Personnel Recruitment Overview



PURPOSE |12-1 |SALES MANAGER INTERVIEW GUIDELINES |12-7 | |

|PERSONNEL RECRUITMENT OVERVIEW |12-1 |SALES MANAGER INTERVIEW QUESTIONS |12-7 |

|INTERNAL RECRUITMENT SYSTEM |12-3 |INTERVIEW QUESTIONS |12-8 |

|OPEN POSITION NOTIFICATION |12-3 |SAMPLE JOB OFFER LETTER |12-14 |

|EXTERNAL RECRUITING SYSTEM |12-5 |NEW HIRE ORIENTATION CHECKLIST |12-15 |

PURPOSE

This section covers the process of recruiting and hiring people for open positions in your dealership. By following these steps, you will be able to easily interview new applicants and fill positions within the dealership in a timely manner.

PERSONNEL RECRUITMENT OVERVIEW

• The Personnel Recruitment System is divided into two separate processes, INTERNAL recruiting and EXTERNAL recruiting.

• The department managers are responsible for staffing their individual departments and the General Manager (GM) is responsible for keeping each department manager position filled.

• The methods of recruitment may differ from one position to the next.

• E-mail, snail mail, and internal signage are all utilized in the recruitment process.

• Employment applications will be stocked in a labeled display rack on the wall near the main customer entrance. Display rack label will state: ‘Employment Applications, Please See the Manager’.

• All employees are authorized to hand out applications to any person that inquires about the job posted.

• Completed employment applications collected by an employee shall be hand delivered immediately to the department manager or General Manager.

• All manager prospects must be interviewed at least twice before being hired.

• Depending on the position, openings should be filled in 1 to 15 working days.

• All internal and external methods should be completed in 2 working days.

Pre-Interview Screening Flowchart

INTERNAL RECRUITMENT SYSTEM

It is always best to promote from within whenever possible. So, the first step should always be to evaluate existing prospects within the company. Since the Sales Department brings in 80% or more of the total dealership revenue, extreme detail should be exercised when considering prospects.

1. Post provided signs on entrance doors, exit doors, restroom doors, parts counter, service counter, and break room.

2. Place portable “Now Hiring” ground sign in front of store by the road or street.

3. Have other department managers notify their staff in meetings to keep their eyes open and spread the word.

OPEN POSITION NOTIFICATION FOR EXISTING POSITION

SAMPLE EMAIL

Date: March 01, 2007

To: (insert email address)

From: (insert email address)

Subject: Open Position Notification

Position: Sales Manager

New or Existing Position: Existing

Reason for Opening: As you know already know Bob Smith has been offered the General Manager’s position and has accepted. Bob Smith will continue to work in his current position until a replacement can be recruited.

INTERNAL Recruiting Flowchart for Sales Manager Position

EXTERNAL RECRUITING SYSTEM

Place the following ad in the local newspaper.

Section: Management

Have fun working in a fun place! Earn a competitive salary plus benefits as a Sales Manager in a fast paced motorcycle dealership. No experience necessary but a positive attitude and a smiling face are! Email resume (insert email address), fax (insert fax #) or call (insert phone #).

Place the following ad in a local cycle trader book.

CAREER OPPORTUNITY

Have fun working in a fun place! Earn a competitive salary plus benefits as a Sales Manager in a fast paced motorcycle dealership. No experience necessary but a positive attitude and a smiling face are! Email resume (insert email address), fax (insert fax #) or call (insert phone #).

EXTERNAL Recruiting Flowchart for Sales Manager Position

SALES MANAGER INTERVIEW GUIDELINES

• The first interview should always be with the General Manager

• Never hire the first interview

• Give the prospect a quick tour of the facility before the interview, especially if the prospect is a result of an external search

• The second interview should include the other department managers

• If necessary, a third interview should be conducted by the General Manager

• Review the application and/or resume to see if there is consistent work history, and if the applicant has experience related to this field. Are they a job hopper?

• The purpose of the interview is for us to learn about the prospect’s attitude toward people and work, education, and work experience, and future career plans.

