On-Line Job Applications Speed Business Processes

Large organizations deal with many job applicants. This example deals with a large school district of 30,000 students, and 3,600 teachers.

Prior to May 1999, the applicant tracking process in the HR Department was strictly manual. Applicants would call and request that an application be mailed to them or would come to the office to pick up/complete an application. Candidates needed to submit the following in order for their application to be complete and eligible for consideration of any open positions: completed application form (no blanks allowed), photocopy of teaching certificate (front and back), official transcripts from all colleges/universities attended, credential file or three written letters of recommendation. Candidates were given thirty days in which to submit all of the documents to complete their application file. If the application was not completed within that timeline, documents were destroyed. Once an application was completed, information from the application and supporting documents were manually entered into an application-tracking database. A tracking number was assigned to each application and then filed away numerically.

During busy times of the year, applications were kept stacked on a table until such time that the information could be entered into the system. It took an average of ten minutes per application for data entry. The summer of 1996 the district mailed out over 10,000 applications and received approximately 8,000 back. Of those 8,000 applications, 7,500 were completed and needed to be entered into the database. The human resources department was backlogged one month on entering the applications into the system. Principals came to the central office to go through the stacks of applications to find qualified candidates to interview.

In May 1999, the Department started using a purchased internet-based applicant tracking system. Applicants could also still request that we mail out a hard-copy application. They could also download and complete an employment application from the IPSD website and then send that application to us with the following documentation: resume, cover letter, copies of all teaching certificates, transcripts from any school attended, and three letters of recommendation. We when received the information, a tracking number would be assigned to that person and all the documentation would be scanned into the SearchSoft database. Administrators could then review the pdf-ed documentation from a district computer. Because this information was often received over several days (or weeks) time, rather than as a complete packet, the person doing the tracking and scanning would have to ensure that the same number was assigned to all the supporting documentation and the correct document type (resume, application, transcripts, other) was assigned to the specific document received.

While the software was a great step forward (decreasing data entry time by 70%), especially for our administrators, it was cumbersome, paper-intensive and time consuming for the HR Department. We still kept those hard copy applications on file in HR and had to monitor any additional documentation received from those applicants.

In February 2003, we began using a paperless internet based tracking system. Applicants were required to have an email account. For those without email, this system directs applicants to the Yahoo website to set up a free email account. Applicants access the IPSD website and are linked to the employment application. We have asked applicants not to send the resume, cover letter, etc. that were previously requested. We now ask that they simply bring those materials to an interview. This system is applicant-driven in that applicants come to our website and complete their applications whenever they want. The system is available 24/7 for them to access. Since we typically contact applicants via telephone to set up an interview, even those who don't have access to a computer aren't shut out of the process. District administrators can also access this system from their home computers as long as they have been set up with a password.

For HR purposes, this system is also much less cumbersome in that it is truly paperless. When we receive applications or resumes we either email or send a letter to the applicant requesting that they complete our on-line application either at home, at a public library or by coming to the District office. We've had less than 10 people come in and complete the on-line application here. To date, more than 15,300 people have completed the on-line application.

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Jeanne-Elise M. Heydecker is founder of JHeydecker Design Systems (http://www.jheydecker.com/), an Internet company that specializes in designing, developing and executing web-based and traditional sales, marketing, and management solutions. Ms. Heydecker brings over 20 years of experience in traditional and internet marketing programs for the business-to-business and consumer markets. She can be reached at: jheydecker@jheydecker.com.

On-Line Marketing

Building a Web site and not promoting it is a waste of time and money. To get your Web site visited and appreciated, you need to let people know it exists. Web marketing is a long-term investment. Submitting your URL to search engines can be frustrating. It can literally take six months to finally see your web site show up in a major search engine. Here are a few ways to market your website and draw the targeted individuals you want:

Put Your URL on Everything

Get the most out of a small print ad by enabling wired readers to get more details instantly, 24 hours a day. Be sure to include your phone number and street address as well. Include your URL in answering machine or voice-mail messages. For those who call your office outside of office hours, spell out your Web address in your message, so that they can immediately help themselves to the information they need.

