Integrating a new starter

28 Mar

A lot of organisations think that once they have found the right person and they have started with them that’s all they have to do, the recruitment process is complete.

Some organisations expect a new member of staff to be wound up and allowed to run, offering a mere introduction to staff they will be working with, shown the fire exits and where to make the coffee.

Clearly new recruits should not be allowed to sink or swim as more often than not they sink or make an early decision that the company is not for them.

As discussed previously, the first few weeks in a position is the time a new employee makes the decision when to leave.

Organisations that have a system for integrating new team members tend to have better retention rates.

There are a number of books based on the first 90 days of a new team member, but ultimately they all suggest a systematic approach. We suggest the following basic system:

  1. Make sure the line manager and Human Resources speak to the new recruit on a weekly basis to see if everything is going well.
  2. Ask an established star within your organisation to mentor the new recruit from day one and perhaps even before they actually start with you.
  3. The mentor has to be someone that understands the company culture, has a knowledge of what mentoring entails and realises it is an ongoing role, meeting them on a regular basis.
  4. Every quarter the line manager, Human Resources and the new team member sit down and discuss questions such as:
    • Are they developing good relationships within the organisation?
    • Do they receive sufficient support?
    • Do they understand how your organisation conducts its business?
    • What is the evidence that supports the new team member is progressing?

Without the mentor arrangement and regular informal meetings with their line manager it is likely that the new recruit will not ask for help and it is left to chance whether they sink or swim.

Next month, we discuss the final part of our best practice recruitment system, the full review and audit.

Rejecting the right candidates

28 Mar

Rejecting the right candidate is a common problem in business. Here are a number of reasons why it may occur.

1.  Some people assume that an impressive educational background or years of experience at reputable company are guarantee for success.

2.  Focussing on the “must haves” before really defining what you want. Stating categorically that a candidate must have X years experience and working in X industry. A typical recruiter will not forward you candidates that could do the job.

3.  The failure to focus on the competencies needed for the specific job, instead looking at how well they got on with the candidate during the interview.

4.  The right candidate may be better than the interviewer and they do not want any more competition in the business.

5.  People fall into the first impression bias and very rapidly reach a conclusion about a candidate. The interview is then a process where the interviewer  looking for confirmation of their initial impression.

6.  The interviewer may not conduct a search for political reasons. Self preservation or for an easy life. It does happen.

7.  Settling for the first adequate choice that works through the door.

8.  Looking endlessly for the perfect choice.

9.  Going with gut feel only.

10.  Using the wrong interviewers.

11.  Using too many assessments steps in the recruitment process.

12.  Employing unstructured or too structured interview processes.

13.  Conducting a “Alan Sugar” approach to an interview.

14.  Using old job specifications and not sitting down with the recruiter to discuss properly. Using the first recruiter that rings up on a morning.

15.  Not conducting reference checks or treating it as an administrative exercise.

Know your elephants

10 Mar

In 1986, Peter Davies was on holiday in Kenya after graduating from Northwestern University. On a hike through the bush, he came across a young bull elephant standing with one leg raised in the air.

The elephant seemed distressed, so Peter approached it very carefully. He got down on one knee, inspected the elephants foot, and found a large piece of wood deeply embedded in it. As carefully and as gently as he could, Peter worked the wood out with his knife, after which the elephant gingerly put down its foot.

The elephant turned to face the man, and with a rather curious look on its face, stared at him for several tense moments. Peter stood frozen, thinking of nothing else but being trampled. Eventually the elephant trumpeted loudly, turned, and walked away. Peter never forgot that elephant or the events of that day.

Twenty years later, Peter was walking through London Zoo with his teenaged son. As they approached the elephant enclosure, one of the creatures turned and walked over to near where Peter and his son Cameron were standing. The large bull elephant stared at Peter, lifted its front foot off the ground, then put it down.

The elephant did that several times then trumpeted loudly, all the while staring at the man. Remembering the encounter in 1986, Peter could not help wondering if this was the same elephant. Peter summoned up his courage, climbed over the railing, and made his way into the enclosure. He walked right up to the elephant and stared back in wonder.

The elephant trumpeted again, wrapped its trunk around one of Peter legs and slammed him against the railing, killing him instantly. Probably wasn’t the same elephant.

A story to show that you need to recognise the elephants in order to compete against them.

Companies that use some form of Competitive Intelligence tend to be able to recognise their elephants and are less suprised by their actions.

