Showing posts with label HRM. Show all posts
Showing posts with label HRM. Show all posts

Friday, November 13, 2020

Principles of Influence / Persuasion & How to Suceed If They Fail

This post discusses the 6 principles of influence, aka 'persuasion science' by Robert Cialdini. Persuasion is one of the most practical skills that anyone can master in their professional and or personal life. It can make the difference in whether you can actually convert leads into buying customers, sell your de-commoditized product at a higher price, get a favor, get a spouse and so on. More critically, it can be a game changer when dealing with persons who have opposing views. 

After discussing the 6 principles, the post also provides a caveat and suggestions for dealing with exceptions to the rules. 

At the very least, understanding persuasion science makes you more capable of recognizing when it is being used against you manipulatively. This is noteworthy when considering that deep subconscious drivers often override one's conscious awareness and weariness of potential manipulation


1.  Principle of Reciprocity 

I called a friend to ask her whether she wanted any katuk and gotu kola cuttings for her garden. While she would have had other opportunities to offer me oranges from her garden (which I did not even know she had all along), she never did until then. People generally feel a psychological sense of obligation to give back (in kind) when you give something not required to them first. Essentially, if you initiate an interaction of reciprocation, you essentially attempt to enforce an uninvited debt onto the other person. When under feelings of obligation, individuals are much more likely to say 'yes' to a request. This is why restaurants offer mints after dinner. As ridiculous as this sounds to the average unsuspecting person, the small gift or 'extra' actually increases the likelihood that dining patrons will give and increase tips in return. A study showed that a mint increased tips by 3%. Two mints quadrupled the tip increase to 14%. NB the gift usuallly accompanies the Call-To-Action (CTA), in this case the bill through which the client gets the chance to reciprocateMost significantly however is the scenario in which, after the first mint is provided with the bill as usual before the waiter returns unexpectedly to say, 'for you nice people, 'here is a second mint', the tip can increase by nearly 8 times to 23%. In other words, marketers can extend the customer experience, ie exceed customer expectations to increase the probability of customer good will. Read how a blue bow on a bigger size of my order did this. Even outside of marketing, it is a matter of providing value that excedes expectations of what is normal or expected. Furthermore, the more of that gift you give, like 2 mints rather than 1 mint, has been shown to increase the value of the tip. In short, reciprocity works best if you are the first to give and the gift is personalised and unexpected.

Examples:

  • In sales; when fulfiling an order, include a small free gift of value that was unexpected. Do this at a point at which customers can respond to an Call to Action (CTA). Remember the case study of after dinner mints above. The free gift can be a sample of a new product you are launching with a CTA to make reviews in time for the launch. CTAs may involve enrollment into a loyalty rewards program or for a subscription box. 
  • If you wish to make an unusual request of a service provider, let's say a frequently under-appreciated government service provider, you are more likely to meet their willingness if you give the 'gift' that exceeds expectation like recognition and sincere appreciation of their work, especially at the critical moment when you require their action (whatever that is).
  • Sending customers a hand written personalized thankyou note or request notes (that requests survey participation, etc) shows an extra-ordinary investment of time and effort and therefore a gift
  • Businesses sometimes use the 'reciprocal concessions' aka 'rejection-then-retreat' technique. This involves giving tghe illusion of a gift by pretending to offer a concession. For instance, if you wish to offer a product for $100, you may begin by offering a competing product or size that is $200, which is clearly less desirable for being 'higher' than what you expect the customer to want to spend. When the customer rejects that initial unattractive offer, the seller then offers what the seller really intended. (S)he does this in a way that conveys the idea that the 'new' offer is a gift or concession. Consequently, the customer is more likely to feel obligated to repay the apparent concession with a purchase. BEWARE! Avoid using this type of technique in an unscrupulous way. 


3.  Principle of Authority

Human psychology shows that people are very likely to follow the advice or lead of experts, ie others they perceive to be credible and knowledgable. In short, authority relates to trust. In business, this can translate into as much as a 15% rise in conversions to a sale. In the service industry, it led to a 20% rise in appointments. Not surprisingly, when presenting themselves, professional service providers tend to display their credentials like training certificates and accolades. Others wear official uniforms or customary clothing, resulting in the public trusting and following even life altering instructions from otherwise complete strangers. As illustrated in the example below regarding requests you may wish to persuade your target to make based on research, each field, community, sub-culture, etc can define trustworthiness and or authority uniquely. How does your field define authority? Commit extra time to research this question. In short, before trying to influence your market, establish your trustworthiness & / authority in a way that is recognizable by the target market

Examples:

