The word 'Efficiency'

Is your contract generation efficient?

We know that any senior recruitment process for your business takes a lot of time, energy and organisation. All the pieces of the puzzle need to fit – from finding the right experience profile through to the perfect culture fit. Not only do you have to find that needle in the haystack as the employer but the individual you have found also needs to agree that this is the perfect next step in their career journey. Everything needs to align for both parties.

Once we have achieved that and the right offer has been made and accepted, the process is far from over. To ensure that your new employee’s experience with your business remains on the right, positive track we need to think about the next stage in the process from this point: The contract generation.

It’s all very well and good to have verbally agreed between you that you have successfully recruited and the recruitment process has concluded positively for all involved, but it is at this point where things can fall down. The last thing you want as an employer is to be back at the starting line of your search and the last thing the candidate wants is to feel that their dream job isn’t secure. So how can we avoid this? Very simply – by looking at your contract generation procedure and the quality of the information your new employee receives.

Before you make an offer for your next hire have a think about these three points. When you are sure that they are as effective and efficient as they can possibly be, you can confidently have peace of mind that the onboarding part of the new employee’s journey with you is representative of your brand and the business that they bought into during the interview process.

  1. Timing: Very simple, get your new employee’s contract out to them in good time! As soon as you have received verbal acceptance of your offer it is crucial that you action the contract generation procedure. Take a moment to double check you have the right full name (including spelling) and address for your new employee. Nothing screams disorganisation and lack of attention to detail like an incorrectly spelled name on a contract! Let your new employee know that you are generating the paperwork as a matter of priority and when they can expect to receive it.

Some businesses have a ‘generic’ contract template which is fine but take a moment to ensure that it is appropriate to the offer that you have just made. Any amends to benefits that have been verbally agreed should be written into the contract/offer letter. The candidate should feel reassured that this is their contract based on the offer that they agreed to accept.

Not receiving their contract over a week after an offer has been made can leave the candidate feeling unsure. Doubt may start to creep in and suddenly they begin to question whether they should have accepted the other offer from the other business who now seem to be far more organised. They have been calling and chasing a decision from them and suddenly their eagerness and perceived value towards hiring you is coming across as far more positively than the business they haven’t heard from since accepting an offer.

It is so important to capitalise on that positive, excited feeling a candidate gets when they have decided to accept and join your business. Show them in every way that they have made the right decision and that yours is a business that wants them on board. Show them that you mean what you say, make the offer real – get their contract out to them as quickly as possible with the correct information in it.

  1. Quality, quantity, and clarity of information: New employees want information, they want to know the details around their benefits, and they want to understand their new business as quickly as possible to re-assure themselves that they have made the best career choice. There is a fine line between bombarding your new employee with information and sending them the detail that they need. Have a think about your benefits information for example. Is it clearly laid out and explained, is it in date, or are you sending them a pack of information that hasn’t been reviewed or updated in a while and outlines information that has since changed around a specific benefit?

The detail that your new employee receives needs to be clear, concise, and digestible. It should leave no gap for questions. If there are queries, the new employee should have an appropriate contact to discuss them with at their fingertips and feel comfortable that they can ring and double check anything that they are unsure about.

The contract is the first formal document/piece of literature that they are receiving from their new place of work. Make that first impression feed into and build upon the already positive perception they have built about you from during their interview process.

  1. Format: How is your contract information sent? Is it by post or email or both? What action is required from the new employee once they have received the information through? Whatever your process is, communicate it to your new employee so they know what to expect and look out for.

Make it clear that any queries they have can be addressed either directly with you their direct reporting line or an appropriate HR contact so that when it does arrive on the doormat your new employee is ready and raring to sign and return without delay, outstanding queries, or any uncertainty.

Maintain the good impression you have created with your new employee. Allow no room for doubt or uncertainty to set in. Show them they are a priority and that they are already a valued member of the team by ensuring that your contract generation and the quality of information they receive give a true representation of the business they are joining.