Right now human resources professionals are inundated with candidates they can’t hire. While this situation is not new, the volume is increased and candidates seem to be more sensitive to how they are treated. Last month, the Boston Globe ran an interesting article on candidates’ reactions to the manner by which they are rejected. The challenge for many HR professionals is simply responding to all rejected candidates.

Why don’t applicants get a response?

There are a number of factors that have made it difficult to respond to all applicants:

• Technology enables an overwhelming amount of employment inquiries. Email and online submission processes make it easy for job seekers to quickly apply for numerous open positions. On the other hand, employers need time to evaluate and screen each of those submissions.
• The down economy and higher rate of unemployment means more candidates are applying for positions.
• HR departments are stretched thin. Many organizations cut back on HR resources to weather the recent recession and are ill-equipped to handle the current workload.
• Intercompany communication can lag. Sometimes an HR manager doesn’t know what to tell the candidate because they have not heard back from key participants in the hiring process.

Return on investment: why it is worth the effort to create a process and culture that ensure all candidates receive a response

Availability for future positions: The candidate you reject today might be perfect for a future opening; treat candidates well today and keep them interested in your organization.

Referrals: While the candidate might not be right for your company, if you treat them well they still might refer other people.

Candidate gains new skills: The candidate you reject today might go on to gain new skills and be desirable to you down the road.

Public relations: Being unresponsive to candidate can really generate intense bad feelings which can hurt your employment brand as well as your overall brand.

What should employers do?

Employers should develop a process that ensures all candidates that apply to your company get a response. The process may define who responds and how they respond depending on how deeply the applicant went in the interview process. For instance, if the applicant went on three rounds of interviews, you may want a senior person to have a live phone conversation with them explaining why they were not selected. On the other hand, it might be acceptable to send a standard email to an unqualified applicant who applied online to a job board posting.

In addition, employers need to create and maintain the proper culture which values treating candidates with respect and adhering to the process.

While responding to rejected candidates can be time consuming, in the long run I believe it is time well spent.

Aaron Green is founder and president of Boston-based Professional Staffing Group and PSG Global Solutions. He is also the vice chairman of the American Staffing Association. He can be reached at Aaron.Green@psgstaffing.com or (617) 250-1000.

Are we becoming a nation of uncivil servants? The January shooting of Congresswoman Gabby Giffords prompted numerous politicians and media to illustrate how uncivil and hot-headed our nation has become. There were subsequent calls for “civil discourse” and our government attempted to lead by example by pairing Republicans and Democrats as seat-mates for the President’s State of the Union address. It’s easy to see how our hurried, stressed and litigation-prone society can be less fun to be around and some have noticed that attitude carrying over to the workplace. Uncivil behavior in the workplace is unpleasant and costly, but can be prevented.

What is incivility in the workplace?
According to Wikipedia, workplace incivility has been defined as: “low-intensity deviant behavior with ambiguous intent to harm the target… Uncivil behaviors are characteristically rude and discourteous, displaying a lack of regard for others.”

Examples of uncivil behavior at work can range from:

• losing one’s temper or yelling at someone in public
• rude or obnoxious behavior in the workplace
• badgering or back-stabbing in the workplace
• withholding important customer/client information
• sabotaging a project or damaging someone’s reputation

To more subtle acts, such as:

• arriving late to a meeting
• checking e-mail or texting during a meeting
• not answering calls or responding to emails in a timely manner
• ignoring or interrupting a colleague in the workplace
• not saying “please” or “thank you” when customary

In the book The Cost of Bad Behavior: How Incivility is Damaging Your Business and What to Do About It, authors Christine Pearson and Christine Porath interviewed workers at 800 employers, and found:

• 96 percent have experienced incivility at work
• 48 percent of employees claim they were treated uncivilly at work at least once a week
• 10 percent said they witnessed incivility every day
• 94 percent of workers who are treated uncivilly say they get even with their offenders

How did we get here?
It’s not hard to find examples of stress and hardship that could make people less civil: the tough economy, less than ideal employment situations, even the effect technology has on speeding up our communications and decision making, and lengthening our work hours by increasing our accessibility.

Some workplace observers even blame the slip in civility on the shift toward casual dressing, which causes more casual behavior and communication, in turn lowering standards of behavior. While casual dressing may or may not be a cause for incivility, it’s an example of the many workplace practices that have changed in our culture. When evaluating causes of incivility, employers should consider all the changes in their environments including the increased use of technology, teams that are more widely distributed geographically, and the increase in diverse workforces, to name just a few.

Workforce Management featured a January 2011 article, The Degeneration of Decorum, which reported that: “Incivility tends to rear its ugly head in organizations that have distinct pecking orders, where people are separated by rank…some experts say the worst fields for incivility are education and health care, where the abuse comes from the top and leads all the way down to the school playground or the operating room.”

The cost of uncivil behavior in the workplace
An uncivil workplace is an undesirable place to work or do business with. Incivility has wide-reaching impact on efficiency, effectiveness and job satisfaction in the workplace. Where uncivil behavior is found, it’s common to find poor communication and ineffective use of meetings, lower standards for customer service, decreased workplace productivity and lower rates for employee recruiting and retention.

As reported by Workforce Management: “In polling thousands of managers and employees about the effects of incivility, Pearson and Porath found that after being the victim of on-the-job rudeness and hostility, two-thirds of employees said their performance declined. Four out of five said they lost work time worrying about the unpleasant incident, while 63 percent wasted time avoiding the offender. More than three-quarters of respondents said that their commitment to their employer had waned, and 12 percent even quit because of bad treatment.”