Competitive Intelligence Examples

9 Mar

Organisation:

A major plastics manufacturer

Challenge:

Despite been in a growth market the operation was loosing business to cheap Chinese companies buying up the business and small niche operators.

They needed new direction in terms of sales, where the long established teams had become order takers rather than sales people and they wanted to understand their rivals more.

Solution:

  • Conduct Competitive Intelligence against their main rivals
  • Determine production activities by monitoring activities on their rivals sites
  • Product a secondary information collection portal
  • Produce an initial and ongoing market intelligence report

Results:

The market intelligence report was compiled over 8 weeks giving the company a snap shot the market, the key issues their rivals faced and a break down of the key players.

From this report we have isolated more refined questions and have since initiated projects to answer them.

Competitive Intelligence on a Shoe String

2 Mar

You meet your competitor at a tradeshow, you bump into her at a networking event. They are all full of how well they are doing and you pick up the paper and the business section has a news piece about a new recruit, new office and how well they are doing?

Is it true or are they just well briefed and paying for excellent PR?

A basic knowledge of Competitive Intelligence may help.

Competitive Intelligence is is the discipline which enables organisations, through the ethical gathering, analysing and reacting to commercial and technical information, to anticipate and out-manoeuvre their competition as well as acquiring heightened awareness of market dynamics and changing conditions.

Put simply, Competitive Intelligence minimizes uncertainty and companies who use Competitive Intelligence can often accurately predict their competitors’ actions and plan accordingly.

Here are some guidelines that may assist you introducing yourself to Competitive Intelligence without spending a lot of cash:

What intelligence are you seeking?

When you have decided you want to know more about your market and your competitors, you could spend 365 days a year looking at every possible sphere and source of information.

If you do not want to be lost in a forest of information, be realistic and focussed by setting some goals and understand the market you work within.

You then have to clarify your goals to determine if they are “must know” and not “nice-to-haves”.

“Nice-to-haves” take the most time and money to achieve and generally have the least impact on your operation.

Take a good look at yourself

Before you look to your competitors, you have to understand your own business. What is your unique selling point and how do you actually compete? What do your customers think of you? Are you focused on price? How do you compare with your rivals? Can you look at related markets for inspiration and ideas?

Look internally to find information about your rivals. Have you employed anyone from one of your rivals or one of their suppliers? Are they able to shed some light on their strategies, customer service, key players and even pricing?

Isolate the players in the game

You need to have a basic knowledge of the players within your market. Simply create a spreadsheet by listing the companies you already know about. Create a table and list as many of the following details as you can:

  • Company Name
  • Locations
  • Website
  • Turnover
  • Established
  • Pricing structure
  • Key players
  • Published achievements
  • Product range
  • Known customers
  • Basic strengths and weaknesses

Companies House will provide you with their latest accounts and search the internet for interesting news articles. You should collate this information in one location.

A good intelligence analyst always asks “So what?”

If your competitor is always in the press, have they just received some investment, have an owner with a large ego that needs massaging, have a good PR agent or do they have a good relationship with the local editor?

It could be of course that they are doing well, but it is likely somewhere in between.

How many times have you read how well a company is doing and then suddenly the company goes bust?

I know of one company in the east midlands that is always in the paper, recruiting new people, hosting events, moving into new offices and everything is a bed of roses. A little bit of Competitive Intelligence reveals that they have turned over less than £70,000 in a year.

If you don’t look at the press coverage strategically you could spend a lot of money keeping up with your rivals when in reality you are ahead of them anyway.

Talking to the editors of the publications and industry experts will provide you some insight to your market and its rivals.

Look at your rivals advertising. What are they saying to the market, what do they consider as their strong points and again what are they not saying about their products? If they are conducting a web based pay per click campaign, can you work out what key words they are using and again “So what?”

Who are your rival’s suppliers? What is their opinion on them and what and how do they charge? They may not tell you, but some do, especially if the questions are asked at the right time and place.

Translating information into knowledge

So far all you have collected is a lot of information. You now have to analyse and sort it into useable intelligence. Once you have done this you need to take action.

Verifying and clarifying all important aspects of Intelligence are incredibly important, just ask Tony Blair! Always try and verify important intelligence from more than two sources.

The whole issue with Tony Blair and Iraq’s ability to launch weapons of mass destruction within 45 minutes came from an old Soviet training manual. Mr Blair’s advisors did not or indeed chose not to verify and clarify the information and the rest is history.

