massachusetts association of student financial aid administrators presents… hiring, training and...
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Massachusetts Association of Student Financial Aid Administrators Presents…
Hiring, Training and Motivating Employees
Hiring, Training and Motivating Employees
Teresa JardonUniversity of Massachusetts/Boston
Gail HoltNortheastern University
Massachusetts Association of Student Financial Aid Administrators Presents…
The Life Cycle of EmployeesThe Life Cycle of Employees
Goals for Today…
Something for Everyone
Lots of Information
Resources Available
Ask Questions
MASFAA Annual Conference, Nov. 19-21, 2003
Getting StartedGetting 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 CommitteeSearch Committee
Reasons for search committeeTypes of search committees
– Committee decision– Committee advisory
Pros and Cons of bothUse a selection criteria rating form
MASFAA Annual Conference, Nov. 19-21, 2003
Questions to AvoidQuestions to Avoid
Age Height and Weight Pregnancy Sex Religion or creed Military Service Marital Status Citizenship* National origin
Race Color Children Photos prior to hiring Residence Disability Arrests & Convictions* Other names * BFOQ
*Conditional
MASFAA Annual Conference, Nov. 19-21, 2003
Advertising Your Vacancy 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 ReviewResume Review
AppearanceGaps in work historyToo many jobs too quicklyPromotionsIncomplete or missing informationRelative ExperienceEducation
MASFAA Annual Conference, Nov. 19-21, 2003
Interview InsightsInterview Insights
Review career progression of candidateListen for how they make decisionsAsk open-ended questions and allow the
candidate to talk about selfConsider skill set needs of your officePlan out your topics, but be ready to be
flexible if needed
MASFAA Annual Conference, Nov. 19-21, 2003
ReferencesReferences
Secure written permission from candidateAsk for specific examples of performanceQuestion work schedule & environmentCompare responses with the candidate’sCompare responses with other referencesGauge tone; how something is said can be
more informative than what is saidSee handout for sample questions to ask
MASFAA Annual Conference, Nov. 19-21, 2003
Think hard!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 SpeedBasic Training & Getting Up to Speed
Prepare for arrivalKnow the ability level ahead of time, but be
ready to modifyKnow/learn your trainees learning style, but be
ready to modify that tooCreate a solid foundationUse the staff resources around youMake the training program a two-way benefitMake available resources for reference (non-
human)
MASFAA Annual Conference, Nov. 19-21, 2003
Motivation 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 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
ThreatsThreats
Perception is realityThreats are always demotivatingThreats create distrust and fear Bonus programs can degenerate into threatsWhen 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
Praise with purpose Target your praiseBelieve your praise Praise in proportion Praise in public
but ALWAYS reprimand in private
MASFAA Annual Conference, Nov. 19-21, 2003
Motivation 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, driveCauses people to act out of free choice and
desire
MASFAA Annual Conference, Nov. 19-21, 2003
ManipulationManipulation
Persuading others to action for YOUR benefitProductivity declinesTemporary benefitSelf-destructive; builds reputation as
controllingEmployees less likely to respond positivelyManipulation results in forced compliance
MASFAA Annual Conference, Nov. 19-21, 2003
The More You Know…The More You Know…
Training is on-going – it’s called Coaching
– Internal and External
– Use the learning style
– Keep it goingIncrease responsibilityTake advantage of interests
MASFAA Annual Conference, Nov. 19-21, 2003
More Keys to RetentionMore 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…More Retention Ideas…
Team Building/Retreats
– Time to get away
– Be creative
– Outside resources
MASFAA Annual Conference, Nov. 19-21, 2003
Employee Performance AppraisalsEmployee 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 ReviewOffice Performance Review
AuditShortcomingsAreas of concernProcess reviewImprove delivery system
MASFAA Annual Conference, Nov. 19-21, 2003
When All Else FailsWhen All Else Fails
……Despite your best effortsDespite your best effortsHave clear and accurate performance
reviewsCollect documentation (early and often)Perform audits on specific performanceProvide written reviews and feedback at
set intervals (predetermined)
Massachusetts Association of Student Financial Aid Administrators Presents…
Thanks for Coming…Thanks for Coming…
Questions???
Please complete your session Please complete your session evaluation formevaluation form
Hiring, Training and Motivating EmployeesPresented by Teresa Jardon and Gail Holt