• Some things to think about during the interview are: Is the applicant alert? How was the introduction? Does he/she have a firm handshake? Is the applicant open minded and willing to learn? Is the applicant enthusiastic? Is the applicant a powersports enthusiast? Does the applicant have any management experience? How is the applicant’s appearance; is it too far left or too far right?

SALES MANAGER INTERVIEW QUESTIONS

1. What made you decide to get into sales?

2. Tell me a little about yourself.

3. How do you feel about working Saturdays?

4. Have you ever owned a motorcycle, ATV or PWC?

5. What is your greatest strength?

6. What is your greatest weakness?

7. What characteristics do you feel it takes to make a successful sales team?

8. What kinds of methods would you use to motivate your sales staff?

9. Have you ever had any management experience?

10. What are your feelings about controlling moral in the work place?

11. Can you give me an example of a time you sold something?

12. What aspect of this job excites you most?

13. What aspect of this job concerns you most?

14. One of our employees comes in late regularly; however, he/she is your best salesperson. You warn the employee verbally, but he/she continues to come in late. How do you handle this situation?

15. How does this atmosphere make you feel?

16. What are your hobbies?

17. Are you married?

18. After reviewing the job description, how confident are you that you can successfully perform the duties of this position?

19. Do you have any references?

20. Give me your best closing sales pitch as to why we should hire you over our other applicants.

21. Background check/drug test

INTERVIEW QUESTIONS

A LIST OF TESTED QUESTIONS

• WARM-UP QUESTIONS

• WORK HISTORY

• JOB PERFORMANCE

• EDUCATION

• CAREER GOALS

• SELF-ASSESSMENT

• CREATIVITY

• DECISIVENESS

• RANGE OF INTERESTS

• MOTIVATION

• WORK STANDARDS

• LEADERSHIP

• ORAL PRESENTATION

• WRITTEN COMMUNICATION SKILLS

• FLEXIBILITY

• STRESS TOLERANCE

• STABILITY & MATURITY

• INTEREST IN SELF DEVELOPMENT

WARM-UP QUESTIONS

• What made you apply for this position?

• How did you hear about this job opening?

• Briefly, would you summarize your work history & education for me?

WORK HISTORY

• What special aspects of your work history have prepared you for this job?

• Can you describe for me one or tow of your most important accomplishments?

• How much supervision have you typically received in your previous job?

• Describe for me one or two of the biggest disappointments in your work history.

• Why are you leaving your present job? (or, Why did you leave your last job?)

• What is important to you in a company? What things do you look for in an organization?

JOB PERFORMANCE

• Everyone has strengths and weaknesses as workers. What are your strong points for this job?

• What would you say are areas needing improvement?

• How did your supervisor on your most recent job evaluate your job performance? What were some of the good points & bad points of that rating?

• When you have been told or discovered for yourself, a problem in your job performance, what have you typically done? Can you give me an example?

• Do you prefer working alone or in a group?

• What kind of people do you find most difficult to work with? Why?

• Starting with your last job, tell me about your achievements that were recognized by your superiors.

• Can you give me an example of your ability to manage or supervise others?

• What are some things you would like to avoid in a job? Why?

• In your previous job what kind of pressures did you encounter?

• What would you say is the most important thing you are looking for in a job?

• What are some of the things on your job you feel you have done particularly well or in which you have achieved the greatest success? Why do you feel this way?

• What are some of the things on your last job that you found most difficult to do?

• What are some of the problems you encountered while doing your job? Which one frustrates you the most? What do you usually do about it?

• What are some things you particularly liked about your last job?

• Do you consider your progress on the job representative of your ability? Why?

• How do you feel about the way you & others in the department were managed by your supervisor?

• If I were to ask your present (most recent) employer about your ability as a _________________, what would he/she say?

EDUCATION

• What aspects of your education or training have prepared you for this job?

• What courses in school have been of most help in doing your job?

CAREER GOALS

• What is your long-term employment or career objective?

