Emily's Maids Blog

Step 5 of Our Hiring Process: Choosing the Right Candidate

October 21, 2024 by emilysmaids

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After diligently navigating the application and interview processes, you’re now at the exciting point of selecting the ideal candidate for your team at Emily’s Maids. Whether you’ve found a gem among the applicants or need to sift through a few more resumes, this step will guide you in making that crucial decision.

Accepting the Right Candidate

Congratulations! If you’ve identified an applicant who ticks all the boxes, it’s time to extend an offer. Here’s how to do it with enthusiasm and professionalism:

1. Make the Call: Pick up the phone and call the chosen candidate. Begin by “congratulating” them for making it onto your team. A little excitement goes a long way!
2. Confirm Interest: Reassure them of their continued interest in the position. It’s important to ensure they’re still on board, especially if some time has passed since the interview.
3. Discuss Compensation: Confirm the starting wage and ensure that both parties are on the same page. Transparency in this discussion helps set the right expectations from the get-go.
4. Establish a Start Date: Work together to set a mutually agreeable start date for employment. This is your opportunity to create a smooth transition into the new role.
5. Orientation Details: Explain that the first day will consist of orientation. This is a great way to introduce them to the company culture and prepare them for their new role.
6. Dress Code: Advise the new hire on how to dress for the job. If uniforms, T-shirts, or aprons will be provided, let them know so they can come prepared.
7. Welcome Them Aboard: Wrap up the call with a warm welcome to the Emily’s Maids family! A friendly touch sets the tone for a positive working relationship.

Rejecting Candidates with Respect

Not every candidate will be the right fit, and that’s okay. As soon as you determine that a candidate is not suitable, it’s important to communicate your decision promptly and respectfully. Here’s a sample letter you can use for this purpose:

[Emily’s Maids Letterhead]
[Applicant’s Address]

[Date]

Dear [Applicant’s Name],

Thank you for interviewing with me on [Day of Interview] for the Professional House Cleaner position. I regret to inform you that another candidate has been selected.

The decision was particularly challenging due to the high caliber of candidates who applied. This choice does not reflect on your impressive skills and abilities. In fact, you demonstrated [Insert genuine compliments about the applicant here], which made the decision all the more difficult. Unfortunately, there was only one position available.

Thank you once again for your interest in Emily’s Maids. I wish you all the best in your job search.

Sincerely,
[Interviewer’s Signature]
[Interviewer’s Printed Name]

Wrapping Up the Selection Process

Selecting the right candidate is both an art and a science. By following these steps, you can ensure that you not only fill the position but also enrich the team culture at Emily’s Maids with motivated and skilled individuals. With each hire, you’re building a stronger team that aligns with your company’s values and vision. Happy hiring!

Step 4 of Our Hiring Process: Background Investigation

October 21, 2024 by emilysmaids

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After successfully completing the in-office interview, it’s time to move on to a crucial step in the hiring process: conducting a background investigation. At Emily’s Maids, we believe in the importance of thoroughly vetting each candidate to ensure we’re hiring individuals who are both qualified and trustworthy. This process helps safeguard our business, our clients, and our team.

Here’s a breakdown of how to complete a successful background check in a friendly, comprehensive way.

Essential Documents for the Background Check

Before starting the background investigation, you’ll need to prepare and have the following forms ready:

• Background Check Consent Release Form (filled out during the office interview)
• Employment Reference Questionnaire & Checklist Form
• Personal Reference Questionnaire Form

Ideally, you should obtain at least two previous work references from each candidate. If the applicant doesn’t have two professional references (which could happen if they’re just entering the workforce), you can turn to their personal references using the Personal Reference Questionnaire.

What Does the Background Check Include?

A proper background investigation at Emily’s Maids involves two critical parts:

1. Reference Checks
2. Criminal Background Check

Let’s dive deeper into these two components.

1. Reference Check: Verifying the Candidate’s History

The first step in the background check is contacting the candidate’s former employers or references to verify their work history and performance.