Once action is taken it is also good business practice to monitor the impact and take more action if required.

An ongoing process

Good intelligence is only up to date at the time it is published. It is essential that you build competitive intelligence into your company’s day to day activities and responsibilities, as well as constantly clarifying your competitive intelligence goals.

Closing the deal

28 Feb

Last month we produced our thoughts on assessing the candidate suggesting its not conducting the latest psychometric test but using a small number of trusted people who are well trained, briefed and motivated is best practice.

Focussed competency based interviewing processes, reference checks and input from senior management we found helps find the right candidate for your organisation. Now we move to closing the deal.

Getting the candidate to join you

You have spent considerable time and money finding that right candidate. Perhaps your recruiter is not being strategic, thinking just about their fee and is pushing for a start date, suggesting the candidate has other opportunities.

Two things to do is first get another more professional recruiter for your next project and then sit down and plan the fifth step in our recruitment best practice process to successfully close the deal.

You have found the person you were looking for and you are determined for them to start with you.

A lot of companies fail to close the deal and current industry research suggests that 1 in 5 candidates will reject an offer.

It’s not about the money

They don’t usually reject an offer due solely down to the salary offer, but if they believe in a figure suggested during the process and you offer a lower one, most will reject, no matter what reason you give them.

Most rejections take place when the company is unable to prove their commitment to allow them to be successful within the role.

No one wants to take a job that could be downsized, demoted or worse frustrated due to a lack of emphasis within a corporate sea of politics and more important projects.

To prevent a rejection the organisation’s leader should sit down with the candidate and share their passion for the company and the position the candidate could be about to make their own.

This will not only highlight the leaders passion for the position to be success but also show how important the role is to the company and how much interest the leader has in its success. It shows that the company cares.

It is incredibly common for management and recruiters to paint the position as the greatest role ever created within a company that is absolutely fabulous.

If the candidate believes it then you will have a future retention issue, but more often than not the candidate will not join because they simply do not believe the situation.

Don’t ask what your country can do for you…

Do not only focus on the positives but also tell it how it is. Tell them about the challenges they will face to be successful, what hurdles they will have to tackle and they will have to contribute to, to fully achieve success.

This is will allow the candidate to decide for themselves to take on the challenge. To help them it is also important to put the position in perspective in terms of similar opportunities available with other companies and why your company and the position is so much better.

Research carried out by Jeffrey Pfeffer and Robert Sutton detailed in their book “Hard Facts, Dangerous Half Truths & Total Nonsense”, found that up to 75% of employees stated that the most stressful part of any role was dealing with their manager.

Given this knowledge it is important that line managers are fully involved in the later stages of the recruitment process proving their commitment to the role and allowing the candidate to get to know their line manager a little before they make their decision.

Show me the money

Finally to the money. You should find out what the market rate is for the position, determine the candidate’s historical earnings and finally take into account the current salary levels within your organisation.

If you pay over the odds it is very likely others in the team will find out and you will have motivational issues with them.

You should also structure any deal with the here and now in mind as well as creating a reward for sustained performance, such as bonus and possibility share options.

Once the candidate has agreed to join you, the 6th step of the process is the induction period.  We will discuss this next month.

It is common the recruitment phase to be complete as soon as the person starts with you, but we believe it should continue to at least 90 days after the start date.

Where to Start when analysing your rivals

20 Feb

You may want to participate in Competitive Intelligence and are looking for a good place to start.

Answering these questions may get you started:

1.      Look at the competitors product or service

2.      Buy the product or service

3.      How does it work?

4.      How is it put together

5.      How is it priced

6.      How good is the after sales support?

7.      How were you dealt with by the sales team?

8.      What is the contract like they provided you for their service?

9.      Who are your competitor’s customers?

10.  Who are your competitor’s suppliers?

11.  Who has the information you are after and why?

12.  Are there any associated issues with your operating plan or strategy execution?

I hope this is of some value. If you want to know more please get in touch.

Competitive Intelligence Example

9 Feb

Organisation

A major City Council

Challenge

To determine the correct price for car parking in the city and isolate issues other cities have faced and how they have resolved them.

Solution

  • Visit car parks in selected cities to determine the quality and issues
  • Monitor news reports to isolate other issues
  • Conducted discussions with experts to determine current strategic thinking to government and council transport planning
  • Monitor car park prices and spaces changes

Result

A city council with a robust transport strategy and an understanding how prices determine occupancy.