• What kind of job do you see yourself holding five years from now?

• What do you feel you need to develop in terms of skill & knowledge in order to be ready for that opportunity?

• Why might you be successful in such a job?

• How does this job fit in with your overall career goals?

• Who or what in your life would you say influenced you most with your career objectives?

• Can you pinpoint any specific things in your past experience that affected your present career objectives?

• What would you most like to accomplish in this job?

• What might make you leave this job?

SELF-ASSESSMENT

• What kind of things do you feel most confident doing?

• Can you describe for me a difficult obstacle you had to overcome? How did you handle it? How do you feel this experience affected your personality or ability?

• How would you describe yourself as a person?

• What do you think are the most important characteristics & abilities a person must possess to become a successful ( )? How do you rate yourself in these areas?

• Do you consider yourself a self-starter? If so, explain why & give examples.

• What do you consider to be your greatest achievements to date? Why?

• What things give you the greatest satisfaction at work?

• What things frustrate you most? How do you usually cope with them?

CREATIVITY

• In your work experience, what have you done that you consider truly creative?

• Can you think of a problem you have encountered when the old solutions didn’t work & when you came up with new solutions?

• Of your creative accomplishments big or small, at work or home, what gave you the most satisfaction?

• What kind of problems have people recently called on you to solve? Tell me what you devised?

DECISIVENESS

• Do you consider yourself to be thoughtful, analytical or so you usually make up your mind fast? Give an example. (Watch time taken to respond)

• What was your most difficult decision in the last six months? What made it difficult?

• The last time you did not know what decision to make, what did you do?

• How do you go about making an important decision affecting your career?

• What was the last major problem you were confronted with? What action did you take?

RANGE OF INTERESTS

• What organizations do you belong to?

• Tell me specifically what you do in the civic activities in which you participate. (Leading questions in selected areas, i.e. sports, economics, current events, finance)

• How do you keep up with what’s going on in your company/industry/profession?

MOTIVATION

• What is your professional goal?

• Can you give me examples of experience on the job you felt were satisfying?

• Do you have a long or short-term plan for your department? Is it realistic?

• Did you achieve it last year?

• Describe how you determine what constitutes top priorities in the performance of your job.

WORK STANDARDS

• What are your standards of success in your job?

• In your position, how would you define doing a good job? On what basis was your definition determined?

• When judging the performance of your subordinate, what factors or characteristics are most important to you?

LEADERSHIP

• In your present job what approach do you take to get your people together to establish a common approach to a problem?

• What approach do you take in getting your people to accept your ideas or department goals?

• What specifically do you do to set an example for your employees?

• How frequently do you meet with your immediate subordinates as a group?

• What sort of leader do your people feel you are? Are you satisfied?

• How do you get people who do not want to work together to establish a common approach to a problem?

• If you do not have much time & they hold seriously differing views, what would be your approach?

• How would you describe your basic leadership style? Give specific examples of how you practice this?

• Do you feel you work more effectively on a one to one basis or in a group situation?

• Have you ever led a task force or committee or any group who doesn’t report to you, but from whom you have to get work? How did you do it? What were the satisfactions & disappointments? How would you handle the job differently?

ORAL PRESENTATION SKILLS

• Have you ever done any public or group speaking? Recently? Why? How did it go?

• Have you made any individual presentations recently? How did you prepare?

WRITTEN COMMUNICATION SKILLS

• Would you rather write a report or give a verbal report? Why?

• What kind of writing have you done? For a group? For an individual?

• What is the extent of your participation in major reports that have to be written?

FLEXIBILITY

• What was the most important idea or suggestion you received recently from your employees? What happened as a result?

• What do you think about the continuous changes in company operating policies & procedures?

• How effective has your company been in adapting its policies to fit a changing environment?

• What was the most significant change made in your company in the last six months which directly affected you, & how successfully do you think you implemented this change?

STRESS TOLERANCE

• Do you feel pressure in your job? Tell me about it.

• What has been the highest pressure situation you been under in recent years? How did you cope with it?

