSITION DESCRIPTION. We‘ll talk more about that very soon.

13. Chair & Committee Formation
Search Committee Process
HR Preparation
Chair & Committee Formation
Candidate Interviews
Candidate Selection
Draft Position Description
Post Ads
Screen Resumes
Conduct 1st Round Phone Interviews
Draft Search Committee Protocols (Process, Questions, Training)
Have frequent conversations with Search Committee Chair
Facilitate agreement and engagement
1st Search Committee Meeting (Team Formation, Expectations, HR Training)
2nd Search Committee Meeting (Semi-Finalist Rankings)
2nd Round Interviews
In-Person Interviews
Final Search Committee Meeting
Candidate Comments
Candidate Rankings
Hiring Manager Final Decision
Salary Offer
Negotiation
Plans for Onboarding
This is a custom process developed specifically for 4-H.
What has impressed us from the beginning were our clear instructions from 4-H: This process SHALL be designed with Associates at the center of this project. WOW... As HR consultants, I have to say that we don‘t hear that very much. Usually, position descriptions are a top-down approach – managers decide the position description, HR tweaks it for legal compliance, you use it for hiring and business goes on.
This project began with meetings with your HR Team back in August. They shared with us that the position descriptions here may be outdated. They provided us with your current position description and job title lists, along with the mission and vision of 4-H. These materials gave us a great start.
We have compared your position descriptions and titles to similar national, regional and local organizations – nonprofits, hotels/hospitalities, and for-profit organizations that have similar jobs to yours.
For many job titles, we developed GENERIC position descriptions. You may be wondering where we got our information. We used various sources including:
PayScale
Society for Human Resources Management (SHRM)
Monster, Indeed, Career Builder
Google, related searches
Bridgespan (a nonprofit source that lists different jobs)
DC and Maryland nonprofit clients with similar jobs
4H Current Position Descriptions
PLEASE DON‘T WORRY IF YOU RECEIVED A GENERIC POSITION DESCRIPTION. We‘ll talk more about that very soon.

14. HR Preparation Draft Position Description Post Ads Screen Resumes
Conduct 1st Round Phone Interviews
Draft Search Committee Protocols
Process, Questions, Training
Have frequent conversations with Search Committee Chair
Align HR as business partner
Show what you will do!
Solve a problem!
Show the value!
You have a binder in front of you. Please open your binder.
You should have:
1.) The PD for your SME area.
2.) Got your red pen? Today is your day with the red pen – you are the editor.
STEP 1: Please verify the Title and Job Summary. (explain red vs. black).
STEP 2: Review the Reporting Relationships Section. What makes sense? What doesn’t make sense?
STEP 3: Review Primary Function & Essential Responsibilities. Please select/circle the Top 20 most important Functions and Responsibilities. What makes sense or not for this job? Please make any edits/changes that are needed to better reflect what this person would do on the job.
STEP 4: Review the Education/Certification Section. (Jacki – explain the grid).
STEP 5: Review the Required Knowledge.
STEP 6: Review the Required Experience. (Jacki – explain the grid).
Amy & and I will be roaming and helping you. Please ask us if you have any questions.

15. 1st Round Interviews HR to conduct 15-20 phone interviews
GOAL: Narrow qualified pool to candidates
Use Pre-developed phone interview guidelines
Take/Type notes and share with the Search Committee.
Use Applicant Tracking System to Rank and Evaluate Candidates
9/19/2018

16. Search Committee Formation
1st Search Committee Meeting
Team Formation
Clarify Expectations
Provide Interviewing 101 Training
Share Candidates & Notes from 1st Round Interviews
Determine & Assign Structure for 2nd Round Interviews
Remember that your Search Committee
is a Team!
Team Formation
Forming
Norming
Storming
Performing
Adjourning
You have a binder in front of you. Please open your binder.
You should have:
1.) The PD for your SME area.
2.) Got your red pen? Today is your day with the red pen – you are the editor.
STEP 1: Please verify the Title and Job Summary. (explain red vs. black).
STEP 2: Review the Reporting Relationships Section. What makes sense? What doesn’t make sense?
STEP 3: Review Primary Function & Essential Responsibilities. Please select/circle the Top 20 most important Functions and Responsibilities. What makes sense or not for this job? Please make any edits/changes that are needed to better reflect what this person would do on the job.
STEP 4: Review the Education/Certification Section. (Jacki – explain the grid).
STEP 5: Review the Required Knowledge.
STEP 6: Review the Required Experience. (Jacki – explain the grid).
Amy & and I will be roaming and helping you. Please ask us if you have any questions.
(SOURCE: Tuckman & Jensen, 1977)

17. 2nd Round Interviews GOAL: Format: Phone or Video Conference Calls
Narrow pool of candidates from to 3-4 Finalists
Format: Phone or Video Conference Calls
Length: minutes
Questions: Draft Pre-Determined Questions
# of Interviewers:
Team of 2: Semi-Finalists
Whole Group: 5-9 Semi-Finalists
You have a binder in front of you. Please open your binder.
You should have:
1.) The PD for your SME area.
2.) Got your red pen? Today is your day with the red pen – you are the editor.
STEP 1: Please verify the Title and Job Summary. (explain red vs. black).
STEP 2: Review the Reporting Relationships Section. What makes sense? What doesn’t make sense?
STEP 3: Review Primary Function & Essential Responsibilities. Please select/circle the Top 20 most important Functions and Responsibilities. What makes sense or not for this job? Please make any edits/changes that are needed to better reflect what this person would do on the job.
STEP 4: Review the Education/Certification Section. (Jacki – explain the grid).
STEP 5: Review the Required Knowledge.
STEP 6: Review the Required Experience. (Jacki – explain the grid).
Amy & and I will be roaming and helping you. Please ask us if you have any questions.

