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  • In today’s competitive job market, it takes more than just a job offer to attract and retain top talent. Job seekers have endless options and are looking for more than just a salary. They want to be treated as valuable assets and have a positive experience throughout the hiring process. This is where creating a winning candidate experience becomes crucial. Companies that focus on delivering an exceptional candidate experience not only attract the best talent but also increase their chances of retaining them in the long run.

    The Importance Of A Positive Candidate Experience

    Creating a positive experience for job candidates is more than a simple courtesy; it’s a strategic move that can significantly influence your company’s success in attracting and retaining high-quality talent. A positive candidate experience is the key to unlocking a treasure trove of benefits, from fostering strong employer-employee relationships to enhancing your employer brand reputation.

    Imagine walking into a job interview and immediately feeling respected, valued, and welcomed. This positivity not only makes you more inclined to accept a potential job offer, but it also forms an early yet impactful impression about the company’s culture and work ethos. This first impression could be the deciding factor for a candidate choosing between multiple job offers.

    In addition, a candidate’s perception of your company isn’t formed in isolation. Today’s digitally connected world means that their experiences, both good and bad, can quickly spread across social media and employment review sites. A positive experience could result in glowing recommendations that draw more top talent to your door, while a negative one could deter potential applicants.

    Creating a positive candidate experience isn’t just about being nice – it’s about strategically building an appealing employer brand that resonates with your target talent pool. It’s about showing candidates, right from the start, that your company values its people and is committed to their growth and satisfaction. It’s about cultivating an atmosphere of trust, respect, and mutual benefit where potential employees can see themselves thriving.

    Continue reading to dive into concrete strategies you can adopt to enhance the candidate experience, including clear and open communication, an efficient recruitment process, and excellent onboarding experiences. By adopting these strategies, you can take the candidate’s experience from merely satisfactory to outstanding, winning over top talent.

    Clear, Honest, And Open Communication

    Establishing a culture of transparency during the recruitment process is fundamental to creating a positive candidate experience. In today’s fast-paced world, candidates appreciate being informed about their application status. They want to know if they’re being considered seriously or if they should continue their job search elsewhere. 54% of candidates have abandoned a recruitment process due to poor communication from the recruiter/employer. Hence, regular communication about where they stand in the hiring process, the expectations from their role, and the values and goals of your company can go a long way in setting a positive tone for their experience.

    Transparent communication not only keeps candidates informed but also builds a level of trust between the company and the candidate. When candidates feel valued and respected, it positively influences their perception of your company and aids their decision-making process. In this regard, direct, open, and honest conversations are key. If there are potential hiring delays or the role requirements have changed, communicate these changes immediately. Ensure the candidates are not left in the dark about any aspect of the job or the hiring process. This demonstrates your organization’s commitment to fairness and respect, which are important factors in attracting top talent.

    In addition, the manner of communication also matters. Ensure that your communication style is consistent and personable. Personalized emails or phone calls can make a candidate feel valued and demonstrate that your company views them as more than just a potential hire. Remember, clear, honest, and open communication is not just about sharing information. It’s about listening too. Encourage candidates to voice their questions or concerns. This two-way communication will give them a clearer understanding of the role and your company, making them more likely to accept an offer if one is made.

    Smooth, Efficient Recruitment Process

    Nothing can be more off-putting to a potential hire than a sluggish, disorganized recruitment process. This is where the magic of a streamlined, efficient hiring process comes into play. A smooth onboarding process improves new hire retention by 82%. Your ability to conduct this critical phase seamlessly creates a positive impression about your organization’s overall efficiency and respects the candidate’s time, a factor that applicants greatly appreciate.

    Utilizing technology is an effective way to quicken the pace of your recruitment process. Automation can be employed in various stages, such as screening applications, scheduling interviews, and even sending timely updates. Imagine the convenience and the positive impression you create when your candidates can select their interview slots digitally or when they receive automated yet personalized updates about their application status. This usage of technology doesn’t just improve efficiency; it also speaks volumes about your company’s adaptability and modern approach, attributes that are attractive to candidates.

    However, speed should not compromise thoroughness. Maintaining a comprehensive recruitment process that delves into the important aspects of a candidate’s suitability for the role is essential. Balancing speed and depth may seem challenging, but it is very much achievable with the right strategies. For instance, structured interviews can help cover all critical areas systematically while saving time. Incorporating technology such as AI-powered tools can help to accurately evaluate skills and fit within a shorter period of time.

    In addition, creating a smooth candidate journey involves removing any hurdles that may delay progress. Excessive paperwork and a lack of clear guidelines can frustrate candidates and affect their experience. It’s essential to aim to create a clear, straightforward path from the application stage to the job offer. In the grand scheme of things, a smooth, efficient recruitment process is a powerful tool to attract top talent. By respecting the candidate’s time, demonstrating your company’s efficiency, and ensuring a hassle-free journey, you’re effectively showing them that your organization is a place where they would love to work and grow.

    Candidate Engagement And Feedback

    Engaging with candidates throughout their recruitment journey is vital in fostering a positive candidate experience. It’s not just about the company assessing the candidate but also about the candidate getting to know the company better. By giving them the space to express their thoughts, ask questions, and voice any concerns, you allow candidates to make an informed decision about their potential role and future in the company. This reciprocal exchange underscores your organization’s interest in their professional goals and personal needs, which ultimately fosters a deeper sense of connection.

    Feedback plays an invaluable role in shaping the candidate’s perception of your company. It’s important to remember that even candidates who aren’t offered the job can still be ambassadors for your brand. Candidates with a negative job interview experience are 185% less likely to be willing to refer other job seekers to your company. Constructive feedback can be a valuable gift to those not selected, offering them guidance for future job applications. It’s about extending respect and courtesy, reflecting your company’s commitment to nurturing talent even beyond your organization’s boundaries. This can leave a lasting positive impression, encouraging these candidates to reapply or even recommend your company to other potential applicants. Furthermore, encouraging feedback from candidates about their experience can provide valuable insights for improving your recruitment process. It’s not uncommon for top talent to be involved in multiple interview processes at once, and their unique perspective can help highlight any shortcomings or areas for improvement in your company’s process. Whether it’s a simple survey or a more in-depth conversation, gathering this feedback emphasizes that your organization values continuous learning and improvement, characteristics attractive to ambitious and high-achieving individuals.

