Hiring Process

First Things First

Why have a hiring process? Process will develop consistency therefore

reducing turnover. Cost of turnover

U.S. Department of Labor states the cost to replace an employee is 1/3 of a new hire’s annual salary.*

Cashier - $6.50 per hour > $3,637. Coca-Cola Retailing

Research

Call center - $8.00 per hour > $8,000. Superb Staff Services

Sales Manager - $50,000. per year > $16,800.*

Step One

Know Who You Are Looking For

Qualities of a Service Rep

Attributes Skills Values

Loyal Active Listening Balanced Work/Home Life

Enthusiastic Communication Teamwork

Friendly Problem-solving Personal Growth

Self-starting Planning/Organization Serving Others

Adaptive Self-management Accomplishment

Tolerant Learning Loyalty

Honest Technology Productivity

Secure Personal Presentation Quality

Sense of Humor

Resilient

Reliable

Diligent

Intelligent

Creative

Conscientious

Optimistic

Focus on Success

Qualities of a Sales PersonAttributes Skills Values

Assertive Problem Solving Accomplishment

Confident Decision Making Recognition

Empathetic Leadership Financial Success

Self-disciplined Planning/Organization Competition

Responsible Leadership Quality

Sense of Urgency Active Listening

People Oriented Relationship Building

Risk Taker

Independent

Conscientious

Reliable

Flexible

Energetic

Creative

Competitive

Optimistic

Focus on Success

Job Description Customer Service Rep Sales Producer Administrative/Clerical

Customer Service RepThis position ensures delivery of excellent customer service by responding to inbound calls and written

correspondence from our policyholders concerning their auto and homeowners policies.

Essential Functions:As a CSR you will be expected to build and maintain business relationships with clients by providing prompt and accurate service to promote customer loyalty. You will also secure and submit required underwriting information, process on-line policy changes and assist with company problem solving. You will be expected to actively solicit increases in coverages or round out accounts through sales to clients at every service contact, as well as actively seek referrals from our current client base to solicit for new business prospects.

Knowledge, Skills and Abilities: Must be aggressive/assertive, a self-starter with the ability to influence others. Must be empathetic. Should have demonstrated effective presentation skill through both verbal and written

communications. Must have all licenses as required by the State Department of Insurance to sell insurance

in the applicable state(s). Will train exceptionally qualified candidate. Fully understand the Employee Handbook and Safety Manual. Knowledge of personal computer, calculator, on-line information system and various

programs including but not limited to Microsoft Word and Excel.

Sales ProducerThis position sells new accounts in keeping with agency and individual goals. Meets established goals and builds relationships with clients. Upholds the agency's reputation and professional manner of conducting business in dealings with clients. The working conditions are fast-paced, multiple tasking, in a high disruption environment.

Essential Functions: Make the sale and collect necessary deposits, arrange for binder, certificates, etc. Negotiate annual new and renewal production goals with agency Principle or Sales Manager. Develop all information and recommendations for prospective accounts, present proposals and adhere to

agency policies and procedures for writing a new account. Responsible for establishing a servicing procedure when necessary for designated accounts. Maintain a concern for timeliness and completeness when interacting with customers, agency and Nationwide

personnel to minimize potentials for error or omission claims. Identify and solicit sales prospects from various sources provided by agency, by cold calls, mailings and

phone contact. Maintain necessary licenses and continuing education required for license renewal. 

Knowledge, Skills and Abilities: Must be aggressive/assertive, a self-starter with the ability to influence others. Should have demonstrated

effective presentation skills through both verbal and written communications. Prefer General Lines P&C License as required by the State Department of Insurance.

Some college or an Associates Degree is preferred. Desirable candidate to have all licenses as required by the State Department of Insurance. Maintain knowledge of underwriting criteria. Fully understand the Employee Handbook and Safety Manual Knowledge of personal computer, calculator, on-line information system and various programs including but

not limited to Microsoft Word and Excel.

Office AssistantIdeal candidate would be strong in Microsoft Word, Excel and Power Point, have the ability to multi-task in a fast-

paced environment and possess good communication skills. Maintains office operations by receiving and distributing communications; maintaining supplies and equipment; serving customers.

Essential Functions:* Forwards information by receiving and distributing communications; collecting and mailing correspondence; copying information.* Maintains supplies by checking inventory levels; anticipating requirements; placing and expediting orders; verifying receipt.* Maintains equipment by completing preventive maintenance; troubleshooting failures; calling for repairs; monitoring equipment operation. * Serves customers by answering questions; forwarding messages; confirming customer orders; keeping customers informed.* Updates job knowledge by participating in educational opportunities.* Enhances organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.

