Before we begin… This session is CM222-1 ‘ Finding and Hiring Top Talent ’ A word on the handout Cell phones off pleas

1. Before we begin… • This session is CM222-1 ‘Finding and Hiring Top Talent’ • A word on the handout • Cell phones off please • Don’t forget the survey… About this session… • HR is a HUGE topic • “Hiring” is pretty big slice… • Focus on the fundamentals Housekeeping HR Me

2. Masters in Production Management • Over 17 years of CAD experience • AutoCAD 11 thru Revit MEP • 10 years of CAD Management • HR – on and off for 9 years, held the title for 4 years • Mgr. of Technical & Human Resources for HC Yu and Associates, Consulting Engineers (www.hcyu.com) • Board member of our local users group (www.ramlug.org) • Independent consultant… About Me By Veronica

3. It used to be so easy! • Market was all but flooded • Labor was less expensive • Things were relatively simple… What happened?? • Like everything else… Things got complicated. • “What does ‘Recession’ mean to me?” What can you do about it? • Depends a little bit on who you are… • There is a place for almost everyone in the hiring process! Why are we here?

4. The Hiring Process How do you know you are doing everything you can to find the best people? The same way you know you a project gets done right – develop a process and stick to it…

5. Finding and Hiring Top Talent Paul Kirill Manager of Technical and Human Resources HC Yu and Associates, Consulting Engineers

6. Why bother? • Consistency • Apples-to-Apples • Gives you something measureable The steps: • Preparation • Finding candidates • Interviewing • Hiring • Orienting… • Training… • Monitoring… The Hiring Process The hiring process doesn’t stop at a signed offer letter, but this session does…

7. Your “Hiring Quotient” Before we get into it, there are some questions you should ask yourself and keep in the back of your mind as we move forward. They will help you understand your place in the big picture and put things into perspective.

8. Do you believe people are the most important asset a company has? Are you willing to take on additional responsibilities beyond what you currently do? Do you believe that filling positions with the right people will improve everyone’s performance? Do you understand and support your company’s strategic needs? Are you familiar with you firm’s current hiring procedure? Your “Hiring Quotient” Am I Willing? Am I Ready? • Do you understand the concept of corporate culture and its importance in the hiring process? • Are you familiar with your company’s mission statement? • Are you comfortable in your role and see where you can support the hiring process? • Can you put your hands on a current job description for your position?

9. Are you comfortable networking and meeting new people? Do you know the difference between an Active and Passive candidate? Have you ever considered alternatives to “full time” and how it could work in your environment? Does your company have an Employee Referral program? Are you in a position (formal or informal) to encourage others to recruit for your firm? Your “Hiring Quotient” Can I Find Them? Can I Close? • Do you spend at least 30 minutes preparing for an interview? • Do you evaluate candidates immediately after the interview? • Do you know there are things you cannot ask someone in an interview? • Do you check references? • Do you keep resumes “on file” even if the candidate didn’t get the job? If you answered ‘yes’ to all of these, then what are you doing here??

10. Preparation Before you jump right into searching for that perfect candidate, it is important to stop and take a look around. You can’t possibly know the perfect candidate when you see them without understanding what makes them perfect.

11. What makes the “perfect candidate”? • I can’t answer that… • Every company is different • Define it by looking at 3 things… 1. Your Environment 2. The part you play 3. The part they will play Preparation

12. Corporate Culture • Company Mission, Vision, Values • What are the “drivers”? • Management Style • Employee Climate • Dress code • Subcultures? • Who works here?? Physical Environment • Technology • Furniture • Office location Preparation: Your Environment ?