  • Service industry or sale of some products. Encourage your receptionist to introduce you in a way that establishes your authority. For instance, the receptionist can say "So you need to resolve your pain point X?! ... Ok! Please wait while I connect you with Jessica who has helped countless people [with key target market profile characteristic] to resolve X pain point [and other specific as of the unique value proposition]". 
  • When requesting any type of commitment to a proposal based on quantitative research, the 'Findings' section of that proposal  must establish authority by demonstrating strict compliance with principles of reliability and validity in all aspects of the research design and its methodological execution. Conversely, in the case of qualitative research, compliance with alternate principles that establish trustworthiness is required. These contrasting ways in which quantitative and qualitative research defines authority highlights the need to research what applies to your field. The medical field is likely to require generalizable evidence with strong statistical results before agreeing to a drug. This is why pharmaceutical drugs, new technologies and so on take considerable time to reach the market.


4.  Principles of Commitment & Consistency

This principle relates to the social psychological finding that human beings like to conform or be consistent with something (like a promise, stated attitudes, beliefs, etc) to which they have already committed. Consistency is important to avoid an unpleasant state of cognitive dissonance, ie a mismatch between actions and commitments, which is associated with undesirable moral and intellectual weakness. Consequently, influencers (whether marketers, educators, religions and so on) try to use this principle of influence by encouraging their target to make an insignificant commitment, not only personally but, if appropriate, even publicly. The probability of consistency increases by also having the target even describe past transgressions (or discuss potential consequences in their personal circumstances). Writing the commitment further enhances the consistency factor.  

  • Example. Ask your customers to write out their commitment to a action-driven solution. To enhance the probability of consistency with the commitment, customers may even discuss the commitment, publicly on social media.   
  • Example. To reduce appointment cancelations, service providers  often request that their market make a (written) commitment by filling out the details of the agreement themselves (ie rather than have the service provider or representative do it). This has been done for medical appointments cards. I have asked clients to set alarms on their phone and to even call within a given period of time to reconfirm their planned attendance and thereby secure my commitment to them for that appointment. Even asking to commit to calling to cancel has also proven useful. 
  • Example. Provide material for new products and then ask your customers to publicly discuss the reasons they love using your (type of) product. Their reason could relate to one of the motivation factors.


5.  Principles of Social Proof & Consensus

When uncertain how to buy, behave or feel, people look for cues from others who are like-minded or otherwise similar to them. This principle relies on the deeply ingrained need for social belonging and conformity. It also relates to the tendency to yielding to peer pressure and desiring harmony through herd behavior, even contrary to one's individual penchant. 'Consensus' refers to the herd agreement while 'social proof' relates to hard evidence or proof that consensus has truly occurred. NB. Customers find social proof more trustworthy because the public disbelieves much of what businesses say. Social proof is therefore a sine qua non for referral marketing. Social proof can take various forms that include celebrity proof, expert proof, customer proof, crowd proof and personal social circle proof. As a slight side note, social proof even enhances search engine optimization / SEO

As you will see in some examples, since businesses recognize that leads are more likely to convert if they think others are already following the call-to-action (like buying), they may even create the illusion of social proof. In fact, it is highly attractive to businesses because social proof has been shown to be one of if not the single most potent of the 6 principles, especially for people feeling most vulnerable like those feeling unsure of themselves and how to make decisions, lack sense of life direction, are experiencing heightened levels of stress and or can be easily swayed by someone they like. Unfortunately, this can easily be used for nefarious causes as well as good.  