    Excellent Onboarding Experience

    Welcoming a new team member goes beyond a handshake and a desk assignment. It’s about fostering a sense of belonging and providing the necessary tools to thrive from the get-go. That’s where a meticulously crafted onboarding experience shines as an indispensable element of an exceptional candidate experience. It serves as the new hire’s first real taste of life at your company and can significantly influence their enthusiasm, productivity, and long-term loyalty.

    Imagine walking into your first day at a new job, and instead of feeling overwhelmed or lost, you’re greeted with a structured onboarding program that seamlessly ushers you into the team. It would include interactive training sessions to familiarize you with your role, introductions to key team members, and perhaps even a mentor to guide you.

    New hires want to feel valued and respected from the very beginning. You’ve been a new hire at one point, so you understand that feeling. But beyond making a positive impression, an effective onboarding program also sets a trajectory for success. It provides clear expectations for the role, builds a solid foundation of knowledge about the company’s operations and culture, and paves the way for effective collaboration with team members.

    But, an effective onboarding experience doesn’t stop after the first week. It should include regular follow-up meetings to address any concerns, provide additional guidance, and gauge the new hires’ comfort level in their new role. Offering continuous support and feedback during this critical phase ensures a smoother transition and helps the new hire quickly become a contributing team member.

    Maintaining Connection Post-Hire

    The candidate journey doesn’t end with accepting a job offer – it continues well into their tenure with the company. Keeping this connection alive and meaningful is pivotal in curating an unparalleled candidate experience that not only wins over top talent but also nurtures their long-term commitment to your organization.

    Post-hire engagement is a multifaceted endeavor that transcends beyond a simple ‘How are you doing?’ It involves a genuine interest in the new hire’s adjustment to their role, their satisfaction levels, and their future within the company. Regular check-ins can serve as powerful touchpoints that keep the lines of communication open, allowing new hires to share their experiences, voice any concerns, and seek guidance if needed. This continued dialogue fosters a sense of belonging and strengthens the bond between the new hire and the company.

    By regularly seeking feedback about their job satisfaction, growth opportunities, or any aspect of their work life, you show the new hire that their opinion matters and that their experience is valuable to the company. An initiative like this provides you with critical insights into their experience and underscores your organization’s commitment to continuous improvement. Illustrating a clear path for growth and learning within the company can have a profound impact on the new hire’s perception of your organization. Whether it’s through structured career progression paths, professional development opportunities, or mentorship programs, showing them that your company is invested in their future can significantly boost their loyalty and commitment.

    Partner With A PEO

    Partnering with a professional employer organization (PEO) is the secret ingredient to sculpting an exceptional candidate experience for small business owners. By harnessing a PEOs expertise in HR management, streamlined processes, and access to cutting-edge tools, a PEO cultivates an environment where talent is not merely recruited, but inspired to thrive.

    GMS’ Recruitment Specialist Haley Smith expressed, “An efficient recruiting process is vital for success as candidates have hundreds of options when job searching. Typically, these candidates are usually encouraged to apply as much as possible to increase their chances of getting a response. Our job as recruiters is to grab candidates’ attention and retain their interest in your position, while also ensuring they’ll be a good fit. We want to work together with these candidates to ensure it’s the best option for everyone because that’s how we secure forever employees.” 

    From refining recruitment strategies to offering competitive benefits and fostering a culture of support, a PEO ensures that every interaction with potential hires reflects the values and vision of your business, paving the way for a successful and fulfilling journey for both the candidates and the company. With Group Management Services (GMS) by your side, you’re not just attracting talent, you’re inviting them to join your flourishing team. Contact our HR experts today to learn more!

  • Recruiting top talent is crucial for the success and growth of any business, but it’s especially vital for small business owners. For small business owners, the stakes are high, and every decision can make or break the future of your business. And when it comes to securing the right talent, there’s simply no room for error.

    Unfortunately, many small business owners make critical recruiting mistakes that can hinder their ability to attract and retain the best employees. However, we’re here to provide insights on the top recruiting mistakes that small business owners should avoid and how to steer clear of them.

    Lacking A Clear Job Description

    One common recruiting mistake is not having a well-defined job description. Without a clear understanding of what the job entails, you’ll have trouble finding the right candidate. To avoid these mistakes, create detailed job descriptions that include responsibilities, qualifications, and expectations. This will attract candidates who genuinely understand and are interested in the role.

    Rushing The Hiring Process

    Oftentimes, small business owners face pressure to fill a position quickly. However, rushing the hiring process can lead to poor choices and costly turnovers. Take your time to vet candidates properly, conduct interviews, and assess their fit with your company culture. A thorough process will pay off in the long run.

    Ignoring Cultural Fit

    Your company culture plays a vital role in employee satisfaction and retention. Ignoring cultural fit can lead to a disconnection between employees and the business. Ensure that you assess candidates not only for their skills but also for their alignment with your company’s values and culture.

    Neglecting A Diverse Workforce

    Diversity in the workplace brings different perspectives, ideas, and problem-solving approaches, which can benefit your business immensely. Failing to prioritize diversity in your recruitment efforts can limit your company’s growth and innovation potential. Make it a point to create a diverse talent pool and cultivate an inclusive workplace.

    Underestimating The Importance Of Onboarding

    Recruiting doesn’t end once you’ve hired someone. Effective onboarding is essential to help new employees acclimate to their roles and the company. Neglecting this phase can result in disengagement and a lack of job satisfaction. It’s essential to create a structured onboarding process to ensure a smooth transition for new hires.

    Not Leveraging Technology

    In today’s digital age, small businesses that avoid leveraging recruitment technology are missing out on valuable tools for streamlining the hiring process. Applicant tracking systems (ATS), job boards, and video interviews can make your recruiting efforts more efficient and effective.

    Neglecting Employer Branding

    Your employer brand is what sets you apart from the competition and can influence a candidate’s decision to work for your company. Failing to build a strong employer brand can limit your ability to attract top talent. Showcase your company’s unique qualities, values, and success stories to make your business an attractive option for potential hires.

    Overlooking References And Background Checks

    Failing to check references and conduct background checks can lead to hiring individuals who may not be a good fit for your organization. Don’t skip this crucial step, as it provides valuable insights into a candidate’s history and character.