What should employers do?
Employers and organization leaders are responsible for creating a foundation or environment where employees can shine. Office culture is often set from above, meaning that the management team needs to lead by example. Increasing awareness around incivility and its impact is a good place to start and, if necessary, create workplace policies around civil behavior where standards for acceptable behavior are established (just as you might create a policy for the use of social media).

HR managers can ensure that civil language and practices are imbedded into every level of an organization, including job descriptions, hiring practices, training policy and the day-to-day code of conduct. For example, use the hiring processes you’ve got in place, such as personality tests and reference checks, to look for signs of incivility in a candidate or new hire.

Other tips for fostering civility:

• Recognize and reward employees who model strong civil habits – or empower employees to recognize their peers
• Provide training and coaching to help employees identify problems
• Foster open communication practices such as forums for sharing ideas and input, safe environments for sharing concerns or reporting incidents, and explain the importance of good communication and its impact on organizational success

Reducing incivility not only makes your organization a more enjoyable place to work, but it also has a positive impact on the bottom line through improved employee retention and performance.

Aaron Green is founder and president of Boston-based Professional Staffing Group and PSG Global Solutions. He is also the vice chairman of the American Staffing Association. He can be reached at Aaron.Green@psgstaffing.com or (617) 250-1000.

For the past couple of years many employers have had the luxury of not needing to spend much time or energy on compensation issues. Loyal employees were happy to have a job and contribute to their organization without expecting pay increases. Now these employees feel it is time to be rewarded for their loyalty or at least be paid what they feel is fair for the work they are performing.

One might ask how I know employees are feeling this way. Two reasons: 1) surveys and other data and 2) first-hand experience.

• Survey results suggest upcoming compensation challenges

According to a Right Management national survey released this week, 84% of employees plan to actively seek a new position in 2011.

The Labor Department’s survey known as the Job Openings and Labor Turnover Survey (also released this week) shows that advertised job openings are at their highest level since August 2008.

While these surveys don’t necessarily say employers will experience compensation challenges, they do say employees are open to new positions and new positions are becoming available. Combining these factors leads me to believe employees are going to be looking for raises to stay with their current employers.

• First-hand experience

I manage a staffing firm that is currently experiencing an inflow of candidates who are looking for new opportunities solely because of money. While I’m excited to have the opportunity to represent these talented candidates, I want to help my readers and mention that in many cases it would not have taken much to retain these employees. In other words, employers are losing employees that they really shouldn’t be losing. To be clear, I am not talking about mercenary employees who constantly shop the highest bidder; I’m referring to otherwise loyal, talented employees who enjoy their existing job except for feeling underpaid and/or underappreciated.

My suggestions for managing compensation challenges:
Proactively address compensation challenges before they become an issue

Once a talented employee concludes that they are unfairly compensated and decides they would consider another job, it is probably too late and their employer has an uphill challenge trying to retain that person. Employers really need to address this challenge before it gets to the point where the employee feels taken advantage of. I can’t tell you how many times I talk to candidates who get counter-offers from their current employer and decline them. It typically does not even matter if the counter-offer is for more money then the job they are leaving to take. Don’t let this happen to you: address true compensation issues before it is too late.
Consider internal equity as well as the larger marketplace for talent

For many people the amount of pay is less important than its perceived fairness or equity. It is only natural for employees to compare their pay to someone who is doing the same job within the same organization. Some employees will compare their pay to employees doing a different job in the organization or with someone doing the same job in another organization.

Many times the comparisons are not exactly fair to the employer. Employees use positions that are not really comparable at all as benchmarks. Or they ignore parts of their compensation package and only focus on the parts that compare unfavorably. For instance, Employee A who has a high base salary and low bonus only wants to talk about his bonus and why it is lower than Employee B who has a low base salary. Regardless of whether the comparisons are fair or not, employers will need to deal with fairness issues if they want to retain staff.

It really is crucial to know the “market” wages for your company’s positions. There is a lot of information available: try the internet, industry trade organizations, or staffing firms- most will be happy to provide the information free of charge. The key is to be educated about fair pay in the marketplace; otherwise you run the risk of losing people.
Get creative with compensation and benefits

While we would like to pay everyone all they want to be paid, in the real world budget constraints exist. Look to maximize your budget by getting creative; I’ll give a couple of examples …

• Flexible schedules

At my company we allow certain people very flexible schedules. The employees have certainly earned this benefit and they carry significant responsibilities. This benefit of a flexible schedule does not cost the company anything in hard dollars or even in management time to accommodate the flexibility. Yet the value to the employees is tremendous; from the employee’s perspective the quality of life value is worth tens of thousands of dollars. It is truly a “win-win” situation. I’ll mention that it took us some effort to make these situations work so that responsibilities could be managed, but the effort was well worth it.

• Incentive based compensation

Let’s say you are faced with a situation where you just can’t pay someone any more money; maybe you are constrained by internal equity issues or maybe you have a budget challenge and you simply don’t have the money to spend. Consider developing a creative incentive plan that rewards the employee if more value is created from their work. If the employee is truly delivering more value it might justify the additional compensation or benefit. Incentive plans are certainly easier to create in sales environment but with some effort can be developed for all employees. My favorite incentive plans reward innovation and/or customer service.
Don’t “set it and forget it”

Commit to regular reviews of your compensation packages to ensure they are fair, equitable and competitive. Loyal employees may not mind waiting until their review date to bring up compensation concerns, but if there is no date or mechanism to raise their concern, the employee may get frustrated and leave.

Many employers will see compensation challenges in 2011. Don’t be caught by surprise; proactively manage compensation at your organization so you can retain your talented employees.
Aaron Green is founder and president of Boston-based Professional Staffing Group and PSG Global Solutions He is also the vice chairman of the American Staffing Association. He can be reached at Aaron.Green@psgstaffing.com or (617) 250-1000.