  • Example: Tourists unsure which restaurant is the best often sacrifice their limited vacation time for the establishment with the longest line. They believe that the line is social proof that there consensus that that restaurant is best. 
  • Example. Statistics showed that hotels saw significant towel re-use when they left a card in rooms that said "75% of guests staying in this room reused their towels" along with the suggestion to re-use towels. The significance of this is apparent when that compliance level was contrasted against that of influence attempts accompanied by reasons like saving the environment.
  • Example: Statistics showed that restaurants say increases of 13% to 20% on specific items when labeling them "most popular dishes". Other similar terms used otherwise include 'fastest growing', 'largest ...' and other terms that use superlatives.  
  • Example: Product reviews by peers, ie others of the target market.
  • Example: The fable of 'The Emperor's New Clothes' highlights how consensus can lead to conformity, against the obvious and intelligence of individuals. While consensus is often achieved by people of power, the fable shows that it is a double-edged sword as it can also work against people of influence. Specifically, influential people who are surrounded by others that comply with a code of conduct of being agreeable with authority figures, even against their interest or that of others. Solomon Asch's scientific research on the impact of peer or other social pressure shows that conformity is highly probable, up to 75% of the time, even against clearly contradictory evidence. This principle is awesome but soberingly frightening. When considered for its potentially dark side, it is often called 'groupthink' ie a drive to consensus occurs at any cost and suppresses the dissent or appraisal of the alternative. Its influence has caused wars and other significant forms of human suffering. For this reason, formally assigning someone or a group the role of a devil's advocate is essential whenever the culture has a penchant for extreme consensus. Examples of the devil's advocacy role include an opposition political party, an organizational culture that encourages subordinate empowerment.   
  • Example: Restaurants like to purposely leave their tip jars nearly full as 'social proof' that other customers are tipping.
  • Example: Ghost audience background laughter used in sitcoms prompts the real viewing audience to laugh or at the very least to conform to the idea that the sitcom is funny.
  • Example: To help children overcome their fear of dogs, they were encouraged to watch videos of dogs at play with other children. Not only was this highly effective in even encouraging the children to seek out opportunities to play with dogs but it was also shown to be even more effective when illustrations featured more individuals playing with dogs, (much like the relative lengths of lines to restaurants as indicators of likability). In short, social proof is useful to actively teach new attitudes and behaviors.
  • Example: The administration of President Trump invested a lot of time and effort defending their argument that there was a large turn out at the inauguration ceremony. They realized that public reporting of a poor turnout could prove problematic for a new president's ability to lead a nation. 

5. Principle of Liking

Your audience is more likely to comply with your requests if they like you. The likeability that humans place on others correlates with several subconscious perceptions like physical attractiveness, similarity to oneself, how much the other party shows appreciation (or offers compliments), familiarity (or frequent contact) and or the use of an 'us against them' approach. 

For instance, humans correlate physical attractiveness with talent, kindness, honesty and intelligence. In short, your audience thinks that someone they consider 'good looking' is 'good'. This receptiveness regarding 'similarity' is not only about physical similarity but also in terms of opinion, personality, background and lifestyle. Compliments show appreciation for the other person and therefore enhance the likeability of the influencing party. Oddly, it is said that, even when the insincerity of your compliments are apparent, your audience still responds favorably to them, possibly because of the principle of reciprocity in that a compliment shows the gifting of social effort. I considered this in light of the fact that, its absence will definitely have a negative impact as with one person who is the only one among several who knows that (s)he did not receive the comment 'With whom do I have the pleasure of speaking?' However, genuine and heartfelt compliments are known to really convert and are therefore more effective. Positive associations also enhance likeability. For instance, most people most probably like the icecream man who appears with their favorite comfort food shortly after the icecream van music plays nostalgic childhood music through the neighborhood. The power of this is evident by the converse case of metereologists who receive hate mail, even death threats because they are associated with interrupting regular television broadcasts to announce destructive weather. The hatred is even more intense during Christmas or other ocassions associated with positivity. 


In short, when using this principle of influence, establish how similar you are before your attempts at influence
  • Example: Not surprisingly, global organizations make localized versions of single advertisements by using persons with the demographics and psychographics of the local target market and other relatable sociocultural characteristics.
  • Example: It is a renowned fact that people tend to subscribe most to channels and news networks that espouse similar political ideologies.
  • Example: If you encounter a salesperson who realizes that, like him, you are immigrants in a country that discriminates against such immigrants, he is likely to pander to your need for social belonging by making you feel like you and him share special membership by using the 'us against them' technique. He will ask friendly questions about country of origin, family situation and so on until he finds some common ground on which to focus.


6. Principle of Scarcity

Previously, I dedicated an entire post to discuss the persuasive power of scarcity marketing (as well as urgency and exclusivity marketing).   


Caveats

You can more likely than not expect certain success when you apply these principles of influence. However, as with any other scientifically tested social theory with highly predictive results, the albeit narrow probability of failure remains. In other words, the application of these principles may not always render immediate success. In fact, in some cases, your attempt to influence can entirely backfire and even make your audience more resistant than previously. This section discusses this type of outcome, why it can occur and how you may work around it. 

Can you identify the killer assumptions that rendered the abovementioned principles ineffective in the following. 

  • Case study: Inappropriately applying the abovementioned principles of authority and of likability as it relates to similarity has failed in communities still under imperial rule and or considered 'third world'. When introducing new local management, it was assumed that the locals would naturally like and be easily influenced by someone like themselves. Consequently, the introduction was made just as it was with foreign managers. The previously unexpected reason was the adoption of racist imperial beliefs that had been internalized by the local communities. Communities readily accepted instruction and advice from foreigners than from their own. In fact, even if locals in managerial positions were more qualified and benevolent, they often faced more resistance and even personal sabotage.