What can Competitive Intelligence be used for?

7 Feb

Competitive Intelligence has many uses but is mainly used for:

  • Identification of key players in your rival’s organisation.
  • Incorporate the strengths and exploit the weaknesses of your competitors.
  • Identification of specific threats to the business.
  • Fresh opportunities.
  • The gaining of information (in complete legal/open ways) your rivals do not want you to know.
  • Insight about impending market changes.
  • Give you a look and feel of your rivals service and product.
  • Look at how the market place could evolve and recommend actions that we see fit.
  • Gives you an insight on what information that is available about you and how open you are to headhunters.

Weapons of Mass Destruction

5 Feb

After watching Alistair Campbell’ answering questions offered by the Chilcott inquiry on 12th January 2010 there are a number of observations from the Governments attempt to justify the 2003 war with Iraq  to be aware of  when  monitoring their rivals activity at any level.

Competitive Intelligence is is the discipline which enables organisations, through the ethical gathering, analysing and reacting to commercial and technical information, to anticipate and out-manoeuvre their competition as well as acquiring heightened awareness of market dynamics and changing conditions.

Put simply, Competitive Intelligence minimises uncertainty and companies who use Competitive Intelligence can often accurately predict their competitors’ actions and plan accordingly.

During September 2002, the government published a dossier to justify the 2003 Iraq War. Despite the fact that the dossier was drafted for the right reason, it did result in immense damage to the credibility of our Intelligence services, but there are lessons we can learn.

Source protection

The publication of the dossier was opposed by the Intelligence Services because they believed it would reveal their primary source of intelligence, preventing future use and dissuade others coming forward with information.

Perhaps the consequence of poor source management may not be as severe as been caught giving information about the Saddam regime, but it does raise the debate about revealing too much information about your sources of information.

Military intelligence professionals are taught to disguise their sources. Each word is checked to ensure there is no hint of where the information has come from.

Within Competitive Intelligence the protection of sources of information is also very important, especially when you have promised confidentiality to the person who gave you that vital piece of opinion or information.

In some cases intelligence sources can play a vital part of the end product, but always be aware if your document got into the wrong hands would your sources be happy or embarrassed by it?  Will it make them reluctant to offer information in the future?

I believe it is good practice to never reveal your sources, but if you feel it is necessary, ask your sources permission before publication and it may be wise to reference sources to an appendix for specific eyes only.

Ethics

If British Intelligence were not able to hide from scrutiny by citing source protection it is even less likely it would be a valid excuse if something goes wrong with your Competitive Intelligence or rival monitoring activities. 

This is where ethics also comes into play and if you stay on the right side of ethics and the law, you will have nothing to be embarrassed about if an authority wants to know more.

45 minutes to doom!

The government dossier was very controversial for a number of reasons, the most important of which, despite millions spent on hunting for them the Allies could not actually find any Weapons of Mass Destruction (WMD).

Another reason was the now infamous claim that Iraq could deploy some of its weapons within 45 minutes, which the BBC later claimed to have “sexed up” (or marketed to their target audience!) the dossier for Tony Blair to justify the war to his back benchers, his Cabinet and the voters.

The 45 minute claim was disseminated in a report to the British Joint Intelligence Committee 29th August 2002 stating it would take an average of 20 minutes to deploy Chemical and Biological weapons. The maximum time was 45 minutes.

Military intelligence sources with an in depth knowledge of artillery systems recognised them as timings from the Soviet built Artillery Rocket Troops manual.

Soviet troops were given norms for each operation and the norm for a Scud Rocket Launcher was 45 minutes. With the Allies “No Fly Zone” any action from Scud Missiles would have resulted in their destruction long before 45 minutes.

There was significant debate within the Intelligence and Military world about making it clear what the 45 minute claim actually meant.

The original wording stated that there were “Intelligence indicates that from forward deployed storage sites, chemical and biological munitions could be with military unites and ready for firing within 45 minutes.”

The Intelligence community were nervous about how their Intelligence was been used by the politicians and assumptions were not highlighted in the report and the final report removed the important qualification statement “forward deployed storage sites”

It turned out to be very important to make clear that the weapons had to be already prepared and actually waiting on the front line. UN Weapons inspectors and the best air forces in the world flying above them forced the Iraqi regime to use a “Just In Time” policy to its deployment and actual manufacture of its WMDs.

