Transcript Hiring, Training and Motivating Employees

Massachusetts Association of Student Financial Aid
Administrators Presents…
Hiring, Training and
Motivating Employees
Teresa Jardon
University of Massachusetts/Boston
Gail Holt
Northeastern University
Massachusetts Association of Student Financial Aid
Administrators Presents…
The Life Cycle of Employees
Goals for Today…
Something for Everyone
Lots of Information
Resources Available
Ask Questions
Getting Started
Job Description: write an accurate job
description as measure of responsibilities
Timeline: develop schedule for interviews,
advertising, paperwork, negotiations
The Goal: your reputation as a manager is
determined by skills of your employees
MASFAA Annual Conference, Nov. 19-21, 2003
Search Committee
Reasons for search committee
Types of search committees
– Committee decision
– Committee advisory
Pros and Cons of both
Use a selection criteria rating form
MASFAA Annual Conference, Nov. 19-21, 2003
Questions to Avoid
 Age
 Height and Weight
 Pregnancy
 Sex
 Religion or creed
 Military Service
 Marital Status
 Citizenship*
 National origin
*Conditional
 Race
 Color
 Children
 Photos prior to hiring
 Residence
 Disability
 Arrests & Convictions*
 Other names *
 BFOQ
MASFAA Annual Conference, Nov. 19-21, 2003
Advertising Your Vacancy
Free Services
– MASFAA
Listserv
– Word of Mouth
– Recent grads
– Conference
bulletin boards
Pay Services
– Software
Listserv
– Journals
– The Chronicle
– NASFAA
– Boston Globe
MASFAA Annual Conference, Nov. 19-21, 2003
Resume Review
Appearance
Gaps in work history
Too many jobs too quickly
Promotions
Incomplete or missing information
Relative Experience
Education
MASFAA Annual Conference, Nov. 19-21, 2003
Interview Insights
Review career progression of candidate
Listen for how they make decisions
Ask open-ended questions and allow the
candidate to talk about self
Consider skill set needs of your office
Plan out your topics, but be ready to be
flexible if needed
MASFAA Annual Conference, Nov. 19-21, 2003
References
Secure written permission from candidate
Ask for specific examples of performance
Question work schedule & environment
Compare responses with the candidate’s
Compare responses with other references
Gauge tone; how something is said can be
more informative than what is said
See handout for sample questions to ask
MASFAA Annual Conference, Nov. 19-21, 2003
Think hard!
 Is this the right person for the job?
 Can the candidate multi-task or problem solve?
 Is the candidate willing to learn from mistakes?
 Does the person have the motivation and
aptitude?
 Does the candidate have the right attitude and
skill set to perform the job?
 Can the candidate work effectively in my work
environment; in a team or individually?
MASFAA Annual Conference, Nov. 19-21, 2003
Basic Training & Getting Up to Speed
 Prepare for arrival
 Know the ability level ahead of time, but be
ready to modify
 Know/learn your trainees learning style, but be
ready to modify that too
 Create a solid foundation
 Use the staff resources around you
 Make the training program a two-way benefit
 Make available resources for reference (nonhuman)
MASFAA Annual Conference, Nov. 19-21, 2003
Motivation
My Motivators
– Satisfaction: knowing I’m doing a good job
helping others achieve education
– Recognition: praise from my supervisor,
kudos from coworkers
– Appreciation: thanks from students and other
departments for my contributions
– Compensation: paycheck, time off, insurance,
references, opportunities
MASFAA Annual Conference, Nov. 19-21, 2003
Five Step PRIDE Model
Provide a positive work environment
Recognize, Reward, Reinforce
Involve everyone
Develop workers skills & potential
Evaluate and continuously improve
MASFAA Annual Conference, Nov. 19-21, 2003
Threats
 Perception is reality
 Threats are always demotivating
 Threats create distrust and fear
 Bonus programs can degenerate into threats
 When decisions are “handed down”, those
affected see them as attacks
 Think about your behavior as a supervisor, look
for unintentional or intentional use of threats.
MASFAA Annual Conference, Nov. 19-21, 2003
Praise
Praise with purpose
Target your praise
Believe your praise
Praise in proportion
Praise in public
but ALWAYS reprimand in private
MASFAA Annual Conference, Nov. 19-21, 2003
Motivation
 Attribution when observed behavior is
consistent with desired expectation
 Motivation occurs when you persuade a person
to take action in your MUTUAL best interests
 Long-lasting, ethical, builds trust
 Inspiration, incentive, enthusiasm, drive
 Causes people to act out of free choice and
desire
MASFAA Annual Conference, Nov. 19-21, 2003
Manipulation
 Persuading others to action for YOUR benefit
 Productivity declines
 Temporary benefit
 Self-destructive; builds reputation as
controlling
 Employees less likely to respond positively
 Manipulation results in forced compliance
MASFAA Annual Conference, Nov. 19-21, 2003
The More You Know…
Training is on-going – it’s called Coaching
– Internal and External
– Use the learning style
– Keep it going
Increase responsibility
Take advantage of interests
MASFAA Annual Conference, Nov. 19-21, 2003
More Keys to Retention
Be an ideal supervisor
– Respect
– Understanding/Compassion
– Availability/The Real Open Door
– Consistency
– Rationale when appropriate
MASFAA Annual Conference, Nov. 19-21, 2003
More Retention Ideas…
Team Building/Retreats
– Time to get away
– Be creative
– Outside resources
MASFAA Annual Conference, Nov. 19-21, 2003
Employee Performance Appraisals
Easy to avoid; why do them?
Opportunity to give praise, reward, or
provide notice of concern in formal context
Documentation of employee performance
in case of termination
To build relationship and aid
communication
MASFAA Annual Conference, Nov. 19-21, 2003
Office Performance Review
Audit
Shortcomings
Areas of concern
Process review
Improve delivery system
MASFAA Annual Conference, Nov. 19-21, 2003
When All Else Fails
…Despite your best efforts
Have clear and accurate performance
reviews
Collect documentation (early and often)
Perform audits on specific performance
Provide written reviews and feedback at set
intervals (predetermined)
MASFAA Annual Conference, Nov. 19-21, 2003
Massachusetts Association of Student Financial Aid
Administrators Presents…
Thanks for Coming…
Questions???
Please complete your session
evaluation form
Hiring, Training and Motivating Employees
Presented by Teresa Jardon and Gail Holt