Cases like this hopefully reveals that the angle from which you approach your audience is more influential when it is informed by your deep insight into your target market's psyche. 

The disrespect shown to the local manager in the case above illustrates that the idea of the loca manager was not introduced to the audience (employees and other stakeholders) in a way that was agreeable. The only way to resolve this problem would be to recognize the key axioms that foreigners are more likeable and worthy of respect because they are inherently superior. Then figure which principle(s) and assumption(s) will be most influential when presenting the idea. For instance, you may consider the principle of 'commitment and consistency' in which you encourage employees to commit to the empowerment of local staff. In the mean time, education and other such measures can help to tackle racial biases as done through public service television announcments in some countries. As mentioned above, 'social proof' can be used to teach new attitudes and behaviors. Those announcements did just that with funny and relateable skits to encourage employees of the hospitality industry to serve locals clientel just as well as they do foreigners. Eventually, the principle of similarity can apply successfully.

Higo Mercier suggests that you conduct research that allows you to step away from the bias of your personal beliefs, trusted sources and core values if necessary to align your argument with those of your audience. This also involves your need to know your audience's objections / counter arguments. Use counter arguments to figure the best way of making your own argument more convincing (ie if it is still worthy after this analysis). 

  1. Your audience's prior beliefs regarding what is fact (that relates to the issue at hand)
  2. Your audience's perspective on trustworthiness through a source that is considered the authority
  3. Your audience's core values (often useful when trustworthy authoritative sources of information is not available).


Ensure the type and source of evidence you use is trustworthy to your audience. For instance, if you wish to influence an audience that relies heavily on 'irrefutable statistical evidence' (like the police, courts of law, financial management and medicine), adopting the 'positivist' philosophy that determines arguments truthful and valid if derived from statistics and 'hard irrefutable evidence' is more likely to engender trust. Be careful however. Take heed from the case above of the failed application of the principles that made an incorrect assumption that is commonly accepted. Many people consider 'hard statistical evidence' the ultimate in all cases when, in reality, it is not. You need to adapt and keep asking questions about how your audience perceives information as trustworthy. For instance, some specific problems that involve new, little explored issues, hard nosed evidence can fail because statistics are limited in getting deep exploratory insight into the new area. Consequently, a more qualitative approach will be more trustworthy with stories of different experiences and so on. Such an exploratory approach would be better suited to resolving the case above involving local managers. For instance, employee interviews and focus groups can help to design the plan forward. 

Align your argument with the core values of your audience. For instance, if approaching right leaning republicans about easing certain restrictions on immigration, consider that their core values include free market capitalism and restrictions on immigration because they believe that pursuing these core values advance society. Consequently, discuss your argument from the angle of how the particular type of immigrant will help to develop key industries, (ie rather than discuss the opposing value for more relaxed immigration and greater diversity). Equally, if approaching more left leaning democrats about increasing the military budget, consider their core values include egalitarianism. Consequently, you can better influence democrats if you demonstrate how the military budget can create opportunities for education and jobs in a way that includes minority groups of different races, sexual orientations and religious groups.

Here are a few other general tips that may apply and help when applying any form of persuasion psychology. 

  • When making a request, give a reason. Earlier, I showed how 'the reason' can ideally involve a principle of influence like social proof in the case above about the re-use of hotel towels. However, even when there is no foreseeable way of applying a principle in your reasoning, still use one anyway as it makes a difference. Your potential success will be enhanced if you make it as compelling as possible, especially if the request is significant. Example. Some years ago, I had the Heathrow airport and needed to get onto a connection flight whose gate was about to close within under 20 minutes. However, I needed to first go through a long, meandering line at a security checkpoint which was likely to take well beyond 20 minutes. Now I understand why I was able to get onto the flight regardless. Every so often, I stepped out of line at its kinks where I could get the attention of multiple people to whom I explained my predicament. After being allowed ahead, additional people who had already heard often called me forward
  • Example. Use 'congruency' techniques. Somewhat like the concept of the 'law of attraction' in which you can encourage people to emotionally connect with a desired outcome before it occurs with hopes that they will subconsciously move towards it. 
    • Example. Salesmen often allow prospective buyers to test drive a car or even overnight in a house. 
    • Example. Since handshaking is often associated with closing a deal, salesmen often shake hands with the prospect while the latter is still trying to consider the sale.   
  • Example. Listen very closely. This tip is somewhat of a repitition of the previous discussion regarding doing primary research. However, the importance of listening can not be overstated. Furthermore, it is wise to listen more and talk less during the exchange. This approach allows you to better understand the perspective of your counterparty and figure potential objections. (Read more about handling sales objections).
  • Use the confirmation technique. This applies in different ways that depend on the context. For instance, repeating what the counter party has said in a way that really shows deep understanding shows that you are listening. In other circumstances, often used in courts of law, when trying to convince others (like jury members) of your argument by using aspects of an opponent's comments, practitioners (like lawyers) make a concise deductive statement that supports your core argument and then requests that the original commentator confirm whether you have understood their comment(s) correctly. Example "So you were the only one with the combination to the safe. Correct?
  • Make a confident delivery with a more fluent speech style, more assertive phrases and body language. For instance, use more confident phrases like "Project A is better" rather than "I think Project A is better". 
  • Example. Be polite and hospitable. For instance, be sure to use polite language like 'please' and 'thank you' and, if appropriate, offer a warm beverage or meal. Beware however that polite behavior may not be sufficiently powerful alone. However, their exclusion would certainly hurt your chances.  Other examples include nodding while your counterparty speaks. (Think Herzberg's research as it relates to 'Hygiene' factors, ie factors that have the effect on human health as hygiene. Specifically, they are can not ensure good health on their own and can therefore not be depended on as a primary motivational factor. However, they should not be excluded because, while they can not cause good health, they may well contribute to bad health).


