Week 1 Human Resources Flashcards
What are the four steps in the management process?
Planning, organizing, directing, and evaluating.
What are the stages of the employment cycle?
- Planning employee acquisition
- Hiring
- Conducting orientation and training
- Engaging in performance reviews
What are the components involved in hiring new staff?
- Recruitment
- Screening
- Selection
What are two important elements to plan for staff acquisition?
- A budget
- A job description
What is the first step in the planning process?
Develop or review a formal budget.
What data is the budget based on?
- Historical financial data
- Detailed payroll analyses
- Client activity and demand
- Patient load
- Veterinary services and products types
What percentage of a veterinary practice’s labor force costs is typically allocated to compensation?
38 to 45%.
What is the purpose of job descriptions in the hiring process?
- Outlining duties and responsibilities
- Recruiting and selecting new employees
- Training new employees
- Streamlining work
- Reviewing performance
- Determining salary
What should each job description include?
- Position title
- Summary
- List of duties and responsibilities
- Description of necessary skills and qualifications
- Description of accountability
What are the three basic steps in the hiring process?
- Recruitment
- Screening
- Selection
What resources can assist in the recruitment process?
- Placement services
- Employment agencies
- Professional recruiting agencies
- Temporary services
- High schools and trade schools
- Professional schools
- Current employees
- Personal contacts
- Other practices
- Vendor representatives and salespeople
- Professional networking
- Clients
- Newspaper ads
- Professional journal and publication ads
- Association newsletters
- Other newsletters
- Website/internet advertising
What is the goal of screening candidates?
To determine which candidates to consider interviewing.
What types of information can help narrow down candidates during screening?
- Letters of qualifications
- Resumes
- Letters of reference
- Internet searches
- Telephone conversations with candidates
What should candidates provide in their letters of qualifications?
Their qualifications for the position and reasons for wanting the job.
What is a critical guideline regarding resumes?
Do not write notes on the resumes or other documents received by the applicant.
What should be avoided during the hiring process to prevent discrimination claims?
Discrimination in hiring practices is illegal.
What should be included in the interview process?
- Scheduling interviews and tours
- Designing an interview checklist
- Choosing interview questions
- Administering tests
- Calling references
- Reviewing credit checks
- Possibly second interviews
What types of questions should be prepared for the interview?
- Behavioral questions
- Questions regarding the candidate’s expectations
What is the purpose of asking candidates about their strengths and weaknesses?
To determine if the company can mentor them and if their strengths will benefit the company.
What should be the setting for interviews?
A quiet area to give full attention to each candidate.
What is a legal requirement during the interview process?
Each candidate should complete an approved, legal application for employment.
What type of questions should be avoided during interviews?
Leading questions.
What is ‘negligent referral’?
When an employer may be held responsible for violent or illegal acts committed by a former employee due to not providing negative information.
What should be done before extending an offer of employment?
Check all references.
What is required for credit checks?
Written consent of the person being checked.
What information should be considered when making a hiring decision?
- Completed application form
- Name of references
- Completed interview form
- Other materials, such as tests
What does the offer letter typically include?
- Terms of employment
- Duties
- Compensation
What are Federal I-9 records used for?
To verify that an employee is eligible to work in the United States.
How long should records related to workplace injuries be kept?
A minimum of 5 years.
What additional record retention may be required for employee benefits plans?
Records should be kept for the full period the plan or system is in effect and for at least one year after its termination.
What must job descriptions include?
Position title, summary, duties and responsibilities, required skills and qualifications, wage range, accountability
Job descriptions provide clarity and consistency.
What are hard skills?
Competencies required for the position or learned through training
What are soft skills?
Competencies that cannot be taught, developed through maturation, including strong work ethic, promptness, attentiveness, leadership abilities
Why are job descriptions important?
They protect against potential lawsuits, unemployment, and discrimination suits
What is the average veterinary/staff ratio?
4.2 full-time support staff to one full-time veterinarian
What are the two types of income generated in a general practice?
