Once you have determined the need for a position to be filled, prepared or revised a job description, posted the position in various areas, received and screened resumes, selected candidates to interview, prepared the interview questions, performed the interviews, rated the candidates, and completed the necessary reference checks, you are ready to offer the preferred candidate the position. You can contact the candidate and offer the position over the phone. Indicate that the formal offer will be presented in writing and that the offer isn’t finalized until the candidate has received the written offer. If the candidate accepts, prepare the offer in writing.

The offer should be presented before the employment start date to allow sufficient time to review the terms and conditions of employment. The formal offer should include the job title, salary, start date, reporting relationship, terms and conditions of employment and termination language. A job description should be included with the job offer as well as any other documents the employee needs to review (confidentiality agreement, non-compete clause, etc.).

Companies have genuine reasons to protect their process, trade secrets and other business-related information from competitors in the marketplace. In order to accomplish this, employers may wish to develop confidentiality policies to set guidelines on the use of this type of information obtained in the course of employment. Our HR Consultant reviewed the client’s confidentiality agreement and provided the following recommendations: add details on what type of information (e.g. financial, client/employee-related information) is to be kept confidential and what is meant by keeping it confidential (e.g. with whom the information can and cannot be discussed both inside and outside of the organization). The policy should also let the employees know where they can go should they require additional guidance on matters related to confidentiality and the consequences for breaching confidentiality requirements. It is important to have the employee sign the confidentiality agreement prior to his/her start date.

A Humaniqa client had an employee who was saying inappropriate statements about the company on Facebook. A member of our OnDemand team provided advice on how to deal with the situation but also assisted the company in creating a social media policy in order to help prevent any future situations by outlining expectations and guidance for their employees on how to use social media in a professional and effective manner. The policy included information on the appropriate use of any social media platforms at work, guidelines on what is and what is not acceptable behaviour and language stating that any inappropriate use of social media can lead to discipline, up to and including termination.