2.1.1 Regular employees

2.1.1 Regular employees

Define the profile for employees

According to the needs of the circle who needs to hire you define a profile for the person which includes:

• roles to be filled (don't forget to have clear purposes, domains and accountabilities)

• knowledge, attitudes and skills required for roles

• work percentage (20%, 40% etc.)

• salary

• languages

• working location (if relevant)

• start date

• contract duration (determined or undetermined)

Once you have all these information you can draft a job description (model here). Do not hesitate to ask feedback on the job description to someone else in the team.

In addition, please create a folder with as a title the job title e.g. "Chief Happiness Officer" and save this job description and all documents related to the job in the appropriate folder (e.g. if you are hiring a permanent staff add the folder under "1.Permanent Staff".

Recruitment channels

First of all before sharing the job offer with anybody you should create a version that is easy to share via e-mail and social medias. Find examples & get inspired here.

Once you are ready to share the job offer you have many different possibilities:

• Continuous recruitment through our website - just ask the person holding the HR procedure role to add the offer on the page.
• Share with the websites, networks & contacts here (you may ask person holding the HR procedure role to support you in this task)(only accessible to employee)
• Create a copy of the recruitment channel document and highlight (model here)(only accessible to employee)

  the websites, networks & contacts you wish to spread it with. You can use this document too coordinate with other colleagues who shares it with whom.

• Add a project to the marketplace here.

Recruitment processes

Following up on applications

Now that the offer is out there get ready to receive the applications and answer to any clarifying questions from potential candidates. What can help you to do so short and simple? Use the following models for:

• Application reception (you can have it as an automatic reply) e-mail here (only accessible to employees)
• Rejection/Thank you e-mail (same document as above).

• Answer to spontaneous applications here (only accessible to employee).

Reviewing the applications

In order to review the applications you can create an excel sheet for having an "overview" of the applications received. You can use this model (only accessible to employees) to be adapted according to the roles & competences needed. You can use the same categories for the evaluation grid you will use during the interview (see below).

Preparing the interviews

Under the same folder you have created for this new job offer create the following folders with the respective documents (only accessible to employees):

1. Create a folder called "1. Applications" inside the folder for this new job (add the applications received and "overview" sheet)

2. Create a subfolder : "2. 1st Round of interviews" and create the grid for this particular job (model)
3. Create a subfolder: "3. 2nd Round of interviews" with an external expert and create the respective grid (model)
4. Create a subfolder: "4. 3rd Round of interviews" with team members and create the respective grid (model)

   (the model grids will need to be adapted with the relevant competencies you want to evaluate)

Once you have created all of these documents it is important to decide which questions you will ask during the interviews & prepare your interview script. Get inspiration from these models (only accessible to employees):

• General guidelines & example question here.
• Sample interview script with questions - 1st round here.
• Sample interview script with questions - 2nd round (soon here).

• Sample interview script with questions - 3rd round here.

Before you have the interviews remember to briefly look at the applications to see if you have any application specific question you want to ask on top of the general questions.

For the 2nd round of interview you can ask an expert in the euforia circle to interview the candidate. You can use the same grid as in the 1st interview and ask the expert to check for those criteria.

After the interviews

Rejection

Once you have completed the interviews do not forget to notify people who have not been selected with the rejection e-mail model (above). If you feel uncomfortable in only sending an e-mail it is more than OK to have a quick chat and explain your choice with the candidate who has been rejected.

We want to work with you!

Give them a quick call, it is always nice to hear & explain the next steps until the signature of the contract.

Signing the contract

Find here all sorts of contracts models to be signed by two people that have signature rights together with the person who gets the job (only acessible to employee). The terms of references described in the job offer are to be added to the last page of the contract.