HR Jetpack

Who, What, When, Where?

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Who, What, When, Where?

Lesson Content

In our second scenario, we’ll use another important topic to show how best to professionally communicate your message. Updating the interview process may not seem like a high priority to some managers but dealing with a legal action because of poor practices will make it one. You want to be proactive. So let's open up a professional template. Go to Powerpoint and we’ll select our template right here shown under the most recently used Powerpoint presentations. Double click it. And we’re going to go right into the center and we're going to type in, Interview Process Update. And let’s just say, for our example today, that the date is October 5th, 2015. And so what I want to do is go up to the top first and I'm just going to save this template. Now remember you can create it as a custom template if you like but for our purposes I'm going to save it as a presentation. Save it to the desktop and we’re going to call this Professional Template 3. Moving down on to the next slide let's go into caps lock. And at the very top, we’re going to put in our title, Interview Process Update. And, of course, we're going to come back to the agenda slide remember we feel that in after we've filled in all of our other slides.  So moving on to slide number three.  Again, let's type in, Interview Process Update and let's go off of that caps lock because that can get pretty annoying if you keep it there.

Now our first question is, who. We know that our audience is a senior leadership team.  Right. This is certainly something that we've established for this particular course and they are very much involved with the interview process and your leaders also work to ensure that their direct reports are following procedures in a legal and ethical manner.  Now you want to meet with the President or most senior staff person before addressing the group. It's important that the two of you are aligned so let's remove this first question. And we can also remove the brackets. Now our next three to four slides including this one are going to answer the what, when, where, and why. So let’s select this slide, make sure it's selected and on our left hand side. We're going to duplicate it.  Let's go to the clipboard, go to the dropdown menu and click duplicate three times. So one, two, and three and, of course, if we need another slide we can always go back and add it. Go back up to slide number three and we're going to select this text box and we're going to get rid of it. You probably have a guess as to what we're going to do next.  We're going to use an illustration. So let's go to the center of the text box and we're going to select Smartart. Let's go to the Process Selection and we're going to go to the third one down. So you see that this one has very clean and simple look and that is why we're selecting it. So we’re going to select that.  See that it’s highlighted and click OK. Alright. Here we are. So it’s great. It pops in right where our text box was so it's already aligned, for the most part, and where we want it on the slide.

So now what we're going to do is type in the process steps at a very high level for your interview process. So first let's start out, I'll type in over here to the left. Let's start with, setting the interview schedule. We all know how painful that can be. Next, we need to prepare and distribute materials, right, interview materials. Maybe if there's a package that you have that you send to managers. In my experience, that was something that we did. Then, of course, you're going to end up hosting the interviews.  Right.  So you have your interview day.  And then finally you have a debrief with your managers. So at a very very high high level within the organization, these are the general steps that you follow in order to bring someone in, interview them and then you have a debrief but, of course, we know that there are all kinds of other activities that take place in the background in order to actually get you to this final point where you're debriefing with your managers.

Now you'll see that picture again is already in the middle of the slide. So we don't really have any problems at this point in terms of alignment. We're looking pretty good, right. Now as a matter of fact, we can check this by going down to the Slideshow view button, right down here at the bottom, and clicking that so you can see, right, we're looking pretty good in terms of where the SmartArt is placed. So click Escape on your keyboard.  Now we want to change the actual color, got to keep it consistent in terms of the colors that we've used for our other templates.  So I'm going to go back up to Change Colors and I'm going to select our primary one right here, the very first one, a darker color.  So it keeps it aligned with the actual font color that we've use in our heading and, of course, that we're going to use in our subtitle. Now granted you could use other solid colors certainly mean dark blues, dark greens.  But I also like the light grays as well, gives you know a nice clean professional look.

Now we're going to update the subtitle, get rid of Tell the story and we’re going to put this as the Process overview. Now at the highest level within the organization this seems like a pretty good process. You know that is riddled with inconsistencies and issues that could leave the organization open to liabilities.  So let's go down to our notes section, I’m going to drag it up just a little bit, make it a little bit bigger and expand it. It starts with setting up the interview. Then you as HR person prepare and distribute materials. You host the candidate, bring them in for that day or morning or afternoon of interviews and then you have your interviewer debrief. So again looking at it from this perspective it doesn't appear to be any issues.  However, for the purposes of our sample here, there are.

So we continue on the next slide to address and explain the what, when and where. So let's select this text. I'm going to get rid of it and we're going to delete it. Now we want to highlight the issues in detail. What are your concerns with what's been happening with the overall process? Right. So, first, thinking about your concerns with the materials and the utilization of those materials so we're going to get rid of Tell the story and we're going to subtitle this, Concerns. We're going to click into our text box. This time we're just going to use a simple text box to highlight your main points.  So, first, when you dug deep into this process and you started looking at all materials and digging deeper into each of the process steps you noticed the interview packets were in need of an update.  So let's type, updated interview packet. Let's go down to the Notes section and we'll add a little bit more detail.  Let's go back up to our text box here we're going to hit enter twice and type in, utilize new packet now and send reminders prior to the interview.  We're going to go down to the Notes section. Next, you need to highlight an issue with the team debrief. So let's type up here in our text box, interviewers hand in materials during debrief. Hit enter twice and we’ll also type in, all interviewers to attend debrief.  Let's go down to the next section and then on the materials you do receive your finding information that could leave the company open to legal. So, the bottom line is, those involved aren’t following the appropriate guidelines. Let’s move on to answering Why in the next lesson.

Christina Danforth


Christina Danforth

Christina A. Danforth, SHRM-SCP & SPHR, launched HR Jetpack in 2016 to support the development and professional growth of her fellow HR colleagues. She started her HR career in 2002....

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