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