Here’s how to efficiently conduct a reference check:

• Print out the Employment Reference Questionnaire & Checklist and use it as your guide while speaking with each reference.
• To ensure the accuracy of the information, it’s a good practice to look up the reference company’s phone number online. Cross-check this number with the one provided by the candidate to make sure you’re speaking with an authentic contact.

When talking with references, aim to gather insights on these key points:

• Job Performance: Did the candidate excel in their previous roles? Were they a dependable and productive employee?
• Accuracy: Do the details provided by the references align with what the candidate shared during the interview? This includes aspects such as job responsibilities, employment dates, and reasons for leaving.
• Positive Contributions: Did the candidate leave a positive mark on their previous employers or colleagues? Does their performance reflect the qualities you’re looking for at Emily’s Maids?

A well-conducted reference check not only provides crucial details about the candidate’s work history but also confirms whether they will be a good cultural and professional fit for the team.

2. Criminal Background Check: Maintaining Safety Standards

Ensuring the safety of both clients and employees is a top priority at Emily’s Maids. Performing a thorough criminal background check helps protect our business from potential risks and guarantees that we’re hiring individuals with a clean record.

Here’s how to perform the criminal background check:

Texas Criminal Background Check

For candidates who have worked or lived in Texas, the criminal background check can be performed online at:

• Dallas County Criminal Background Search

Simply input the candidate’s details to receive a full criminal background report for the state.

National Criminal Background Check

For candidates who may have lived or worked outside of Texas, a national background check is necessary. At Emily’s Maids, we use the following service:

• Criminal411 National Background Check

A national check will provide insight into any criminal activity the candidate might have been involved in outside of Texas.

No Felons Policy

At Emily’s Maids, we have a strict policy when it comes to criminal backgrounds. Candidates with felony convictions are not eligible for employment—there are no exceptions to this rule. If a felony is discovered during the background check, the candidate must be disqualified from further consideration.

Why Background Checks Are Crucial

Conducting thorough background checks is not just about following procedure; it’s about ensuring the long-term success of our team. Verifying a candidate’s work history and checking for any criminal activity provides peace of mind, helping us build a trustworthy and dependable workforce.

These checks serve multiple purposes:

• They help validate the candidate’s qualifications and experience.
• They confirm that their character aligns with the values of Emily’s Maids.
• They protect our clients and our reputation as a business that prioritizes safety and reliability.

By investing time in this process, you can avoid potential legal issues and ensure that you’re bringing the right people on board.

Final Thoughts

At Emily’s Maids, we believe in hiring individuals who are not only skilled but also trustworthy and safe to work with. The background investigation is a critical step in this journey, helping us ensure that every new team member meets our high standards.

By carefully checking references and running criminal background checks, you can feel confident in the final hiring decision—knowing that you’ve done everything possible to select the best possible candidate for the job.

Step 5 of Our Hiring Process: Choosing the Right Candidate

Step 3 of Our Hiring Process: In-Office Interview

October 21, 2024 by emilysmaids

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The in-office interview is a crucial stage in the hiring process, offering an opportunity to get a deeper understanding of your potential team member. This guide will help you navigate the interview process effectively, ensuring you select the best candidate for the role.

Preparing for the Interview

Before diving into the interview itself, prepare the following forms and have them ready:

• Phone Interview & Evaluation Form (from the phone interview)
• Team Member Job Description Form
• Employment Application Form
• Personal Evaluation Form
• Authorization for Release of Information Form
• Company marketing materials (for the candidate to take home)

These documents will help structure the conversation and ensure you cover all necessary details.

Starting the Interview: First Impressions Matter

When the candidate arrives, it’s essential to make them feel welcome. A friendly greeting sets the tone for the rest of the interview. Offer them something to drink—small gestures like this can help ease any nerves and make the candidate feel comfortable from the get-go.

But there’s one rule that cannot be overlooked: punctuality. If the candidate arrives 15 minutes late (or more) without prior notice, it’s best to end the process there. Punctuality is an important quality, and not respecting the agreed-upon time can be a red flag.