    Look No Further, GMS Is Here To Help

    Being a small business owner comes with many challenges; however, a professional employer organization (PEO) can help you navigate these challenges, especially with recruiting. You didn’t start your business to specialize in recruiting, but with a PEO like GMS, and its comprehensive suite of HR services, you can avoid the recruitment mistakes discussed in this blog.

    GMS’ HR Account Managers specialize in crafting well-defined job descriptions, ensuring you attract candidates who genuinely fit the role. They excel in creating efficient and streamlined hiring processes, saving you valuable time and resources while finding you top talent. At the end of the day, PEOs understand the importance of cultural fit and can guide you in aligning candidates with your company’s values and culture. When it comes to onboarding, GMS offers structured, effective processes to ensure new employees seamlessly transition into their roles, thereby reducing the risk of disengagement or early turnover.

    By partnering with GMS, you’re not only avoiding common recruiting pitfalls but also ensuring that you secure the best talent for your small business while freeing up your time and resources to focus on what you do best. Invest in your business’s future, embrace the assistance of a PEO, and watch as your small business flourishes and achieves the remarkable success you’ve envisioned. Contact us today to learn more.

  • Finding quality and proficient workers has always been a challenge for businesses. However, since the COVID-19 pandemic, talent scarcity has increased across industries. In fact, 55% of business owners and recruiters struggle to find qualified applicants for open positions. In addition to the talent shortage, generational transitions with Gen Z stepping into the workforce have significantly shifted employee expectations, leading to dramatic events, including quiet quitting and the Great Resignation. In light of these circumstances, finding quality talent that will be committed to your business is more challenging than ever.

    As the U.S. faces one of the most alarming labor crunches it has ever seen, your recruitment efforts must be as streamlined as possible. On average, hiring expenses amount to nearly $4,000 per new hire, and the process itself takes approximately 42 days. With the advancement of technology, recruitment software has become essential for finding top talent. Recruitment automation tools streamline the hiring process, enhance candidate attraction, and improve engagement. These tools leverage cutting-edge technology to automate repetitive tasks, allowing recruiters to focus on building meaningful connections with potential candidates.

    Moreover, in the face of talent scarcity and shifting employee expectations, candidate experience has emerged as a pivotal factor in recruitment success. Recruitment automation tools enable personalized and tailored interactions with candidates, ensuring they have a positive experience throughout the hiring journey. From intuitive application processes and automated status updates to prompt and customized communications, these tools enable recruiters to deliver an exceptional candidate experience that fosters engagement and sets the stage for a long-term commitment. We understand the difficulties in managing the hiring process, which is why we’re making a case for automated recruitment software.

    The Importance Of Automated Recruiting Software 

    Businesses are rapidly adopting recruiting automation tools to help streamline their hiring process. One of the most significant benefits of using recruiting automation software is that it saves you time by automating tedious tasks, which include screening resumes, scheduling and conducting interviews, and engaging with candidates throughout the hiring process.

    As a business owner, the multitude of tasks to handle within a single day can be overwhelming. However, leveraging recruiting automation software can alleviate some of this burden and make your workload more manageable. Implementing automation tools allows you to swiftly identify top talent, resulting in faster hiring processes and quicker onboarding of new candidates.

    Reasons why you should leverage recruiting automation tools:

    • Increases productivity: Recruiting automation tools streamline various tasks involved in the recruitment process, such as job posting, resume screening, interview scheduling, and candidate communication. You can focus more on strategic initiatives by automating these time-consuming and repetitive tasks. 
    • Improves quality of hire: Recruiting automation tools often with features such as applicant tracking systems (ATS) and pre-employment assessments that help evaluate candidates more effectively. These tools enable you to identify the most qualified candidates based on specific criteria, leading to better hiring decisions and ultimately improving the quality of the hires. 
    • Bias-free hiring: Leveraging recruiting automation tools can help mitigate unconscious biases often influencing the hiring process. By implementing standardized procedures and using objective evaluation criteria, these tools minimize the impact of discrimination, ensuring a fair assessment of candidates based on their skills, qualifications, and experience.
    • Assesses candidate skills effectively: Many recruiting automation tools provide skill assessment features, allowing recruiters to evaluate candidates’ abilities accurately. These tools may include coding tests, cognitive assessments, or behavioral assessments tailored to the job’s specific requirements. By utilizing these assessments, you can make a more informed decision about a candidate’s skill set.
    • Reduces the time to hire: With recruiting automation tools, recruiters can automate and expedite various stages of the hiring process. By eliminating manual tasks and streamlining workflows, these tools significantly reduce the time required to identify, evaluate, and hire suitable candidates.
    • Reduces the cost per hire: Traditional recruitment methods often involve significant expenses, such as job postings, travel costs for interviews, and recruitment agency fees. You can minimize or eliminate many of these costs by leveraging recruiting automation tools. Automated processes reduce the need for manual intervention, decrease administrative overhead, and optimize the recruitment process, leading to cost savings in the long run.
    • Enhances the candidate’s experience: Automation tools can provide a seamless and user-friendly experience for candidates throughout the recruitment process. Features such as online application forms, automated status updates, and self-scheduling interviews empower candidates, making the process more transparent and convenient. A positive candidate experience can improve the organization’s reputation and help attract top talent.
    • Increases diversity: Recruiting automation tools can contribute to diversity and inclusion efforts by promoting fair hiring practices. They can help identify and eliminate biases in job descriptions or selection processes, ensuring honest candidate evaluation.

    Recruiting automation tools ultimately help you attract and engage candidates by giving them a positive experience. In today’s competitive market, ensuring you’re providing an excellent candidate experience is essential. While many recruiting tools are available, it’s important to research to find the right tool for your business. Additionally, it’s vital that you take the time to understand and define your goals before implementing automation software. This approach not only assists in selecting the right tool but also simplifies your responsibilities in the long run, as you have a clear vision of your objectives and what you aim to achieve.

    Onboarding Process

    Hiring a qualified candidate is just the first step. A well-executed onboarding process is essential to ensure a seamless transition for the new hire. In addition to streamlining the hiring process, specific recruiting automation tools can assist you beyond recruitment efforts with features such as onboarding modules. The modules simplify onboarding by automating paperwork, providing relevant resources, and guiding new hires through necessary steps. These tools help to facilitate the smooth integration of your new hires.