Utilize your on-hold message as well -- instead of playing muzak for customers while they wait in line for a representative, you can tell them that if they're calling for directions, prices, return policies and such, they can surf your web site.

Append a signature file in emails. At the end of every email message you send, attach a file containing your contact information and a line about what's new at your Web site.

Change the "what's new" line frequently to tempt previous visitors to have another look. Make sure everyone in your company uses one.

Print your URL on every piece of paper that leaves your business, even packing paper and tape. Print it on invoices, sales literature, shopping bags, trade show giveaways, t-shirts, pens, on literally anything that can be printed. Print it on product labels and instruction manuals. If you are not ready to reprint your stationery yet, print small, coordinating labels that feature your online address and invite people to visit. Stick them on envelopes, seminar folders, the backs of your business cards and more.

Newsgroups

Post notices of your site's content in newsgroups. Whenever you add useful non-promotional content to your Web site, such as a "Frequently Asked Questions" file, post notices to relevant newsgroups, forums and mailing lists. This usually not only increases traffic to your web site, but also prompts people to add links to your site.

Link Exchanges

Visit non-competing informational sites in your area of expertise and ask the owners to add links to your site. This works best when your site includes useful informational resources rather than strictly promotional material. Before requesting links, add a section to your site that contains links to related businesses. Then contact the Webmasters of those sites to request a return link. You'll find your initiative frequently reciprocated. There are also a significant number of industry directories that can drive significant amounts of traffic to your site. Check whether the trade publications related to your industry also have web sites. There are usually significant marketing opportunities available.

Newsletters

Start an email newsletter. Some say that showing up in your customers' mailboxes every week or month with updates, schedules, sale prices or industry news is even more valuable than the Web site itself. Somewhere in the newsletter, tell readers to check out your Web site for more information on related subjects. You can also advertise within other newsletters written by related organizations. Alerting their clients to unique information or offers on your website can boost traffic to your site quite effectively.

Publicity

Add something to your site that no one else has in your industry, then send a news release to industry trade magazines about your unique feature: free software, such as a calculator or conversion tool, a top-ten list, etc. In order to ensure that the visitors to your site are targeted, i.e., are the type of people most likely to buy your products, make sure what you are offering would appeal to that type of audience.

Web Site Optimization

Invent alternative domain names. The shorter and more memorable your domain names, the better. Inquire as to other similar names that could have meaning to your customers, as well as simple mispellings of your URL. These new URLs could quickly redirect traffic to your main website. Encourage people to bookmark your site. You can even provide information on how to make your web site their home page. This would bring visitors back every time they open their browser.

Many web marketing companies talk about optimizing web pages for search engines and stress adding meta tags. But many search engines don't rely on meta tags at all. They use complicated tables that classify and count the frequency of words and their relationships; others rate links to your site. Optimize the file names of all html and graphics files, rework pages to eliminate frames (which most spiders can't travel through correctly) and review the contents of your home page.

Hire Outside Help

Of course, hiring JHeydecker Design Systems to handle these and many other on-line marketing projects lets you get back to doing what you want to do: running your business. JHeydecker Design Systems can help plan and implement an online marketing strategy to generate targeted traffic to your web site. JHeydecker Design Systems senior management has direct and significant experience marketing and managing traffic for the Lycos Network, a pioneering web media model that includes three of the top ten web sites in the world.

Human Resources Intranets

The look and feel of an intranet is always a reflection of the culture and HR environment of the company that implements it. There are, however, some starting points to stimulate your thinking on the direction of your intranet project. The project can begin very modestly and scale up to address all of your corporate HR needs.