STABILITY & MATURITY

• Describe your most significant success & failure in the last two years.

• What do you like to do best?

• What do you like too do least?

• What in your last review did your supervisor suggest needed improvement?

• What have you done about it?

INTEREST IN SELF DEVELOPMENT

• Who/what has been the most important person/event in your own self development?

• How much of your education did you earn?

• What kind of books & other publications do you read?

• Have you taken a management development course?

• How are you helping your subordinates develop themselves?

Indiana University Bloomington Libraries

Last Updated: 02.19.02

URL:

Comments: libpers@indiana.edu

© 1997, The Trustees of Indiana University

SAMPLE JOB OFFER LETTER

March 01, 2007

Sally Supersmile

123 Fake Street

Fakeville, CA 12345-1234

Dear Ms. Supersmile:

Congratulations! We would like to extend an offer of employment to you as Hospitality Coordinator for our dealership. This hourly position is full-time and compensation will begin at an hourly rate of $7.50 per hour. Pay dates are every other Friday. Your first check will include March 5th through March 18th, 2007 and will be disbursed on Friday, March 23rd, 2007.

We would like you to begin your employment with us on March 5th, 2007 with initial training to take place with Scott Sells, General Manager. The duration of such training will be determined by the General Manager who will be serving as facilitator. Once complete, you will begin regular work at our store.

All other benefits available such as medical and dental insurance, vacation, etc. are detailed in our Employee Handbook which you should receive on your first day of employment.

We are glad that you are ready for a career with this dealership and believe that we provide a premier opportunity in an exciting industry and a fun atmosphere. We are confident that you will be a strong contributor to our future success and growth.

Sincerely,

Scott Sells

General Manger

Accepted:

____________________________________ _____________________

New Employee’s Name Date

New Hire Orientation Checklist

|1. ___ Enter Lightspeed info. / Clock in/out |16. ___ Tax papers |

|2. ___ Introduction to staff/facility tour |17. ___ Copy of driver’s license |

|3. ___ Company structure (flowchart) |18. ___ Background check (form) |

|4. ___ Employee handbook |19. ___ Voice mail/Phone extension |

|5. ___ Handbook receipt form |20. ___ Mailbox (for snail mail) |

|6. ___ Required days & hours |21. ___ Email (if applicable) |

|7. ___ Overtime stipulations |22. ___ Business cards |

|8. ___ Uniform standards/Dress code |23. ___ Job description |

|9. ___ Lunch break policy |24. ___ D.O.M. review |

|10. ___ Signed offer letter |25. ___ D.O.M. receipt form |

|11. ___ Benefits program |26. ___ Training agenda/outline |

|12. ___ Parking information |27. ___ Training program list |

|13. ___ Job reviews |28. ___ Signature on this checklist |

|14. ___ Vacation policy |29. ___ MVR form for insurance |

|15. ___Copy of application | |

Notes: ________________________________________________________________

______________________________________________________________________

________________________________ ________________________________

Employee’s Signature and Date Manager’s Signature and Date

Copy to: New Employee, Personnel File, Department Manager

-----------------------

Proceed now or

file application & continue within

24 hours

Receive Application

Review job history & weed out job hoppers

Review the

application & check salary requirements

Call references

for work performance & attendance info.

Introduction, evaluate first handshake &

body language

Ask about job history, salary requirements & work availability

Thank them for their time & evaluate second handshake

Call applicant to interview by phone. Evaluate phone skills

Schedule appointment for

full interview in person

See Interview Flowchart

If Applicant

Not Present

If Applicant

Is Present

General Manager determines that the position is open.

General Manager checks for active prospects in application file

General Manager posts signs by the road

General Manager posts the signs in the store

All team members forward completed applications immediately to General Manager

Team members distribute & collect applications

See External Recruiting Flowchart

Notification sent & internal recruiting steps have been completed

General Manager places pre-approved ad in newspaper

General Manager places pre-approved ad in cycle trader book

General Manager places pre-approved ad on internet job board

See Screening Flowchart

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