    The implementation of such tools can have several benefits. First and foremost, it reduces the administrative burden on HR professionals, allowing them to focus on more strategic aspects of talent management. Moreover, a simplified onboarding process enhances the new employee’s experience, immediately making them feel valued and supported. In turn, this increases employee engagement and loyalty toward your organization.

    Lastly, a well-structured onboarding process accelerates the new hire’s time to productivity. By providing them with the necessary tools, information, and guidance, they can quickly grasp their responsibilities and make meaningful contributions to the team. Overall, leveraging recruiting automation tools with comprehensive onboarding modules can assist your business in creating a positive and efficient transition for new hires.

    Let’s Find The Candidates You Want And Need

    While the right candidate is out there, it’s up to you to wow them from start to finish. With GMS as a partner, you can find the candidates you want and need. We understand that finding, hiring, and developing the right people for your business requires extensive time and effort between ongoing training and employee recruitment services. GMS provides the necessary tools and resources to take on these responsibilities while improving your recruiting, hiring, and training efforts. We work with you to create enticing job descriptions that will attract top talent, conduct the initial interview with candidates, and provide you with training software to set your employees up from the beginning. Stop wasting valuable time in areas that GMS specializes in. Contact us today!

  • It’s common to hear people use the words “orientation” and “onboarding” interchangeably when referring to new employee training. While these two processes complement each other, they have essential but distinct purposes for establishing a solid workplace culture and cohesive workforce.

    After hiring a new team member, you must establish separate, structured programs to cover employee orientation and onboarding operations to accomplish a successful outcome. When you take the time to immerse new employees via orientation and onboarding, they are more likely to adapt to their position quicker – leading to an engaged, effective, and productive workforce.

    What Is Employee Orientation?

    Employee orientation is a formal introduction to your company’s HR personnel and leadership to welcome new employees from all departments into the company, focusing on big-picture items. It’s also a chance to introduce your company’s policies, procedures, and culture. This one-time event is often considered the “kick-off” to the onboarding process since it occurs on the employee’s first day or prior.

    Orientation can occur either on-site and in person or virtually, depending on the structure of your business, as it often takes place as a conference-style event. You can use presentations, videos, or schedule an open conversation among employees to help present information to new team members. While all orientations should relay the same information, you can alter your approach for different employees based on their learning styles.

    Employee orientation is not just an opportunity for new hires to get up to speed on your business; it provides an overview of the mission, vision, and values – the “why” behind all those things you ask of them at work. It helps orient employees into your organization’s culture so they can feel more engaged and contribute toward company-wide goals.

    When you are organizing and defining the items to cover during employee orientation, be sure to include the following:

    • Overview of your company’s mission, vision, and values
    • Tour of the workplace/facility 
    • Overview of company-wide policies and procedures regarding issues such as safety, health, and security 
    • Distribution of necessary resources, including relevant technology, software, and general office supplies 
    • Introductions to company leaders, managers, and coworkers
    • Discussion of benefit plans and enrollment instructions
    • Overview of business conduct and ethical business practices 
    • Workstation setup, including logins and security clearances 

    Benefits Of Employee Orientation 

    Having a dedicated new employee orientation is valuable to your team and the company as a whole. There are many benefits, including: 

    • Easing new employees into their position, immersing them without overwhelming
    • Increasing employee loyalty and commitment to your organization
    • Saving time spent answering questions in the future by preemptively conveying important company information to all new hires
    • Strengthening your company culture by starting your efforts on day one

    What Is Employee Onboarding? 

    Employee onboarding is a strategic process designed to introduce new hires to their day-to-day responsibilities and fully integrate them into the workplace. Typically, the process happens over 30-90 days and includes a series of meetings, starter projects, and job-specific training sessions. This helps to fully immerse new hires in the company culture and implement the values taught during orientation.

    Onboarding focuses on acclimating employees to their department or smaller team and is an ongoing process for the first few months of their position. It helps them get familiarized with how things work within that particular group so they can hit the ground running when it comes time for them to start contributing productively towards achieving goals set by management.

    Including ongoing check-ins with managers in the onboarding process allows employees to ask questions or express concerns as they learn how your company works. Regular meetings with coworkers also help them become part of an effective team right away, which is critical to any successful business.

    Separate from orientation, onboarding includes tasks such as: 

    • Regular meetings with a manager or supervisor
    • Training on specific job tasks
    • Goal setting for what they hope to accomplish in this new position
    • Test or starter projects
    • Filling out new hire paperwork such as I-9, W-4, and potentially direct deposit forms
    • Mentorships between long-term employees and new hires 

    Benefits Of Employee Onboarding

    Combined with employee orientation, onboarding can lead to many long-term benefits, including: 

    • Increased productivity by helping employees learn the job faster
    • Increased long-term employee retention by reinforcing a robust and collaborative company culture and improving the candidate experience 
    • Increased employee engagement by helping employees understand how they play an essential role in contributing to the overall mission of the company 
    • Decreased the possibility of miscommunication and confusion that could lead to lost time 

    Tips For Organizing A Successful Orientation And Onboarding Process 

    It can become confusing with all the vital information passed onto new hires and the steps to the orientation and onboarding processes. But following these helpful tips will help simplify and optimize your time. 

    Allocate enough time: Starting a new position can be overwhelming, and cramming a ton of new information into just one or two days can stress out your new team member. Instead, spread the training over multiple days. This way, they’re more likely to retain the information in a more relaxed environment. 

    Gift company swag: If possible, gifting a small welcome present, such as office essentials and company-branded items, including coffee mugs, backpacks, or sweatshirts, is a great way to welcome new employees. The new hire will feel a part of the team by owning items with the company logo. 

    Listen to feedback: Orientation and onboarding aren’t just for you to share information about your company but also to listen to new employees about their working style and collect feedback on the process to improve your program for future employees. 

    Announce new employees: Before a new employee starts, send out a memo to the current team, including information about the new hire, their position, and when they start. Knowing about someone joining the team prepares your entire company to welcome them. 

    Send first-day information early: Before a new employee heads to the office for their first day, you should email them all the information they’ll need to prepare. This should include directions for parking or how to access orientation if virtual, the agenda for the first few days, any items they need to bring, and contact information for the leaders for orientation/onboarding. 