18. Post 2nd Interview Meeting
GOAL:
Evaluate and Rank the Candidates
Decide on 3-4 Finalists
Format Ranking
Discussion Considerations
Facilitate to Closure & Agreement
TIP: Search Committees Love Breakfast or Lunch Meetings!
9/19/2018

19. 3rd Round Interviews Develop “Interview Guides”
Develop Interview Agenda
Who will candidate meet?
How long?
HR ensures the interviews on schedule
Finalize Interview Logistics
Confirm to Committee
Confirm to Candidate
You have a binder in front of you. Please open your binder.
You should have:
1.) The PD for your SME area.
2.) Got your red pen? Today is your day with the red pen – you are the editor.
STEP 1: Please verify the Title and Job Summary. (explain red vs. black).
STEP 2: Review the Reporting Relationships Section. What makes sense? What doesn’t make sense?
STEP 3: Review Primary Function & Essential Responsibilities. Please select/circle the Top 20 most important Functions and Responsibilities. What makes sense or not for this job? Please make any edits/changes that are needed to better reflect what this person would do on the job.
STEP 4: Review the Education/Certification Section. (Jacki – explain the grid).
STEP 5: Review the Required Knowledge.
STEP 6: Review the Required Experience. (Jacki – explain the grid).
Amy & and I will be roaming and helping you. Please ask us if you have any questions.

20. Candidate Assessments
Immediate Feedback from Interviews
HR to Combine/Redact Comments
Prepare for 3rd Search Committee Meeting
Discussion with Hiring Manager
Plan Agenda
You have a binder in front of you. Please open your binder.
You should have:
1.) The PD for your SME area.
2.) Got your red pen? Today is your day with the red pen – you are the editor.
STEP 1: Please verify the Title and Job Summary. (explain red vs. black).
STEP 2: Review the Reporting Relationships Section. What makes sense? What doesn’t make sense?
STEP 3: Review Primary Function & Essential Responsibilities. Please select/circle the Top 20 most important Functions and Responsibilities. What makes sense or not for this job? Please make any edits/changes that are needed to better reflect what this person would do on the job.
STEP 4: Review the Education/Certification Section. (Jacki – explain the grid).
STEP 5: Review the Required Knowledge.
STEP 6: Review the Required Experience. (Jacki – explain the grid).
Amy & and I will be roaming and helping you. Please ask us if you have any questions.

21. Candidate Interviews
Develop Interview Guides for your Search Committees
Develop agenda for the Interviews
Who will candidate meet?
How long?
HR ensures the interviews on schedule
Candidate Logistics
HR’s Role: Keep Agenda on-time, be the “glue” OR “thread” for the candidate
Post-interviews: gather/collate feedback
You have a binder in front of you. Please open your binder.
You should have:
1.) The PD for your SME area.
2.) Got your red pen? Today is your day with the red pen – you are the editor.
STEP 1: Please verify the Title and Job Summary. (explain red vs. black).
STEP 2: Review the Reporting Relationships Section. What makes sense? What doesn’t make sense?
STEP 3: Review Primary Function & Essential Responsibilities. Please select/circle the Top 20 most important Functions and Responsibilities. What makes sense or not for this job? Please make any edits/changes that are needed to better reflect what this person would do on the job.
STEP 4: Review the Education/Certification Section. (Jacki – explain the grid).
STEP 5: Review the Required Knowledge.
STEP 6: Review the Required Experience. (Jacki – explain the grid).
Amy & and I will be roaming and helping you. Please ask us if you have any questions.

22. Final Search Committee Meeting
Meeting Goal
Ranking Process
Listening to Feedback
HR Role
Chair Role
Coming to Closure/Adjournment
TIP: Search Committees Love Lunches!
9/19/2018

23. Making the Offer Collaboration with Chair Final approvals
Compensation decisions
Offer letter
Onboarding
9/19/2018

24. Search Committee Metrics
Develop and track metrics!
Time to hire
Director of I.T. Search: 11 weeks
Manager Search: 6 weeks
Coordinator Search: 6 weeks
Sr. Director Search: 7 weeks
Cost Savings
Use a dollar amount approach
Remember… some searches necessitate going outside!
Know when to use
Make the business case accordingly
Show Value!
9/19/2018

25. Questions? Amy Polefrone President/CEO 410-505-8723
9/19/2018