Knowledge, Skills and Abilities:Office Experience - General, Telephone Skills, Typing, Documentation Skills, Verbal Communication, Written Communication, Dependability, Attention to Detail, Administrative Writing Skills

Advertise the positionCustomer ServiceAllstars Only$50K to $300KDon’t even call unless you are an overachiever and can prove it. Come build an empire within our fine, progressive company. We are in the Insurance Industry, but we don’t hire backgrounds. We hire top producers. If you’re average, you can earn $50K with us. If you are a star, you can earn $300K plus. Young or old, if you have the stuff, we’ll know. Contact us at…

Advertise the positionCustomer ServiceAllstars Only$35K to $85KDon’t even call unless you are an overachiever and can prove it. Come build a career within our fine, progressive company. We are in the Insurance Industry, but we don’t hire backgrounds. We hire top associates. If you’re average, you can earn $35K with us. If you are a star, you can earn $85K plus. Young or old, if you have the stuff, we’ll know. Contact us at…

Step Two

Collect Resumes

Resume Retention

The EEOC requires employers to keep solicited resumes and related information for at least one year, it is best to keep them at least four years, in order to exhaust all possible statutes of limitations for various employment law causes of action.

Pre-Screen / Sort ResumesBe extremely careful in your note taking.

Avoid use of careless or embarrassing comments.

How many jobs in the last 5 years? How long have they worked at each job,

any gaps between jobs? How long of a commute? Does job experience relate to position?

Education relevant? Grammar & organization of ideas?

Step Three

Telephone InterviewSet up 10 minute time slots for each of the pre-selected candidates.

Telephone InterviewCandidate’s Responding to Allstars Only

Here is the script…

YOU: Okay. You read our ad and it said, “Don’t even apply unless you think you’re the best.” So tell me why you think we should interview you.

THEM: Well…uh…Can you tell me a little bit about the job?

YOU: That’s a much longer conversation. I’m happy to have the conversation if we determine that you’re someone we want to interview. So tell me, why should we interview you?

Notice that we are testing their ego in the first 60 seconds of the conversation.

Telephone InterviewTHEM: Well…um…Let’s see. I’ve been in sales for two years. I

really like it and I like interacting with people. I feel that if it’s a good product or service, I can sell it.

YOU: I’m not really hearing it.THEM: What do you mean?YOU: I’m not hearing an Allstar. I’m not really hearing top

producer.THEM: You’re not?YOU: No.This rejection is intentional because it works well for determining what kind of

person you have.

THEM: Oh well…okay. Um, um….I guess you would know.YOU: Yes, I would know.THEM: Well…okay. Thanks very much. Bye.

Telephone InterviewHere is how the conversation should go…

YOU: Okay. You read our ad and it said, “Don’t even apply unless you think you’re the best.” So tell me why you

think we should interview you.

THEM: Well…uh…Can you tell me a little bit about the job?

YOU: That’s a much longer conversation. I’m happy to have the conversation if we determine that you’re someone we want to interview. So tell me, why should we interview you?

Telephone InterviewAllstar

THEM: Well let’s see…In my last job, I was the new guy and I had never sold widgets before, and, within three months, I was bringing in bigger accounts than they had ever had. In six months I was outselling people who had been there for five years.

See how they start selling right away.

YOU: That sounds good, but I’m not sure I’m hearing top producer.

THEM: Well, maybe you’re deaf.

Step Four

Set Up 1st Interview

Make AppointmentCall each of the qualified candidates to

set up an hour time slot for the initial interview.

Tell them they will first fill out some forms and then take personnel tests prior to the interview.

Step Five

Documents SignedAdministrator will explain documents and obtain the

candidate’s signatures.

Background Check Authorization ReleaseSignature Required for Employer’s Protection

Background Check Authorization

I authorize any of the persons or organizations referenced in this job interview to give you any and all information concerning my previous employment, education, or any other information they might have, personal or otherwise, with regard to any of the subjects covered during this job interview. I release all such parties from all liability from any damages which may result from furnishing such information to you. I also understand that you may check with the Texas Department of Public Safety or other organizations for any criminal history._________________ ___________________Applicant’s Signature Date

Statement of ClarityTest Administrator to Obtain Applicant’s Signature

Applicant’s Statement of Clarity

 

  I certify that all information, I have supplied in this interview process is true and complete. I understand that any wrong or incomplete information given, can lead to my not being hired or, if I am hired to my termination from employment if discovered after hire.