    Why You Need Both Employee Orientation And Onboarding

    Employee orientation and onboarding both play an integral role in helping new employees feel accepted into an organization. Orientation provides a broad overview of expectations at work, including your company’s mission, vision, and values; policies such as dress code or vacation time; and where to find resources, including HR or IT support. Onboarding then goes into more detail about specific roles within departments or teams–it immerses employees into their new workplace by providing them with the necessary skills they need to succeed.

    The combined power of these two processes helps ensure that every employee has a complete picture of what it means to be part of your team: from understanding how each person contributes their unique talents toward achieving shared goals through teamwork, all the way down to knowing exactly where files stored on your cloud storage system.

    Building Solid Orientation And Onboarding Process

    In short, orientation and onboarding are critical for connecting your new employees with their company. While they’re similar in many ways, the key differences make both necessary to see a successful outcome that prepares new hires for their future at the company.

    However, each process has many tasks and goals, and structuring a new orientation and onboarding program can be overwhelming. That is where our dedicated employees at GMS come in. We’re here to help with recruiting your new employees through onboarding and training.

    Our online employee training programs for small and mid-sized businesses target your employees’ specific job functions to streamline the process, improve employee performance, and reduce training costs. Your workers can easily access training courses online with our learning management system (LMS), so they gain the necessary skills to support your business. Do you need help preparing new employees to join your company? Give us a call; we’d love to help!

  • On August 18th, a proposed rule from Immigration and Customs Enforcement (ICE) could give employers more options when reviewing I-9 documents submitted by new hires. One of these options could allow the permanent ability to review Form I-9 documents remotely.

    Should this rule get finalized, it would create a framework under which the U.S. Department of Homeland Security could “pilot various options, respond to emergencies similar to the COVID-19 pandemic, or implement permanent flexibilities upon a specific determination as to the level of security, including, but not limited to, fraud risk.” Following this proposed rule, there will be a 60-day comment period. A comment period is the range of time the public has to submit input before an agency makes a final decision on a proposed rule.

    Previous I-9 Review Process

    Before the proposed rule, ICE required all employers to examine worker identification in person as part of the Form I-9 completion process. As an employer, businesses would often contract with a third party to review these documents if you had employees who worked from a different location. Recently, ICE allowed remote review for some employers due to the COVID-19 pandemic. While this is still in place, employers must follow up with an in-person inspection.

    A Work In Progress 

    Due to the lengthy federal rulemaking process, there are still a few questions that need to be answered. The agency is requesting input on several concerns from employers that include:

    • Ways to reduce fraud
    • How to avoid discrimination 
    • Considering various document requirements applicable to the remote examination 
    • Detection of fraudulent document detection or antidiscrimination training requirements for employers
    • Will employers enrolled in E-Verify be able to use alternative procedures 

    Since the beginning of COVID-19, many employers have opted for remote review options. However, they are requesting to improve remote examination methods.

    I-9 Review Made Easy

    At GMS, we provide our clients with paperless onboarding, benefits enrollment, payroll, and employee training to help your new employee get acclimated and set up for success. As a business owner, you understand the extensive amount of time it takes to onboard a new hire. Implementing our streamlined onboarding process allows your team to be easily guided through each step. Simplify the hiring process, and let GMS make it easy. Contact us today to learn more.

  • Do you enjoy the benefits of partnering with a PEO, but you aren’t sure you’re getting everything you were promised in the beginning? If you currently partner with a PEO, you know there are a wide array of benefits you gain through the partnership. When you partner with GMS, you will receive access to our experts in the fields of payroll, employee benefits, human resources, and risk management.

    Making the switch to a different PEO may seem mundane, but it’s important to ensure the partnership with a new PEO is the right fit. Continue reading to learn how simple it can be to switch from one PEO to another.

    Step 1 – Define Your Reasons For Switching PEOs

    The most important step in switching from one PEO to another is determining the reason why you want to switch. Make a list of pros and cons of your current PEO. The types of services and support you want not only have a direct effect on which PEO is right for you but also impact the transition process. 

    Consider asking yourself the following questions to fully understand your reason(s) for switching.

    • Are you receiving everything you were promised at the beginning of your partnership?
    • What services is your current PEO offering you? 
    • What services do you feel are lacking (if applicable)?
    • How fast do they respond to your correspondence and through what channels are they accessible – email only, phone, fax, and so forth. 
    • What red flags, if any, have you experienced that need to be addressed?
    • How often does your HR account manager facilitate onsite visits?
    • Do your employees have easy access to their payroll information?
    • How flexible is your medical plan for your employees?
    • Are your claims being handled properly and in a timely manner?
    • How often do you review your workers’ compensation rate?

    Step 2 – Find The Right Fit

    If you’re considering switching PEOs, you may ask yourself how beneficial it will be for your business to continue a partnership with a PEO. When determining the right PEO for your business, consider your ever-changing business needs. What are your current challenges? Do you anticipate any changes to your business that could impact which services you need? 

    Not all PEOs are created equal. Some are brand new to the PEO market, while others have been around for quite some time. With that said, every PEO offers different services, and some may be a better fit than others. Do your research and ask questions to grasp a better understanding of each business.

    Step 3 – Cost And Value

    PEOs are dedicated to helping businesses grow, so we understand the commitment involved in a partnership. However, having already worked with a PEO, you understand the value a PEO can offer your business. Most PEOs have an enrollment fee that can run up to a couple of thousand dollars for your company. Consider looking for a PEO that is transparent about pricing. You will most likely have a first meeting with each PEO you are interested in. If they aren’t upfront and honest and can’t give an explanation behind the pricing, that’s a red flag right away. Your costs of doing business may be increased unintentionally due to ineffective HR processes. Decreased productivity, high employee turnover, less impressive employee benefits, and more, are ways your ineffective HR practice could be hurting your bottom line. 

    Step 4 – Partnership Overview

    Since you’ve gathered information about top PEOs you are interested in partnering with, it should be clear which organization you want to work with. It’s important to consider the conversation that will be had with your current PEO about parting ways and switching to another PEO. Your previous PEO may require a written notice of termination – a 30-day notice is typical. Create a plan with your team members to ensure a smooth process for the transition of services.

    Your new PEO will provide you with a documented plan of what the partnership will look like. They will show you how the transition and onboarding process will look and how they will get your employees settled in with the new PEO.