Explaining the Job Clearly

Once the candidate is settled, it’s time to explain the position in detail. Hand them a copy of the Team Member Job Description and ensure they fully understand the role’s expectations, challenges, and responsibilities.

This is also a great time to establish an open and honest dialogue. Be transparent about the role and your company, and encourage the candidate to be truthful about their experiences. A simple yet effective statement you can make is:

“I’m going to be very open and honest with you about this job and our company, and I expect the same from you. It doesn’t matter if you’ve ever resigned, been fired, or had difficulty with a former boss—just let me know. We can take that into consideration. But if you hide something and we find out later during background checks, I won’t be able to hire you. Do you understand?”

This helps foster a sense of trust and encourages the candidate to be upfront about their work history.

Reviewing the Application Together

Next, have the candidate fill out the Employment Application Form and the Authorization for Release of Information Form. Be nearby to assist if they have any questions.

Once they’ve completed the forms, walk through the Employment Application Form together. This part of the interview allows you to explore the candidate’s background while using the evaluation symbols (+, , –, X) from the phone interview to rate their responses.

Sitting across a desk can create a barrier, so try to sit next to the candidate instead. This setup makes the conversation feel more natural and relaxed, allowing the candidate to open up more freely. As you discuss each section of their application, ask follow-up questions to clarify any details and assign ratings based on their answers.

Scoring:

• Perfect Candidate: 150 Points
• Good Candidate: 105 Points
• Minimal Candidate: 60 Points (with no “X”)

If the candidate scores below 60, it’s time to end the interview politely, explaining that they may not be the best fit for the role.

Personal Interview: A More Relaxed Conversation

If the candidate scores above 60, it’s time to move on to the personal interview, which should feel more like a casual, open conversation. Your goal is to learn more about the candidate’s values, work style, and how they might fit within your company culture.

Start by putting down your pen and any paperwork. Lean back in your chair, lower your voice a bit, and make the candidate feel at ease. This encourages them to speak freely and honestly, giving you valuable insights into how they think and work.

Behavioral-Based Questions: Getting to Know the Candidate

Here are three key questions to ask during the personal interview:

1. Work Values

“I see on your application that you’ve had a couple of jobs like [insert previous job]. I’ve had a few different roles myself, and what I’ve found is that certain things are always important to me in a job. How about you? What’s been really important to you in the jobs you’ve had?”

This question helps you understand what the candidate values in their work. Are they motivated by independence, recognition, or perhaps job security? These insights will help you assess if they will be a good fit for your company.

2. Handling Stress

“Every job has its frustrations. I know I’ve had some tough days. How about you? Can you tell me about a time you were really upset at work and how you handled it?”

This question helps gauge the candidate’s ability to cope with stress. Look for responses that show they can handle frustration in a mature and professional way. If their answers involve extreme reactions, like quitting on the spot, that might be a red flag.

3. Teamwork

“I’m sure you’ve worked in teams before. For me, working in a group has its ups and downs. What’s been your experience? What did you like, and what didn’t you like about working with others?”

Teamwork is crucial for most roles, and this question helps you determine how well the candidate works with others. Do they enjoy collaboration, or do they prefer working independently? This is important information for making your decision.

Scoring the Personal Interview

After asking these questions, complete your evaluation using the same symbols (+, , –, X).

• Perfect Candidate: 30 Points
• Good Candidate: 21 Points
• Minimal Candidate: 12 Points

If their score is lower than 12, it may be best to end the interview politely.

Closing the Interview

As you wrap up the conversation, give the candidate a chance to ask any questions they may have about the role. If they seem like a strong fit, confirm their interest in the position and explain the next steps, such as reference and background checks.

Don’t forget to thank the candidate for their time, provide them with company materials like brochures or business cards, and make sure they leave with a positive impression of your company—even if you decide not to move forward with their application.

Final Thoughts

The in-office interview is your opportunity to dive deeper into a candidate’s work style, values, and personality. By creating a welcoming environment, asking thoughtful questions, and taking the time to evaluate their responses, you’ll have a much better chance of finding the right person for the job.