CONTENT RELATED TO PRINCIPLES OF INFLUENCE /  PERSUASION

Friday, October 12, 2018

Onboarding New Employees for High Performance and Staff Retention

    Onboarding new employees is the HRM process of strategically designed with elements like grooming communication and interaction so new employees  can acquire the necessary knowledge, skills and behaviors that ultimately convert them into value-generating team members ie, effective, engaged and long term workers. Research shows that effective onboarding can considerably reduce the rate of staff turnover among new employees.

    Here are the key steps for effectively onboarding new employees.
  • Reach out to new employees before the official start date. Some of the reasons for reaching out beforehand include the following.
    • Explain their next action point(s) 
    • Explain that (s)he will be required to undergo an onboarding process, what it involves, its duration and its review process. Some online workers are notoriously antisocial and prefer as minimal contact as possible and consider the expertise in their hard skills will suffice, when in reality, may not. Do this at a time when (s)he can still back out.
    • Onboarding buddies may contact the new employee before the first day to complete some of the pre-work contact tasks.
    • Get necessary details you need, perhaps for 
      • a customizable welcome package (discussed below), 
      • an online profile (which other team members may review even from the starting date and or any welcoming event)
      • confirming time and agenda of the orientation process. 
      • onboarding plan (and onboarding buddy, discussed below), the agendas for new employee's first day and first week at work. This shows thoughtful consideration that makes the company look more professional.
      • directions, dress code for first day, security materials (like security clothing), things to (not) bring on the first day
  • Inform the rest of the work team of the new arrival. In addition to introducing the hard credentials, also introduce the new recruit in a personal and relatable way that can encourage relationships with other employees. For instance, include fun facts like best vacations, pet information, favorite movies and so on.
  • Get employee feedback from the rest of the team regarding how their earliest time with the company could have been better. They may also be able to suggest improvements.
  • Train an onboarding buddy *** before the new employee's first dayAn onboarding buddy is a workplace buddy selected from among existing employees who provides knowledge sharing to orient new employees. The buddy guides the new employee through the first few weeks or months on the job. A formal onboarding buddy system can become an unstructured knowledge base. For example, it can lead to a more efficient operation by helping the new employee get “up to speed” faster and even allow him or her to bring new ideas to the operation. Treat the recruitment and training for role with as much strategic and structured consideration as you would any other job. If done correctly, an onboarding buddy system can provide new employees with a positive early experience, and make him or her more likely to feel comfortable in the new role, maintain a confident attitude, understand the role faster than otherwise, become productive faster in the new role and stay with your company for a longer period of time. Ensure your buddies have the wherewithal to proceed as follows.
      • Is a qualified company evangelist. For instance, the onboarding buddy should have a positive opinion of the corporate brand and therefore be able to encourage the same in the new employee, be willing to undertake the additional role (which should be reflected in the performance review) and should be able to discourage gossiping or other similarly negative behaviors within the relationship with the new employee.
      • Knows the onboarding process, the goals and his or her role to this end.
      • Can be perceived by the new employee as being approachable and trustworthy. For instance, the onboarding buddy should be a peer, ie versus a boss.
      • Will be allowed sufficient time for training.
      • Can teach and coach unfamiliar tasks and processes (as per the welcome package, discussed below). This may even involve role playing.
      • Can demonstrate how to best  practices regarding the use of hardware, software, systems, accounts and so on.
      • Can easily perform administrative tasks like obtaining office supplies, making travel arrangements, making plans for social and informal activities (like lunch) and so on.
      • Can socialize the new employee on company's guidelines, norms, culture and even unwritten guidelines. 
  • Have a backup onboarding buddy. Even if your onboarding buddy is absent, especially on the new employee's first day for whatever reason, illness or otherwise, consider it necessary to ensure that the new employee has an onboarding buddy.
  • Deliver on your pre-hire promises. Although simple, this can easily break the much underrated 'psychological contract' between you and new recruits. For instance, even if the onboarding buddy falls sick on the new employee's day, someone else must step in.
  • Provide a welcome package. The welcome package should ideally do the following. The onboarding buddy should be available to help with the new employee to go through this package.
    • Ideal items for the onboarding welcome package vary. Here are some examples 
      • items that are intrinsically related to the job and job performance. 
        • very short and digestible information describing your corporate brand, core values, company's unique value proposition and how your new employee's job and each task contributes to it.
        • expectations that include