    Step 5 – Onboarding

    While PEOs save companies time in the long run, the process of onboarding with a PEO can be time-consuming in the beginning. You must get through the growing pains first before taking advantage of the amazing benefits. There will be multiple steps in the onboarding process consisting of a pre-launch meeting, HR and benefit meetings, and a conversation about payroll. Depending on the PEO you decide on, you should have the option to sign physical documents or submit them electronically if the company is paperless. Once the documents are completed and filed, the implementation process will begin. At the end of the onboarding process, you will have a faster, smarter, and more efficient HR administration process. 

    Find The Right PEO To Help Your Business

    Finding the right PEO to assist with your administrative functions is vital to the success of your business. Managing the many HR functions is the backbone of your business. Researching a variety of different PEOs and choosing the right one can be time-consuming, but in the long run, will provide you with more free time so you can focus on growing your business. A PEO provides you with the administrative support you deserve.

    At GMS, our team of experts works diligently with you and your employees to make your business simpler, safer, and stronger. To learn more about how GMS can benefit your business, contact us today.  

  • Many organizations steer their focus towards reducing turnover. However, they fail to realize the importance of onboarding. The connection between employee retention and onboarding is not always evident. Research shows that an employee’s first day is the key factor that determines whether or not they will stay with the company.

    Every employee remembers their first day on the job, which is why it is very important to focus on the onboarding process. A strong onboarding process not only helps with employee retention and turnover but also alleviates administrative pressures on hiring managers.  

    Onboarding For Retention 

    When hiring new employees, you must make sure to provide them with clear expectations around their specific roles. These expectations happen to be one of the most important, yet least common elements of an effective onboarding process. An effective onboarding process can increase employee retention by 82%.

    Having a comprehensive system of expectations allows HR managers, recruiters, and new employees an agreed-upon and predictive course of action. To obtain this type of consistency, managers need to align the list of expectations they have from every new hire.

    Optimizing Onboarding

    Throughout the onboarding process, communication is vital. Having a predetermined system helps expedite the process. The average new hire onboarding experience alone can consist of 54 different activities. A growing business can’t afford to take on all that administrative work.

    Partnering with a PEO allows for a smooth onboarding process. Having a cloud-based human resources information system (HRIS) in place allows businesses to have a predetermined plan to attract, hire, onboard, and manage employees. Electronic onboarding is a digitized process for onboarding new employees. The new hires can simply log in from wherever and fill out all the information needed in order to get them enrolled in your system. This process puts the information into the hands of the person who knows it best, the employees themselves. When onboarding an employee by hand, it can simply leave a business open to human error when it comes to compliance. Onboarding electronically helps make the process easier and more accurate for employers and employees.

    Final Thoughts

    GMS provides paperless onboarding, benefits enrollment, payroll, and training to support each employee up for success. Having a smooth onboarding process supports not only the employee, but your business. By implementing a process like this, you can ensure the employee’s long-term success while removing numerous administrative burdens. 

    Learn more about how you can streamline your onboarding process.

  • With the COVID-19 outbreak in 2020, the work force has changed significantly. Most employers opted to provide the option for employees to work from home, which is now a very sought-after advantage when looking for new jobs. With that being said, it is vital that employers ensure their new hires still feel connected to the company when onboarding in a remote work environment.

    While in a remote setting, displaying how certain procedures are performed and how the company functions can be challenging for new hires to fully understand. How are these new hires supposed to go into meetings with their colleagues, catch up for a chat, and learn functions that are easier to learn in person?

    There are six key factors that will help in the onboarding process in a remote work environment:

    • Be relatable
    • Encourage boldness
    • Proper introductions
    • Team bonding
    • Reviewing performance
    • Engaging in company culture

    Working in a remote environment has led employees to feel disconnected from their teams and the company. Find a way to relate to your new hires and make sure they know they’re not alone. Be sure to schedule phone calls and zoom meetings – which are more interactive than chat or email; let them know you are here for them. It is also important to provide them with motivation and confidence to reach out for any help or clarification within their teams. Team bonding and proper introductions go hand and hand with each other. Introduce your new hires to other employees, especially within their specific teams. Engage the new hires in company culture meaning, take all the new hires out to lunch or do something creative to show the company culture. Encourage your company to host events, or a virtual game night so new hires can find different ways to stand out and have fun. Finally, congratulate your new hires when they do an impressive job within their new role. Ask them for feedback or correct them if they need further guidance.

    These six factors listed above will help guide you during the onboarding process to help your new hires. Here at GMS, our electronic onboarding provides you with everything your employees need for an engaging and organized onboarding experience – whether in-person or remote. Contact us today to learn more.

  • Hiring a new employee is an exciting occasion for a small business. However, it does call for a lot of paperwork.

    The onboarding process requires new employees to review and sign several documents. These papers range from government forms to records specific to your business. Regardless of their purpose, it’s important to make sure new hires address these documents shortly after they join your company. Let’s break down the various documents required for onboarding a new employee.

    The Different Types of New Hire Forms and Documents

    Onboarding documents have many different functions. Some are needed to collect important information from a new employee. Others are designed to properly inform new hires about certain practices and give them the ability to sign up for certain benefits. Essential onboarding documents are broken up into a few different groups.

    • Initial hiring documents
    • Employee eligibility forms
    • Tax forms
    • General business documents

    Regardless of their intent, it’s best to have employees review and sign these documents on their first day if possible. While the paperwork may not be all that exciting, it’s best to get these steps out of the way early and create a good foundation for new hires.

    Initial hiring documents

    The onboarding process starts with a job offer. There are a few documents that new hires will need to sign in order to get the job and help ensure that they’re the right fit for a company. As such, all prospective employees should fill out the following documents to get the onboarding process into motion.

    Job application form

    The job application form is the very first official document required to onboard new hires. While this form may seem obvious, it’s crucial to have it on file so that you have information such as work history, education, and personal data available in case any issues were to occur in the future. Some states have requirements for including specific statements in job application forms, so having this document can help you prove that you followed any legal obligations.

    New employees should sign this document to verify all the information and consent to a background check. It’s also important to note that this form should be included even if a job candidate already submitted a resume. You can then hold onto this document for a full year along with any notes or other details documented during the hiring process.

    Offer letter and/or employment contract

    The offer letter is another standard part of adding on a new employee. Still, it’s important to not only give employees an offer letter and employment contract, but also attach a copy to the employee’s file. This inclusion will just give businesses another document to reference in case any issues arise in the future regarding that contract or offer details.