  ____________________ __________

Applicant’s Signature Date

References Request Authorization Forms for Release of Information

Authorization for Prior Employer to Release Information

Please read the following statements, sign below and return to the Human Resources office.(Need one form for each reference.)  I hereby authorize any investigator or duly accredited representative of Barhorst Insurance

Group LTD bearing this release to obtain any information from schools, residential management agents, employers, criminal justice agencies, or individuals, relating to my activities. This information may include, but is not limited to, academic, residential, achievement, performance, attendance, personal history, disciplinary, arrest, and conviction records. I hereby direct you to release such information upon request of the bearer. I understand that the information released is for official use by Barhorst Insurance Group, LTD and may be disclosed to such third parties as necessary in the fulfillment of official responsibilities.

 I hereby release any individual, including record custodians, from any and all liability for

damages of whatever kind or nature which may at any time result to me on account of compliance, or any attempts to comply, with this authorization.

  ___________________________ ___________________________Applicant’s Signature Date 

Note: These forms can be faxed or emailed.

Step Six

Administer Tests

Tests Administered Prior to Interview Results Given to Manager for Review

TEAM DynamicsDoes personality type match position? A. Togetherness B. Enterpriser C. Analyzer D. Motivator

Values SurveyDo values match culture?

IIAT – Insurance Skills TestOnly if candidate has insurance experience.

75% or above – Experience has value.

75% or below – No value from experience.

Step Seven

Initial Interview

Initial InterviewBe extremely careful in your note taking.

Avoid use of careless or embarrassing comments.

1. Relax

2. Probe

3. Attack

Three Part Process

Part One - RelaxBe friendlyBe a great listenerGive candidate opportunity to show

their best side.

Technique: Write down 5 questions you want to be asked in the interview that will show your best side.

Part Two - Probe Get to know the person Ask questions to test their empathy Try to determine their background Look for areas of accomplishment When they’ve opened up to you and are

honest and unguarded, go over their resume w/ them. Use the questions you ask to determine how they think & if they use good judgment. Act positively, no matter what they say – you want them to keep talking.

Probing Questions to AskDetermine the Candidate’s Background

What events or influences from your childhood shaped who you are today?

What are some of the biggest challenges in you life? They need not be work related.

What was the toughest sale you ever made? (Make sure you ask for all the details and step-by-step specifics of this experience.)

Probing Questions to AskDetermine the Candidate’s Accomplishments

and Gauge Their Overachievement

Tell me about a time in your life when the odds were stacked against you but you overcame them and succeeded.

Tell me three or four things of which you are most proud.

Have you ever practiced and reached a high level in any area beyond just getting by in life?

Probing Questions to AskDetermine the Candidate’s Ability to Bond with Others

and Test Their Empathy

How would your best friend describe you?

Of everyone you know, who has the most faith in you? Why?

What are your best memories?

Probing Questions to AskDetermine if Candidate Has Good Judgment

and How They Think

Why did you leave your last three positions? Were you unhappy? Why? Tell me about a disappointment or

disagreement you’ve had with a boss and what happened.

Name two weak points of previous bosses. Name two instances when a supervisor

criticized you.

Part Three – AttackReject them again

Strong rejection tactic…tell them they don’t have what it takes.

An Allstar possesses tremendous faith in themselves, and nothing can convince them they can’t do the job.

If they don’t respond, prompt them with “How do you feel about what I just said?”

Part Three – AttackBe tactful – but not soft

The weak will crumble. Let them go.

Or if you are looking to hire someone other than a salesperson, go easy on this attack.

Step Eight

Letter of Interest

Request Letter of InterestPrompt candidate to mail letter of interest if you are both

interested in the next step of hiring process.

Why are you the best candidate?

Thank you.

How long did it take the candidate to send?

Is the grammar in the letter indicative of the applicant’s ability to perform the job?

Step Nine

Check References

Check ReferencesBe extremely careful in your note taking.

Avoid use of careless or embarrassing comments.

Call each reference. If needed fax authorization release form to former employer.

Write in answers to each question while you are speaking with individual contacted.

Compare the answer to the resume after you have finished the telephone reference inquiry.

Reference Check Form Completed by: Date_________________________ Applicant’s name: Job title:______________________ Individual contacted: Title__________________________ Company: Phone number:_________________

Questions: Does info match candidate’s resume?

Yes No Did applicant work for you? _____ _____ Dates of employment? _____ _____ Position held? _____ _____ Duties: _____ _____ Salary: _____ _____ Reason for leaving: _____ _____

If applicant did not work for you…. In what capacity do you know this individual? Describe their Strengths and Weaknesses. Please tell me about the applicant’s character, ability to get along with others, attitude. What would you rate the person’s ability to use good judgment in a normal situation? In a stressful

situation? Would you recommend this individual for employment? Why or why not?