• Company Information Center


• HR Information Center


• Community Involvement Center


• Employee Education Center


• Career Center


• Benefits Center


• Employee Self-Service Center


• Manager Self-Service Center


• Executive Information Center


• Corporate Purchasing Center


• World Wide Web Links

Advantages of a Company Intranet

Human Resource Departments can streamline paperwork and provide information 24 hours a day. HR staff can get out of the HR administration business and move into the more strategic functions that are what HR is truly valued for in an organization. Here are some of the advantages to having an HR intranet:

• Employee empowerment


• Information entered by people who can best verify its accuracy


• Information is no longer entered by a third party (HR processor) who adds no value


• Just-in-time availability of current information and processing tools


• Greatly reduced administrative burden for HR


• Increased availability of HR to perform value-added, strategic tasks


• Improved employee communication/feedback


• Rapid-response, technology-enabled culture

Intranet Advantages to Employees

For an intranet to be successful, it should provide a better way for employees to access their information and the services of HR. Key advantages for employees are:

• Information is available at all times


• HR services and forms are available at all times


• Confidentiality

Suggested Content for Your Intranet

Home Page

• Current share price, other related statistics


• Hot company news

Company Information Center

• Corporate policy (index by topic)


• Message from our President


• Corporate financials


• Press releases


• Ethics and values statements

HR Information Center

• HR policy manual


• Employee handbook


• Employee directory


• Who's who in HR

Employee Personal Information

• Pay/performance/benefit hours balance info


• Personnel information


• Group insurance information
• 401k/retirement plan information


• Benefit hours balance information


• Transcript of training classes taken


• Job description


• Pay stubs

Community Involvement Center

• Policy statement from CEO


• Information on community involvement


• Sign up for the program

Employee Education Center

• Policy statement


• Enrollment


• Online training available

Career Center

• Check out internal job postings


• Apply for an internal job

Benefits Center

• Group insurance information


• Group insurance enrollment


• 401k enrollment


• Stock purchase plan information/execution


• Beneficiary change


• Dependent information entry


• Summary plan descriptions

Employee Self-Service Center

• Timecard submission


• Life events entry (marriage, new kid, etc.)


• Name/home address change


• Work address/phone/fax/email change


• Tax withholding change


• Direct deposit change


• Rideshare program enrollment

Manager Self-Service Center

• Employee transfer


• Position title change


• Merit cycle salary review


• Off-cycle salary/position change


• Leave of absence begin/end


• Voluntary termination


• New position requisition


• Tuition reimbursement requests


• Workers compensation claims

Corporate Purchasing Center

• Purchase an item from catalog


• Purchasing history for this cost center


• Track status of orders

Building Better Banner Ads

Successful Banner Ads

Know Exactly Who Your Target Market Is

Only display your banner on websites that match your websites content.
To put it simply, you want your advertisement seen in front of the people
who are most likely to respond to your offer, so be sure your banner is
only seen on websites your target market visits.

Your Banner Is Not To Show Off Your Budget Or Artistic Skill
Most banners fail simply because they all look the same and the visitors
simply ignore them.

The Ad Formula: Attention, Interest, Desire, Action Also Applies To Banners
Once again, most banners fail here simply because the .banner guys. do
not understand the above formula! Be sure your banner grabs the viewers
attention, interest in what your website offers, their desire, and once you
have them drooling over your ad get them to click it!

Generate Interest In Your Website

Provide a question, or harness a want or need the people in your target
market experience and then shove it in their face that the only way they
can fulfill their want is by going to your website only here.s an example: If
you run a golfing website write something like: "Don't waste 1000's of
dollars in golfing equipment trying to perfect your golf swing! Click here to
find out what you.re doing wrong!".

Movement Is a Necessity For A Higher Click Thru Ratio

Movement always grabs peoples attention so by all means use it.
However, be sure that it does not interfere with reading the message in
your banner! Personally the only movement we use is to change banner
frames, or make the .click here. text move to also grab their attention.

Use An Odd Shape

You can use your creativity to make odd shaped banners that always get
much more attention than static banners.