    Drug testing records

    Whether a company wants to drug test a job candidate upfront or conduct tests throughout employment, you’ll need to provide employees with a copy of the company’s drug testing policy. You should also maintain records of any test results for at least one year, although some regulations may increase the minimum time frame for saving these records.

    Employment eligibility forms

    Once you’ve decided on the perfect candidate, the government requires them to confirm their eligibility to work in the United States. There’s only one document that falls under this section, but it’s a very important one: Form I-9.

    Form I-9 requires both the new employee and the employer to fill out parts of the document. New employees must fill out and sign the first section of Form I-9 on their first day of employment. Employers are then required to review the first section for completion.

    Employers also must also fill out the second section of Form I-9 within three business days of the date of hire. This step requires new employees to provide unexpired original documentation to prove their identity and employment authorization. This documentation can come in may forms such as passports, driver’s licenses, Social Security number cards, and more. U.S. Citizenship and Immigration Services provides a complete list of acceptable Form I-9 documents online.

    Once an employer has the required information, they can fill out the remainder of the form. Employers do not need to fill Form I-9, but they should keep it on file for at least three years after the employee’s first day or for a full year after an employee is terminated. This will allow employers to present the form if any authorized U.S. government officials visit the business for inspection.

    Tax forms

    Employment eligibility is just the first step toward completing government-mandated documents for new employees. Employees are also required to fill out Form W-4 so that you can properly manage payroll for their business.

    Form W-4 is used so that employees determine the federal income taxes that their employers should withhold from paychecks. As such, new hires should fill this form out right away so that employers can apply the information toward their first pay period. Some states also have their own version of Form W-4 for local income tax withholding, while others simply use the federal document.

    Employers aren’t required to regularly submit these forms, but they should keep them on file for reference and in case the IRS requests a copy to compare withholdings. Each W-4 should be kept on file for at least four years after these taxes are either paid.

    General business documents

    While some onboarding documents are required by law, many others are simply a means to provide new hires with all the information they’ll need at their new company. These papers can range from means to gather payroll and benefits information to simply giving individuals more detail about their roles and other company materials.

    Direct deposit form

    Direct deposit is a convenient arrangement for both employers and employees, but businesses need some details to set up this payment method. New employees that will receive direct deposit will need to fill out a bank account information form to ensure that their paychecks go to the right place. These forms should require the employees to include:

    • Their full name
    • Bank account number
    • The account type (checking or savings)
    • Name and routing number of the bank

     Benefits forms

    If a business offers a benefits package to its employees, that company should provide information about those benefits to new hires and have them opt in or out of programs. These programs can include:

    • Health insurance
    • Life insurance
    • Retirement plans
    • Disability insurance
    • Wellness programs

    Employers will need to hand out different benefits forms for each offering in their plan. These forms should have details about each offering and give employees the chance to opt in for them if they’re eligible. Even if they opt out, employers should retain those signed documents as evidence that they were informed of benefits options and chose not to enroll in them.

    Mission statement and strategic plan

    Some onboarding documents are simply to help new employees get more accustomed to a business. A company mission statement, strategic plans, or any other relevant documents will help new hires understand the company’s culture and goals. This type of information will help them understand how their role fits in with the organization’s vision and fit in from day one.

    Employee handbook

    As long as an organization has an employee handbook, it’s best to give a copy to new employees right away. A good handbook lays out all the important elements about a business – company policies, procedures, and other key details.

    Handing out a handbook to new employees allows them to consult this document about key questions they may have about an organization. A handbook also serves as a noteworthy compliance tool, acting as proof that employees had prior information about company policies. As such, you’ll also want employees to sign an employee handbook acknowledgment form to verifying they received and read through the handbook.

    Job description and performance plan

    Every employee should be given a clear direction of what their role should accomplish and how their success will be measured over time. Employers should provide new hires with a document that lays out responsibilities, expectations, and potential timelines of what should be accomplished during their first few months. Having employees sign off on this document will not only help them understand expectations, but also provide employers with written guidelines when it comes time to evaluate performance.

    Employee onboarding checklist

    There’s a whole lot that needs to happen in the first few weeks on the job. An onboarding checklist is a detailed action plan that documents all the training, tasks, and other key items that will happen at the beginning of someone’s tenure with the organization. A solid outline will help keep everyone on track and give new employees a sense of reassurance that their new employer has a plan and values their position.

    Security and parking signoffs

    If the job calls for special security or parking details, employers should lay out all that information and arrange for special clearances in time for a new hire’s first day. Employees should receive any forms they need to sign and key items or information related to parking, entrance, and more. These items can include parking passes, keys, and passcodes. Documentation for these items should also include details on next steps if an employee leaves the company or is terminated.

    Emergency contact information and plans

    Everyone hopes that they’ll avoid any emergencies, but it’s important to be prepared just in case. New employees should be given relevant contact information for managers and other individuals in case anything happens after hours. Employees should also provide the company with an emergency contact in case something happens to them on the job as well. Finally, provide new hires with any disaster readiness plans if the company has any created.

    Set Up Your New Employees for Success

    While new hires call for a lot of paperwork, a good onboarding process can make for an easier transition into your company. Of course, gathering all these documents is just the first step in a long process. It’s important to set the right tone for new employees so that they can help your company grow.

    Fortunately, GMS can help your business build an onboarding process that not only sets up new hires for success, but also takes the administrative work off your hands. Contact GMS today about employee onboarding management and other critical human resource functions.

  • When you’re entrusting your business’ administrative needs to another company, it’s critical that you find the right partner. A Professional Employer Organization (PEO) provides comprehensive HR solutions, but some may be a better fit for your exact business needs than others.

    There are a variety of reasons why you’d want to switch – additional services, better administrative services, costs, etc.. Whether you want to switch for one major reason or a variety of issues, don’t be afraid to explore your options. Here’s what it takes to make the switch from one PEO to another.

    A small business owner researching a switch from one PEO to another. 

    The Four Steps to Switching PEOs

    There are four main steps you need to take when it’s time to make the switch to a new PEO:

    1. Evaluation
    2. Information gathering
    3. Quote comparison
    4. Implementation

    Evaluation

    There are a variety of ways that you can find potential new partners – online research, recommendations from other business owners, etc. – but it’s important to know exactly what you want out of your new PEO. The types of services and support you want not only has a direct effect on which PEO is right for you but also impacts the transition process. As such, you’ll want to weigh the following factors.

