The Proper Care and Feeding of Humans: HR Basics for Translation Companies

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The Proper Care and Feeding of Humans HR Basics
for Translation Companies

• Kim Vitray, PHR, Operations Manager
• McElroy Translation
• October 16, 2004

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McElroy Translation

• In business since 1968
• Located in Austin, Texas
• 40 employees
• 18-24 million words/year
• All languages

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McElroy Translation

• Technical translations
• Legal (patents and litigation)
• Scientific (electrical, mechanical and chemical
  engineering
• Medical (pharmaceutical, clinical reports and
  medical devices
• Web site localization

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Topics

• Recruitment, interviewing and hiring
• Job descriptions
• Orientation
• Handbook
• Performance evaluations
• Employee records (HIPAA)
• Termination (COBRA)

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Recruitment

• Inhouse posting
• Potential candidates your current employees know
• Newspaper ad

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Disclaimer

• This presentation is intended to provide accurate
  and authoritative information regarding the
  subject matter covered. Neither McElroy
  Translation nor the presenter are engaged in
  rendering professional HR or legal services. If
  legal or expert HR assistance is required, the
  services of a competent, licensed professional
  should be sought.

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Job Description

• Job summary
• Essential duties
• Qualifications
• Education and experience requirements
• General working conditions and physical
  requirements

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Newspaper Ad

• Have an attention-getter
• Describe the duties
• Describe the requirements
• List the hours, pay and benefits
• Tell how to apply (e.g., cover letter with salary
  requirement and résumé via email)

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Hiring Process

• Advertise the position
• Screen incoming résumés
• Manager reviews screened résumés
• Distribute test
• Interview based on test responses
• Call reference on top applicants
• Make an offer
• Send thank-you letters to interviewees

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Behavioral Interviewing

• Based on the assumption that past performance is
  the best indicator of future performance
• Ask for examples of how the applicant has handled
  certain situations (not how they would handle)
• Tolerate silence!

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Examples of Behavioral Questions

• Tell me about a time when
• Give me an example of
• Describe for me
• How did you handle a situation where
• What did you do when

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What You May Not Ask

• If its not job related, dont ask!
• Race, color
• Religion, creed
• National origin, citizenship
• Sex, marital status
• Name, age, birthplace
• Disability/handicap
• Photograph
• Criminal history
• Language (unless job related)
• From Human Resource Essentials

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Other Interviewing Tips

• Plan your questions in writing, in advance
• Open with small talk to put the applicant at ease
• Ask the same questions of each candidate
• Do less talking, more listening
• Allow candidate to ask questions after you have
  finished asking yours

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Calling References

• Use only professional (not personal) references
• Contact at least three references by telephone,
  preferably supervisors instead of HR staff
• Confirm dates of employment, position held and
  reason for leaving
• Ask about
• Quality of work, work habits, dependability
• Initiative, problem solving, decision making
• Interpersonal skills
• Computer skills

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Why Go to All This Trouble?

• Because it is costly to not hire the right, best
  person for each job!

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Orientation

• W-4 and I-9 forms
• Handbook and policies
• Confidentiality agreement
• Benefit information
• COBRA and HIPAA notices

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Employee Handbook

• Get signed acknowledgment of receipt
• Be fair and consistent in application of policies
• When you break the rules, be aware of the
  precedent you set and the messages you send
• Review and update yearly

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Employee Handbook

• Policies customer service, workplace harassment,
  computer and email use
• Employment definition of full and part time,
  introductory period, performance evaluations
• Compensation recordkeeping, pay periods and
  procedures, overtime
• Benefits medical, dental, 401(k), time off and
  holidays
• Conduct attendance, smoking, termination,
  personal business
• Rules security and safety, substance abuse,
  workplace violence and concealed weapons

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Performance Evaluations

• Keep a file
• Put them in writing
• Include self assessment
• Consider 360 degree feedback
• Take the time to be specific, accurate and
  complete
• Give examples of behaviors
• Avoid always and never
• Ask for what you want to be different
• Ask for what you can do differently, better, more
  of

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Performance Evaluations

• Responsibilities
• Accomplishments
• Job knowledge, performance and productivity
• Dependability, cooperation and initiative
• Work environment and safety
• Overall performance
• Action plan

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Evaluation of Managers

• Responsibilities
• Accomplishments
• Job knowledge, performance and productivity
• Managerial skills
• Communication skills
• Dependability, cooperation and initiative
• Problem solving and conflict resolution
• Administrative skill
• Time management
• Overall performance
• Action plan

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Performance Evaluations

• NOTHING SHOULD BE A SURPRISE!

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Performance Problems

• Address patterns, promptly
• Assume theres a reason and find out what it is
• Consider that a performance slump is often the
  result of a non-work problem
• Invite employee to avoid disciplinary process

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Progressive Discipline

• Oral warning for first offense
• Written warning for second offense or lack of
  improvement
• Suspension for third offense or lack of
  improvement
• Discharge for fourth offense or lack of
  improvement

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Termination (Voluntary)

• Get resignation in writing
• Conduct exit interview
• Employment (hours, responsibilities, advancement)
• Training
• Wage/salary
• Supervision
• Workload
• Reason(s) for leaving
• Handle COBRA

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Personnel Files

• Payroll/status change forms
• Time off forms
• Performance evaluations and training
  documentation
• W-4
• Application information, confidentiality
  agreement, handbook acknowledgment

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Other Employee Files

• Benefit information
• I-9
• Payroll

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HIPAA

• Health Insurance Portability and Accountability
  Act of 1996, effective in April 2003/2004
• One purpose is to assure employees protected
  health information (PHI) is kept in strictest
  confidence
• Notice of Health Information Privacy Practices at
  orientation and in handbook
• Business Associate Agreements
• Individual Authorization for Use and/or
  Disclosure of PHI

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COBRA

• Consolidated Omnibus Budget Reconciliation Act of
  1985
• Continues insurance coverage for up to 18 or 36
  months at employees expense
• State continuation
• New rules and documents

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FLSA

• Fair Labor Standards Act of 1938
• Employees versus independent contractors
• Exempt versus nonexempt (salaried versus hourly)
• New rules

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Suggested ResourcesBooks

• Coaching for Improved Work Performance by
  Ferdinand Fournies
• The Mediators Handbook, by Jennifer Beer with
  Eileen Stief
• The Power of Positive Criticism by Hendrie
  Weisinger
• The Power of Positive Confrontation by Barbara
  Pachter
• Human Resource Essentials by Lin Grensing-Pophal

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Suggested ResourcesWeb

• www.shrm.org
• http//humanresources.about.com
• www.hr.com
• www.irs.gov (Internal Revenue Service)
• www.bls.gov (Bureau of Labor Statistics)
• www.dol.gov (Dept. of Labor)
• Your state workforce commission

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Suggested ResourcesWeb

• COBRA www.dol.gov/dol/topic/health-plans/cobra.ht
  m
• HIPAA www.hhs.gov/ocr/hipaa/
• I-9 http//uscis.gov
• W-4 www.irs.gov
• FLSA www.dol.gov/elaws/flsa.htm

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McElroy Translation

• 910 West Ave.
• Austin, TX 78701 USA
• Phone [phone]
• Fax [phone]
• www.mcelroytranslation.com
• vitray_at_mcelroytranslation.com