It’s always a great feeling when after the recruitment process is over, you’ve found your perfect candidate. You’ve searched, shortlisted and interviewed, so now it’s time to make the offer and get that person on your team.
It’s easy to think that nothing could possibly go wrong at this stage. Well, surprisingly there’s still a lot of detail to attend to and you may find that this is the stage where you come up against the most challenges.
Making an Offer
Here’s a few tips on how to get your new employee raring to go, and full of new ideas and enthusiasm.
Let your candidate know they’ve been successful and get a verbal acceptance of the offer. Follow this up with an e-mail outlining every detail of the package on offer, including salary and benefits. Where the process often goes wrong is when an employer drags their heels and fails to send out employment confirmation in a timely fashion.
At this stage, you don’t need to provide an official employment contract, but you should provide as much detail as possible. Candidates will get nervous if they don’t have something in writing. Bear in mind that good candidates may have other offers on the table. Make sure you give them all the relevant information they need and let them know when you would like confirmation of their acceptance by (usually 24 to 48 hours).
Boost and enthuse
It’s generally advisable to get them onboard with as much enthusiasm as possible. Take the time to make a follow up call to talk about the company and check if they’ve got any questions.
Be prepared to make the odd concession. If they’re right for the role, but they need to leave fifteen minutes early on a Wednesday, that’s something you can deal with. Having your new employee full of eagerness massively outweighs small concessions.
Consider the psychometrics
Consider the candidates psychometric profile, because this will inform how much detail you need to go into at the initial offer stage. If they’re a detail orientated person, it would be best to go into as much depth as is possible. This might mean going into the training and development programmes, the format of the appraisals and even the parking arrangements.
If they’re a results driven personality type, it would be more relevant to outline the goals, targets and commission structure.
Once you’ve got the acceptance, make sure that HR get the official employment contract sent out as soon as possible. One of the pit falls at the offer stage is to have a candidate accept a counter offer from their existing employer.
If you’re using a recruitment company, ideally they’ll have got to the heart of the reasons why the individual wanted to leave in the first place – and that shouldn’t just have been a juicy salary hike. Was it because they weren’t being offered training and development? Was it because the commute was eating 2 hours out of every day? A reminder as to why the new role is the right move at this stage can be very powerful.
Get them involved
Finally, if your new starter has an extended notice period or gardening leave it is a good idea to get them involved with the team wherever possible. This could be calling into the office to meet everyone, or even better, an invite to a social occasion, allowing them to get to know their new colleagues in an informal setting.
Communication is the key throughout the process. From the job offer, right through to their first day in the office.
Writing Offer Letters
Once a candidate has verbally accepted your job offer, you’ll need to get the offer letter out to them. This is the simple bit, right? Hopefully, yes. But it’s important to ensure that you continue to uphold the standards of your company at all times. That your culture and personality is reflected in every step of the process. It pays to get the details right.
Tone of voice
Keep the same tone of voice throughout the hiring process, including when writing offer letters. If you’ve adopted a relaxed and informal interview process so far, don’t now switch to using a very formal tone, or bombarding the candidate with policies and procedures that ruin the moment.
If you’re the hiring manager, make sure that you take responsibility for ensuring that the process isn’t delayed. Your HR new recruit should be considered a priority. Allocate someone to write and send out the offer letters to make sure this gets done.
We thought it would be a good idea to provide you with a template offer letter, one that you can use and adapt to your company. So, here it is:
Email Subject Line: Your Offer from Company ABC
We are excited to be offering you a full-time position as a HR Manager at Company ABC, reporting directly to our Head of HR, …..… Based on your experience, interviews, and previous experience, we are looking forward to you making a real impact in our team.
As per your conversation with ………, we’d like to offer you an annual starting salary of £30,000 paid monthly via direct debit on the 24th of the month. If the 24th is a weekend you will receive payment the Friday before.
If you decide to accept this role, your anticipated start date will be 14th April, 2020 at our 1234 Leeds Office. You will be expected to work 40 hours per week, Monday to Friday with the option to work remotely up to two days per week. Please find attached an updated copy of the job description to familiarise yourself with some of the position’s duties and responsibilities.
As an employee of Company ABC, you will also have access to our comprehensive benefits program, which includes 30 days holiday, health insurance, pension scheme after 3 months (up to 5% contribution matched by ABC Company), and tuition reimbursement. I have attached the full details of the benefits we offer for you to look over.
To accept this offer, please email me at firstname.lastname@example.org by 29th March, 2020 and I will get you started with the rest of the onboarding process.
We are excited about the possibility of you joining Company ABC! If you have any questions, please contact me directly via phone or email.
Head of HR
0113 635 554
Managing Counter Offers
One of the problems you may encounter from here include the dreaded counteroffer from your new hire’s current employer – the haggling over salary and benefits has the potential to sour the new relationship you’re working hard to forge with your new recruit. The good news is that with some forward planning and knowledge, the process can be seamless.
So how exactly do you handle this situation?
Prevention is better than the cure
Make sure that you cover every base at the interview stage. Don’t be afraid to ask your candidates why they’re leaving their current job and how they’d handle it if their current employer made a counter-offer.
Advise your new recruit to hand their notice in last thing on a Friday afternoon. That way they can tell their friends and family the good news about their exciting to opportunity over the weekend. It also means that the existing company can’t make an instant counteroffer. By Monday morning the individual has mentally moved into the new office and is less likely to listen to promises from their existing manager.
Be proud of your company culture
Today’s candidates are often driven by things other than money. Make sure they know that you cam offer a culture of fun, development and progression, and that you’re someone who will really value their input. The more connected a candidate feels to you as an employer, the less attractive a counter-offer will look to them.
Have a follow up
If your chosen candidate has been made a counter-offer, invite them in to discuss it. Respect their right to consider what’s best for them but take the opportunity to tell them exactly why your business is the right place for them.
Know when enough is enough
It’s important to know when to walk away. The recruitment process is a two way street and if your company culture and what’s on offer is not enough, then the person in question may not be the candidate for you. This is quite often an issue where money is a candidate’s main driver. If you’re not in a position to match a potential counter-offer, perhaps focus your attention on other candidates.