        • basic tour around the work environment, especially as it relates specifically to the new employee's job
        • access to instructional material (without the unreasonable expectation the new employee can adequately digest all the details of hefty documents)
        • work tools
          • hardware (laptop, phone, keys, etc)
          • company email address (along with the company's standard signature format)
          • company live chat web page (along with shortcuts, profile and so on)
        • An organizational chart with employee directory, including each employee’s phone number, email and username on the company messaging application.
        • business cards
      • items that promote your company's policies and branding
        • an employee handbook or access to web pages to the electronic version.
        • HR forms
          • Employment contract
          • Benefits forms
          • Emergency contact form
          • Confidentiality agreements
          • Company policies acknowledgement
        • stationary. Wherever possible, infuse elements of your branding. For instance, use every opportunity to highlight the company's unique value proposition.
        • CDs, online videos and other digestible formats with a historical documentary and other information about the company
        • If you can afford it, 'marketing swag', ie giveaway goods like branded t-shirts, caps and the like. Whenever possible, allow the freebies to reflect the brand's personality. For instance, if you are in the body building business, provide t-shirts with the logo and a catch phrase that represent your brand.
        • Office map
        • Avoid gestures that force unrealistic emotions like 'we can't wait for you to get here' cards that all team members sign. For many people, these gestures mean little as the people involved do not even know each other.
    • Remember that first impressions matter. This even includes whether your onboarding process appears well organized, the care you take in introducing the new employee without still-unexplained company jargon and so on.
  • Train new employees at a reasonable  and slow pace to ensure the new employee can learn the job in a meaningful way. This allows new employees to become productive faster than otherwise ... because they do not need to reinvent the wheel alone. Never attempt to cover everything immediately. New employees are likely to feel overwhelmed during the initial period in the new job and will need time to digest all the new information. Refer to the notes above regarding onboarding buddies ***.
    • Consider using drip campaign techniques to teach new employees. However, such campaigns should be as customized as possible. For instance, have content for new employees at a certain onboarding stage and send only those items that specifically relate to the context and behavior of the individual.
  • Schedule informal meetings with team members to allow for bonding.  Refer to the notes above regarding onboarding buddies ***.
  • Give the new employees projects from the start. This includes even projects that are only splinters of the whole process they will eventually do.
  • Hold 'lunch and learn' meetings and user-friendly resources for training.  Refer to the notes above regarding onboarding buddies ***.
  • Schedule a review of the onboarding process. For instance, every so often, you can survey your new recruit for feedback of the onboarding process. See a sample of how you can ask new employees for feedback below. Be sure to take the requisite actions to remedy concerns new employees. Sample questions include the following.
    • [Whenever possible, provide case examples for your statements, likes and dislikes.]
    • How clear do you feel about the company's goals and understand how your role contributes to them.
    • How well do you think your credentials will be utilized?
    • How empowered do you feel? For instance, are your ideas valued.
    • How accurately was the job described during the recruitment process?
    • How useful was your orientation in preparing you to do a good job? For instance, how well trained were you and did you receive all of the necessary tools?
    • How supported do you feel? For instance, are you receiving useful feedback and suggestions from an onboarding buddy? How invested does he or she seem to be in your success?
    • How well do you understand how your performance will be evaluated?
    • How reasonable are expectations regarding your performance?
    • How welcome do you feel in the company?
    • How may your experience be improved? If any, what potential problems do you see?
  • Repeat this onboarding process for each new desired outcome or role. In other words, do not relate onboarding with only new people but also those new roles and outcomes. It is a strategic method of maximizing the potential for success of any plan. For instance, you may onboard existing employees in the practice of onboarding new customers correctly. 
  • Good leaders considerably help in the retention of new recruits, even when the ongoing process did not go as well as it should have. Consequently, encourage good leadership skills and hold managers accountable for 'employee engagement' of new and other employees. For instance, use the Gallup q12 survey to measure this. Outside of the review after the fact, prepare your managers with employee engagement tips like the following.
    • Ask opinions on processes (if the new employee already has experience or has already gained a sufficiently strong grasp of your process. Some new employees may be able to offer improvements to your current operation. However, avoid putting employees on the spot too soon if they are too new to the process).
    • Show genuine interest in new recruits as individuals. Demonstrate that you are actively listening.
    • Acknowledge their contributions.
    • Demonstrate respect and trust.