It is vital that the final “Competitive Intelligence” on a rival is reported with all assumptions isolated, explained, clarified or removed. In the case of the British government these assumptions caused a dramatic loss in public confidence and questioned the honesty of the Blair government.

Summaries, titles and conclusions need to be checked to confirm that is exactly what you want to say, in the right context and it is clear for the reader to understand. Does your removal of any words change the meaning or the context of it?

Dramatic Sound Bites

The Prime Minister and his advisor Alistair Campbell were looking for a sentence that the public would understand for a reason to go to war.  It was a New Labour sound bite to sell the war to the public and their back benchers. It was their marketing pitch.

This unqualified 45 minute statement was too good to be true for them and Campbell was promoting his story to newspapers, encouraging headlines such as “British bases in Cyprus were 45 minutes from doom”. London’s Evening Standard duly printed the story.

The 45 minute statement was in circulation and was used in a number of documents, including a statement from the Prime Minister in the forward of the Joint Intelligence Committee assessment

Each time the 45 minute claim was mentioned it became stronger and stronger completely out of context from the original intelligence reports.

On 16th September a draft dossier was produced titled “Iraq’s programme for weapons for mass destruction”. On 24thSeptember the dossier was published titled “Iraq’s weapons of mass destruction”.

At no time did the intelligence services say that Iraq had any weapons of mass destruction.

Assuming the Facts

As you can see changing one word in the title of a report dramatically changed the impact.

We are living in a world of headlines, sound bites and Tweets of no more than 160 characters long. TV programmes are designed to keep people interested who have the attention span of no more than 10 minutes.

It is essential that when reporting your findings about your rivals, headlines are not over dramatic deflecting the audience away from the real value of what you are trying to tell people.

Collection, not direction

It is very important that an intelligence end product is the result of what the collection of information activities have achieved and not what the client or company directors want to see.

Tony Blair asked their intelligence organisations to prove that there were WMDs rather than a more sensible query like asking if Iraq still had the ability and determination to create WMDs.

It is essential the collection activities drive the intelligence “final product” and not the intelligence direction. Direction should guide, advise, audit, clarify and reiterate the areas of focus (known in Competitive Intelligence circles as Key Intelligence Topics) and never try and interfere with collection activities.

Never make your intelligence fit the answers you want. If the intelligence says something different, verify, work more on it and report as you see it.

Motivation of Sources

History tells us that Saddam used WMDs on his own people, but did he have the ability to use these weapons at that point in time?

The 45 minute claim was mentioned a number of times in the dossier and it was claimed to have originated from a MI6 source in Baghdad. There are a number of reasons why the source may have been giving this information freely.

It could have been a disinformation plan to dissuade Iraq’s main regional threat, Iran, from taking the chance to invade a weakened Iraq. Iraq having WMDs and a history of using them could have made Iran think very carefully before proceeding.

It may have been the case that Iraq did have WMDs and the contact in Baghdad was genuine, but like when you are talking to people who know about your rivals, you must always be mindful as to the reason why they are giving you the information.

If you understand their pain, you will be able to put the information they give you in context.

It is likely that the public school boys from MI6 did attempt to verify the information on an ongoing basis and it is essential that you do the same.

Finding a piece of intelligence about your competitor which you believe is gold dust, must be verified from as many sources as possible.

When analyising the information you must be able to “see the big picture” and not always be too involved with the detail.

The big picture in this case was that Saddam had the capability, will and track record to use WMDs but due to the inspections did not have the capability to store them.

Technically he would have had WMDs if it was not for the inspectors, but without the actual physical evidence of their existence it would be difficult to use this as a case to go to war.

In summary, when conducting Competitive Intelligence or just taking an interest in your competitors never take anything anyone tells you or something you read as gospel. Verify everything.

Make sure you always look at the big picture. When a competitor does something, however silly it may seem, always ask yourself the big picture question

– “So What?”

When someone offers you some information it is your responsibility to be discrete with their identity and the research you carry out on my competitors must always conducted in an ethical way.

When writing your reports and presenting your findings you must ensure that assumptions have been highlighted, isolated and where ever possible removed.

Always be aware of political pressure to find the right information they are looking for, never encourage collection activities to be based on proving something to be correct.

Ensure executive summaries and headlines are an accurate reflection of the main findings of any document.

Want to know more about Competitive Intelligence and what it can do for you? Then please get in touch with me on gdixon@castcsi.co.uk / 07866 263078