    • The types of services you need
    • Administrative support and technology

    What services do you want to switch?

    When you switch to a new PEO, you’ll want to identify which HR functions you want them to manage. Some PEOs offer a full suite of services, including payroll, worker’s compensation, and a variety of benefits. Others may limit themselves to just payroll and workers’ compensation. If those additional services are important to you, you’ll need to vet each PEO to make sure they can expertly manage the HR functions that are important for your business.

    It’s also crucial to understand that you may need to switch multiple services over at the same time. For example, if your last PEO took care of both payroll and benefits, both of those functions must be switched over together – you can’t have one PEO handle payroll and the other handle benefits. If you have your benefits through a broker, you can switch to a new PEO for payroll without moving the benefits.

    Administrative support and technology

    One big reason to switch to a new PEO is that you’re unsatisfied with the level of support they provide. There are a variety of potential support issues:

    • You need localized support to help with onboarding and other needs.
    • You don’t have dedicated representatives for your administrative needs.
    • You encounter lengthy delays when you or your employees have questions regarding payroll, benefits, and other services.
    • You feel like just another number.

    You and your employees shouldn’t ever feel like you’re stranded. Make sure to ask each potential PEO about their administrative support. A good partner should have a team in place to manage your HR functions and assist you with any potential questions. If they can’t give you details about your contacts and their process, they may not have the means to give you the support you need.

    You should also take technology into account. Features like electronic onboarding, self-service portals, and other technology can make it easy for you to access your administrative needs in one spot and give employees the means to access important details like paystubs, benefits plans, 401(k), and more.

    Information gathering

    Once you weigh your different options, it’s time to get some quotes from viable PEOs. This process typically starts with a meeting so that the PEO can gather some key information. During this meeting, you’ll want to share what you liked about your previous PEO, what you didn’t, and how you’d like to improve on your situation.

    While you can get a lot of useful information during this process, your potential PEO also has a few questions for you regarding the following.

    • Payroll information
    • Benefits information
    • Timing

    Payroll information

    A PEO will require some details and documents in order to evaluate your current situation and provide accurate quotes for your needs. For payroll, that includes the following:

    • Your first invoice of the year.
    • Your most recent invoice.
    • A third invoice from the same year that highlights a typical payroll period.
    • A rate determination sheet for state unemployment.

    These documents will allow your PEO to conduct financial analysis for your business to extrapolate and forecast your projected payroll for the full year. It will also help the PEO identify opportunities, whether that means uncovering savings related to workers’ compensation, unemployment rates, or more.

    Benefits information

    If you plan to switch health insurance as well, your PEO will need to gather some information from the employees on your group health plan. This information includes:

    • Your most recent insurance bill.
    • Your renewal packet.
    • Your plan designs.

    The PEO will also need to conduct some form of group application to accurately underwrite your group. The exact process depends on how many employees are on your plan. If you have fewer than 28 employees – this does not include dependents – the PEO would need each participating employee to complete a two-page personal health questionnaire. If you have 28 or more employees on your plan, the PEO can conduct a census quote. This process simply requires a list of the participating employees to generate a quote instead of individual applications.

    Timing

    It’s important to consider more than just who you want to manage your HR functions. You’ll want to identify when this transition will need to take place. 

    In general, it makes sense to try and time up a transition with the beginning of a new quarter (or even year depending on the size of your company). Once you change PEOs, you switch federal IDs in the middle of a payroll season, which can lead to multiple W2s and potential confusion for you and your employees. 

    By timing the transition at the beginning of a year or quarter, you can streamline the transition for tax purposes. This transition process can take a good four to six weeks, but it’s heavily dependent on each situation. As such, you’ll want to give yourself enough time to switch to a new PEO when it best suits your company.

    Quote comparison

    Once you’ve received quotes from your potential new PEOs, it’s time to evaluate each one to find which company offers the most value to your business. You’ll want to find a PEO that is not only competitively priced, but also offers you all the services and the support necessary to streamline running your business.

    It’s also important to factor in how your PEO plans to bill your company. Some PEOs have bundle billing where they tie administrative fees and various rates (ex. social security, unemployment, etc.) into a single line item. This can make parsing out each cost confusing. For example, you might not be sure whether you’ve capped your unemployment costs. State unemployment caps once employees earn $9,000, while federal unemployment caps at $7,000. This change can be hard to see with a bundled bill, which means you may be paying more than what you should.

    Instead, look for PEOs that are willing to break out each line item. This way you can see what you’re being charged for social security, Medicare, federal unemployment, state unemployment, workers’ compensation, health insurance, and administrative fees.

    Implementation

    When you’ve finally picked out your next PEO, it’s time to officially switch over to your new partner. As you may expect, you’ll need to complete some paperwork in order to start the process. This includes:

    • A service agreement.
    • An AC-2 form (Request to Add/Change or Terminate Permanent Authorization).
    • A UA-3 form (Professional Employer Organization Client Relationship Notification).

    Depending on the PEO, you can either sign physical documents or submit these items electronically if the company is paperless. Once the initial paperwork is filed, your PEO would begin the implementation process. The implementation process can differ for each PEO. At GMS, a dedicated account representative would assist you throughout the implementation process. This person would also set up training sessions to make sure you’re comfortable with internal systems for payroll, benefits, etc.

    For payroll, you would receive an electronic onboarding spreadsheet to complete. Once the spreadsheet is done, an email will go out to the employees to have them fill out forms (I-9, W-4,), set up direct deposit, and enter into our system. If you sign on for benefits, you would also have a dedicated benefits representative as well. This person can go on-site or arrange virtual meetings to meet with employees, roll out your benefits, go over plans, and educate everyone on how their benefits work so that everyone is on the same page.

    During this whole process, we would also send your previous PEO a termination notice. Your past PEO may require a written notice of termination – 30-day notice is typical. We would also detail any remaining tax obligations over other final items in the termination letter so that the former PEO will comply with their responsibilities.

    Find the Right PEO for Your Business

    When you run a business, it’s imperative to find the right administrative solution for your business. Managing HR functions is a critical part of any company, but it also puts a massive burden on your shoulders. The right PEO can free you up to focus on growing your business while giving you the administrative support you deserve.

    At GMS we strive to make your business simpler, safer, and stronger. Contact GMS today to talk to one of our experts about how we can help you take control of your HR functions.