13. Hiring Manager • Work directly with HR department • Recruit and hire • Manpower projections • Total control of the hiring process • You tell HR when to start the checks Independent Manager • Critical to the hiring process • Participate in recruiting efforts • You interview pre-qualified candidates • HR asks you what they should be looking for • Candidates you recommend get hired Preparation: Know Your Role

14. CAD Manager • Plays some part in the hiring process • Participate in resume review • Sit in on interviews • Your recommendations are important • Or, none of the above Informal Leader • Don’t participate, but wish you could • Better understanding of the qualifications • Somehow responsible for the success of new hires Preparation: Know Your Role

15. The Job Description • What is it? • Think of it as a shopping list • Focus on the needs • Keep them generic • Don’t go looking for another “Frank” • “Job Description” vs. “Position Description” • What’s in a Job Description? • Title • Department • Supervisor • Responsibilities (not Tasks) • Requirements • Attributes • Compensation Preparation: Know Their Role

16. The “Hybrid” • Helps avoid the all encompassing, impossible to fill job description • Especially important when considering compensation • Communicates expectations Preparation: Know Their Role SENIOR ARCHITECT: $70,000 PROJECT MANAGER: $90,000 SENIOR PROJECT ARCHITECT = 80% Snr Architect + 20% Project Mngr = (70,000 * 0.8) + (90,000 * 0.2) = 56,000 + 18,000 = $74,000

17. Finding Candidates Finding candidates used to be so easy! An ad in the local paper, a few phone calls – done. And maybe it’s that way again… But why does it still seem so difficult?!?

18. Finding Candidates What’s going on out there? • Supply and demand • Projects are more complex • More companies focusing on retaining TOP employees • The economy keeps top employees from actively looking • “Employee’s Market” vs. “Employer’s Market” – you be the judge What’s the #1 best way to find good candidates? • I can’t tell you… • Many factors influence recruiting efforts • How far are you willing to go?

19. Finding Candidates So what are your options? • Advertising • Recruiters • Career Fairs • Government resources • Industry Associations • Referral Programs • Educational Institutions • Be creative! Track your success • What was the return on investment?

20. Selecting Candidates So what do you do with that huge stack of resumes? Hiring someone is a big decision and you should be a little nervous. Think about it – your company is going to make a big investment and someone’s life is going to change…

21. Selecting Candidates Resume Review • Be prepared • Sort effectively • Use common sense • Focus on qualifications, not grammar • Keep track of the resumes received

22. Selecting Candidates Interviewing Rules • There are good questions and bad questions… • Let them speak • Stay in control • Question consistently • Ask behavioral questions • Use open-ended questions • Have a plan • Pick the right place Always leave them wanting more!

23. Selecting Candidates Preliminary Phone Interview • Not just for out-of-towners • Schedule after-hours • Use it to verify information • Ask make-or-break questions • Good practice

24. Selecting Candidates Local Candidates: Face-to-face Interview Out-of-Towners: Video Call + Face-to-face

25. Selecting Candidates Second Interview (Face to Face or Video) • Be prepared • Open with a brief summary of the company, job, etc. • Ask questions – don’t be afraid to probe. • Focus on behavior and fit • Close by answering questions, discuss next steps • Follow up with documentation, comparison, and reference checks

26. Selecting Candidates Checking References • Always call – never email • Remember the reference is doing you a favor • Don’t be afraid to ask questions • Not limited to the references you are given • Verify education… Making an Offer • How soon should you make an offer? • Offer letters are legal documents • Include job details: Title, compensation, benefits, start time • Time limit? • Avoid any implication that the offer letter is a contract! • Phoning it in…

27. Selecting Candidates A Couple More Interviewing Tips • From PSMJ: Your interview-to-offer ratio should be about three to one. If it's any higher, you probably aren't doing an effective job in pre-screening. Any lower, and you're not developing enough candidates to select from. • From PSMJ: Your offer-to-acceptance ratio should be between 75 & 90%. Any less indicates you may be doing something wrong in the hiring process. Any more, and your offers are probably too good. • If you’re not going to make an offer, let the candidate know • Document interviews and keep files on good and bad.

28. Summary So that’s about it… • What’s the best way to keep a good employee? • You can have an effect whatever your place in the hiring process • Stick to the process and you’ll do fine • Use the handout as a guide to build your own process

29. Questions? Don’t forget to fill out your surveys! Finding and Hiring the Right People CM222-1 Paul Kirill paul.kirill@hcyu.com www.hcyu.com