Step 4 of Our Hiring Process: Background Investigation

Step 2 of Our Hiring Process: The Phone Interview

October 21, 2024 by emilysmaids

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Welcome to Step 2 of our hiring process at Emily’s Maids, where we take a close look at potential candidates over the phone. This step is all about filtering n\out those who won’t be a fit before scheduling in-person interviews. The goal here isn’t just to chat; it’s to find reasons, any reason, not to hire someone (yep, we said it). Let’s dive in!

The Rating System

During the phone interview, we use a simple rating system to score candidates. Think of it as grading, but with more cleaning and fewer essays.

• +: Highly impressed (+5 points)
• ✓: Good fit (+2 points)
• —: Possible hindrance (-5 points)
• X: Not a match (-10 points)

Most answers will land in the “✓” or “–” category. Only give a “+” when the candidate says something that really knocks your socks off (figuratively, of course).

• Perfect Score: 45 points
• Good Candidate: 30+ points
• Minimal Candidate: 18+ points (with no “X”s)

Conducting the Phone Interview

1. Kick it Off Right: Start by introducing yourself, asking for the candidate’s name, and finding out how they heard about the job. Keep it professional but relaxed—you’re not grilling them… yet.
2. Fact-Finding: Your job here is to ask specific, closed-ended questions to screen out unqualified candidates ASAP. Look for “blow-out” answers that give you a reason to end the call politely and quickly. Examples:
   • “Do you have a car available for the job?” (Big deal for a cleaning job, right?)
   • “Are you comfortable with hard physical labor?” (We’re not folding laundry here; it’s a physically demanding job.)
   • “Can you work full-time Monday to Friday, 8am to 5pm, and an occasional Saturday?”
3. Explain the Job: Give them a rundown of what working at Emily’s Maids is really like. Be honest—this is their chance to screen themselves out if they’re not interested. Example: “It’s hard, physical work. How do you feel about that?”
4. Dive Deeper: Now it’s time to ask open-ended questions to get a feel for the candidate’s background and how they’ll fit in with the team. You’re looking for work stability, enthusiasm, and some good ol’humility. Try these:
   • “Tell me about your work history and why you left your last job.”
   • “What did you like or dislike about your last position?”
   • “What’s been your favorite job so far, and why?”
5. Watch for Red Flags: Pay attention to their tone, communication skills, and overall vibe. We want applicants who are humble, eager, and reliable—not folks who hop from job to job or can’t stick to a schedule. Green flags:
   • Previous experience with cleaning companies, hotels, or warehouses.
   • Job stability (no job hoppers, please!).
   • Lives reasonably close to the area they’ll be working. Red flags:
   • Doesn’t have a car.
   • Already has their own clients (poaching risk alert!).
   • Only looking for part-time or extra cash.
   • Rude or disinterested over the phone.
6. Givers vs. Takers (Optional): Here’s a little test if you want to go the extra mile. Ask the candidate:
   “Can you name four people whose careers you’ve fundamentally improved?”
   • Givers will mention people they’ve helped who were in lower positions—these are the team players you want.
   • Takers will mention people who are more influential, because they’re all about climbing the ladder.
7. If They’re a Good Fit: If the candidate seems promising and you’re ready to see more, invite them for an in-office interview.

Inviting Them to the Office

• Compliment what stood out to you (experience, attitude, stability, etc.).
• Schedule the interview at an odd time (like 2:10 PM or 3:40 PM) to see if they show up on time.
• Have them write down the details of the meeting and offer directions.
• Encourage them to call if they have trouble finding the office.
• And most importantly, express your enthusiasm for having them join the Emily’s Maids team!

With this phone interview process, you’re sure to screen out the job hoppers, the part-timers, and the poachers before they ever set foot in the office. Keep it light, keep it professional, and remember: we’re looking for people who will be with Emily’s Maids for the long haul.

Step 3 of Our Hiring Process: The In-Office Interview