Reference Check Questions

General Comments

Overall Performance? Quality of work? Was honesty ever questioned? Tardiness? Would you re-hire applicant?

Step Ten

Personnel Tests

Personality Profiling Key to Finding Allstars

Allstar Sales Producers…

…have a high level of dominance combined with high influence.

Allstar Customer Service Reps…

…have a high level of steadiness combined with a significant level of compliance.

Personality Traits Defined Dominance – A personality trait that has to do with ones ego. Influence – A personality trait that has to do with how one reacts in

social situations and a gauge of one’s communication level Steadiness – A personality trait that has to do with a person’s level of

patience, persistence and thoughtfulness. Compliance – A personality trait that has to do with how one relates to

structure and organization.

Administer Personnel Tests Preferably administered in office so that candidate does not seek

help in answering test. Can be given online.

Psyche Test IQ EQ

If sales people are not “hungry” they will not be motivated by an opportunity to control their income. -Devin Wisener

Step Eleven

Background Check

Background CheckAll Employees Must Be Accepted Before Hire

Nationwide affiliated background investigation. Candidate must supply name, drivers license number,

social security number, aliases, addresses. Report will come back for your review. Sometimes further explanation is needed after

investigator’s initial review. This info can be faxed for further review by the investigator.

Nationwide handles rejection letter.

Nigel P.J. Spriddell Lead Licensing Technician, Background InvestigationsNationwide Insurance

Set up Background Check“We are interested and would like for you to take the next step in

the hiring process.”

Send “application station” email instructions for background investigation.I. Internet address: https://www.applicationstation/homeII. Application Station Code: NWBGSO (click: proceed), then (click: sign up now) after the code is accepted.III. The next page is the Terms of Service Agreement.

NOTE: YOU MUST AGREE to the terms of use if you want to proceed. IV. User Name: If you have an e-mail address, then simply use your e-mail address as your user name. If you do

not have an e-mail address, then just pick a name you will remember. If someone else already possesses your chosen user name, the system will ask you to choose another. It is best to choose a user name that is easy to remember, as you will need it to sign in if you leave before completing the application and then wish to return. Here are some examples of valid user names - jdoe@hotmail.com or johndoe.

V. Password: Once you have entered your user name, you must choose a password. The password can be any combination of letters, numbers or symbols as long as it is at least 6 characters and no longer than 12 characters.

VI. Security Question: The security question will allow us to identify you in case you ever lose or forget your password. Just enter the secret question you wish to use, then, in the field below, place your answer to the question.

VII. Once you have created your user name and password, and have answered a security question, you can now click on the Submit button at the bottom of the page. This will take you to a page that confirms the information you have just provided.

VIII. SIGN IN Section: Once you have created an account, you are now ready to sign in and complete your application. The Sign In page will allow you to gain entry to Application Station.

IX. Begin filling in info on the General info page. Primary Agent: Warren Barhorst Primary Agent Number: TX04726 Check box: Office Emp

X. The rest is your information

No Exceptions

DO NOT HIRE Candidate Before Approval from Nationwide on Background Investigation!

If applicant did not disclose key problems on background form – do not request background exception to hire.

Step Twelve

Schedule 2nd Interview

Second Interview Have candidate meet a Senior Manager and/or Team

Leader in order to avoid interviewer bias.

Just talk.

General questions in order to get a view of the candidate’s fit for the job.

Step Thirteen

Omnia Profile

Personality Profile

Omnia Profile The results from this screening can be benchmarked to previous candidates that have been a good fit in their particular position.

Step Fourteen

Set up Follow Up Interview

Follow Up Interview

Review Omnia Profile Review Personal Orientation Profile

Review TEAM, Skills, Values Assessments

Talk about your agency, BIG, & our accolades

Talk about Job, Hours, Dress Code

Step Fifteen

Job Offer

or

Rejection Letter

Rules to Follow

Do Not Send Job Offer Letter We do not send job offer letters as they can be

construed as a contract to work for a certain amount of time as opposed to ‘at will’ employment.

Do Send Rejection Letter We do send a rejection letter out of kindness and

goodwill.

Sample Rejection Letter* At any time you feel the candidate does not qualify, stop and send Rejection Letter.

Date

Name AddressCity, TX zip  Dear _______, Thank you for taking the time to submit your resume and for taking the time to meet with me. I enjoyed having the opportunity to learn about your experiences and interests.

Although we appreciate your interest in the Barhorst Insurance Group, other candidates more closely match the role we are seeking to fill.

Thank you again for you interest in The Barhorst Insurance Group. Sincerely,