CONTENT RELATED TO ONBOARDING NEW EMPLOYEES
  • Before you plan the onboarding process, design and hold strategic job interviews for best recruitment success.
  • Function-specific versions of the brand style guidelines should be included in the welcome onboarding package.
  • Just as in Sales (which involves following sales pipelines), create a talent pipeline for the process that best converts new onboarding employees.
  • What is your company's staff turnover rate? Staff turnover is the percentage of full-time employees who leave their organization (either voluntarily or non-voluntarily) within a given year. Example, if 2 of your 10 full time employees leave, your turnover rate is 20%.
  • Hiring social media managers
  • Allow new employees to see opportunities for career advancement and ways in which they may be helped to grow. Lack of this type of opportunity is a considerable reason for turnover that you can do something about. After all, some reasons are outside your immediate control like changes in the industry like retail becoming less centered around brick-and-mortar and more to being online.
  • Set up new employees as users in your HubSpot CRM. Remember that your welcome package should also explain the implications of their registration in your CRM.
  • Employee engagement refers to the emotional commitment to act on behalf of the company and its goals, even with discretionary efforts. It should become a strong motivation for your onboarding efforts. (It should not be confused with intrinsic job satisfaction or extrinsic satisfaction. Staff picnics and nicer bathrooms will not cut it).
  • Industries with the highest turnover and why
  • In addition to the discussion above, HR Onboarding Management roles typically also include the following responsibilities
    • Organizing orientation programs (day 1, week 1, month 1, quarter 1, etc)
    • Creating and updating the employee handbook
    • Monitor new hire turnover and retention rates
    • Schedule and oversee training sessions
    • Add new employees’ information to company’s payroll system
    • Process employment paperwork
    • Coordinate relocation procedures for expats
    • Liaise with internal teams to create business accounts for new employees
  • Introduce new employees to the corporate brand or 'personality'.
  • Consider asking new employees for feedback on the onboarding experience. Here is sample script.
  • Ensure new customers who you wish to become your evangelists share your core values. Well designed core values can be used as yardsticks for determining whether your new recruit is a good fit.
    • Our goal is to offer a top-notch onboarding experience. Your feedback could help us considerably to know how well we are doing and what we need to change as we continue onboarding you. Please submit your feedback. Thanks.

Tuesday, March 7, 2017

How to Manage Staff Accounts in Shopify

How to Manage Staff Accounts in Shopify


  • Log in to your Shopify admin account
  • Select 'Account' in the left column


To add new staff accounts to Shopify

  • Select 'Account' in the left column
  • Scroll down to the 'Accounts & permissions' section
  • In the 'staff accounts' section, click 'add staff account' and enter the details as pictured below. By default, the system gives new staff accounts full access. However, if uncertain, deselect the 'this staff account will have full permissions'.
To add new staff accounts to Shopify - virtual assistants

  • Once the details are entered, click 'send invite'. This will send an email to your (virtual assistant / VA) staff member

To change profile details and access settings for current staff account

  • Select 'Account' in the left column
  • Scroll down to the 'Accounts & permissions' section
  • In the 'staff accounts' section, click 'add staff account' and enter the details as pictured below. 
  • Click the hyperlink with the staff member's name (as pictured immediately below)
How to Manage Staff Accounts in Shopify
  • As an option, enter the staff member's profile details
  • Select and deselect the parts of your site where your staff member of virtual assistant should have access in the 'Customize permissions' section
how to change access settings for staff accounts in Shopify virtual assistants VAs

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CONTENT RELATED TO MANAGING (VIRTUAL ASSISTANT / VA) STAFF ACCOUNTS IN SHOPIFY

Monday, December 19, 2016

How to Conduct an Effective Job Interview

Conduct an Effective Job Interview to Hire a Virtual Assistant or Physically-based Employee

Remember that job interviews are an opportunity to form impressions on both sides. In other words, conducting an effective job interview reflects well on your brand and can influence the type of talent you attract. This mindset should hopefully motivate you to take the process seriously so that you can attract and keep the best (virtual assistant) talent. Here is how.

PLANNING FOR THE JOB INTERVIEW

  • Review the details of the job description. By this stage, if you are already interviewing candidates, elements of the job description hopefully developed very tightly around the overarching business goal for filling the job and other key corporate level considerations like the unique value proposition, customer experience, your brand's core value(s), vision and or mission. 
  • Figure out the overarching business goal for filling the job. This should become the factor that determines whether details and questions are relevant to the job interview.
  • List the required hard and soft skills. Be inspired by the overarching business goals for filling the job.
  • Review the details of the candidate's work history.
  • Prepare questions
    • Analyze, compare and contrast 1) the candidate's history and 2) your list of required skills to inform you of how well the candidate appears to match the role and what else you need to ask
    • Prepare only questions that demonstrate how well the candidate aligns with your business' goals and profile. 
      • Example: If the success of the job involves communication skills, provide as many opportunities for the candidate to demonstrate those skills. For instance, in the introduction part of the job interview, encourage the candidate to describe him / herself. Does (s)he respond in a very relevant way? Does (s)he speak in an engaged, non-rehearsed way? Can (s)he think on his feet and adjust his speech in direct response to things you said while introducing the business and job? Does (s)he listen closely while perhaps making notes for when his turn arrives?
      • Example: If the candidate is a technical sales person who will provide customer services to the general public, ask him or her to discuss a complex technical concept to an old lady who only knows about knitting, as it relates to her. In order to assess his / her emotional intelligence, know the answer very well.
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  • Prepare, practice and fine tune the agenda of the mock job interview. Fine tune your presentation so it is concise and effective in explaining the job, especially in ways that the candidate might not already know. Note your presentation time period so you can enter it in the agenda.
  • Send the following details to the job candidate
    • Job title (qualify the job title with specifics if several unknown variables exist like location, full time or part time, etc)
    • Copy of the job description
    • An explanation of any changes to the job description or terms that had previously been given. Include this within the body of an email. It is unreasonable, even unscrupulous to expect the candidate to re-read entire documents to find needles on haystack by chance
    • a very concise version of the job interview agenda (and allocated period of time)
Example:
Part 1: introductions 
Delivered by interviewer(s): introduce interviewer(s), company, job. Approx __ minutes
Delivered by candidate: introduce self. Approx ___ minutes  

Part 2: Questions from both sides. Max 45 minutes
    • Expectations regarding netiquette, dress code, setting reminders (on one's phone, etc) to be on time and so on
    • Scheduled meeting time, location with directions, contact details and the wherewithal to use the electronic communication media (like instructions, access codes, etc if the job interview will occur online)
    • Optional: Tools, training, support systems
    • Optional: Compensation matters 
    • Optional: Interviewers by their role(s). Example: The Human Resources Manager, Marketing Manager, etc


JOB INTERVIEW AGENDA (the day of the interview)

When you enter into the interview, you should have the 1) agenda, 2) questions you will ask, 3) list of credentials with spaces that allow you to make notes and 4) blank note paper

  • Very brief pleasantries
  • Meeting agenda
    • In part 1, I will intro ... (Introducing parts in this way clues the candidate that you intend on having a monologue without interruptions. For the sake of contrast which reinforces the point, follow the statement with, 'then' we both will have the opportunity to ask questions of the other)
    • Then you may make a brief introduction in response. [This is useful if the success of the job involves communication and an ability to remain relevant. It also allows you to see whether the person interrupts your introductory speech without awaiting his / her turn and other important indicators of communication style.]
    • In part 2, ...

PART 1
  • Concise introduction of the following, especially if unknown by the candidate and or otherwise applicable. Be as concise as possible. Details will be given in the Q&A part of the job interview. 
    • name and role of each interviewer
    • business name, legal structure. If applicable, include the following.
      • Business' life cycle stage (example, 'we are still setting up the website")
    • business activity
      • Example: We are in the business of selling X retail in the A and B markets
    • holding company name
  • Job: 
    • Overview as it relates to its significance to the business
      • Example: This role will create an alliance between the 2 functional groups (x and y). Operationally, this means that group x does ... and then y does .... This in turn will help the business to achieve its x goal.
    • Mission (within a relatable context of the job)
      • Example: to create clear and achievable expectations in the minds of customers 
      • Example: to maintain productive collaborative relationships with group  
  • If unknown by the candidate and or otherwise applicable, include the following.
      • Potentially confusing terminology. Example includes those that may be used interchangeably

PART 2
  • Questions


CONTENT RELATED TO CONDUCTING AN EFFECTIVE JOB INTERVIEW