- Passive income (50%)
- Active income (50%)
What factors must managers evaluate when hiring?
- Veterinary/staff ratio
- Veterinary production
- Team member’s production
- Hospital flow
- Payroll percentages
What should be monitored to prevent employee burnout?
Payroll percentages, especially overtime
What is negligent hiring?
Hiring a candidate that the employer knew or should have known would be a risk to others in the workplace
What should you do when reviewing resumes?
Keep them short and to the point; do not make notes on them
What types of questions should be asked in interviews?
Open-ended questions that prompt the candidate to show skills and potential
What should the first day for a new hire include?
- Introductions to staff
- Clinic tour
- Review of manual and handbook
- Filling out forms
Fill in the blank: Employee loyalty builds the most in the first ______ days of employment.
60
What information should be verified when calling references?
- Dates of employment
- Attendance record
- Position
- Responsibilities
- Rehire status
- Salary
What should be avoided when searching applicants on social media?
Revealing information about an individual’s protected status under federal or state law
True or False: Many questions related to marriage, age, and gender can be asked in interviews.
False
What are working interviews used for?
To determine skill set or culture fit
What does the pre-employment screening process typically require?
An employment offer must be made before screening begins
What is the purpose of on-boarding?
To start a new employee out effectively with a prepared welcome, orientation, and training schedule
On-boarding is most beneficial when done before the first day on the floor.
How long does a good on-boarding plan cover?
Roughly the first 120 days
What should a welcome letter include?
- First day of work
- Time to report
- Dress code
Who is responsible for creating and monitoring the on-boarding schedule?
Managers
What is Form W-4 used for?
Reports federal income tax withholding information
What does Form I-9 establish?
Employees’ eligibility to legally work in the United States
What type of training should be performed according to OSHA?
Occupational safety and health training
What is the focus of on-the-job training?
Encourage hands-on learning in addition to explanatory methods
What is a key attribute of a successful training program?
Variety in training methods
True or False: Human interaction is considered less effective than videos for teaching.
False
What is cross training?
Training more than one team member to do a particular job
What should be established to conclude the formal training period?
A date, usually 60-90 days after the hire date
What should happen at the end of formal training?
Review the new employee’s performance
What is the impact of employee turnover rates on a clinic?
Affects the clinic financially and decreases team morale and efficiency
What does continuing education contribute to?
- Preventing team member burnout
- Increasing staff retention
What is the purpose of role-playing in training?
Helps team members build confidence and improve communication
Fill in the blank: Team member loyalty does not just happen; leaders must implement measures to _______.
[retain and motivate team members]
What is the goal of team member surveys?
To evaluate practice culture and prevent problems
What should be included in a training protocol?
Different levels of training and reasonable time to master skills
What percentage of information do adults retain when they see, hear, and do?
90%
What is the cost of losing an employee in terms of salary?
1.5 times the salary of the position
What should new employees understand about protocols?
Why they are done the way they are and the consequences of doing them wrong
What is essential for leaders to work efficiently?
Understanding the relation of time to production
This understanding helps in effective time management and productivity.
What behaviors result in wasted time?
- Failure to plan and budget time
- Interruptions
- Failure to follow through and complete tasks
- Slow decision making
- Unnecessary work
- Failure to delegate
- Lack of privacy
- Desk clutter
These behaviors hinder effective time management.
What strategies can leaders implement for efficient time management?
- Organize tasks
- Maintain a daily schedule
- Establish deadlines
- Organize workflow
These strategies help reduce wasted time and improve productivity.
How can leaders maintain daily workflow?
- Create to-do lists
- Determine priorities
This helps in focusing on essential tasks.
What can happen when managers become overwhelmed with short-term tasks?
They may lose sight of long-term goals
This can negatively impact overall productivity and strategic planning.
What is the effect of having written standard operating protocols (SOPs)?
It increases efficiency
SOPs and standards of care (SOCs) being accessible improves accountability.
What should be evaluated to ensure effective team scheduling?
Eliminate overstaffing or understaffing relative to the client schedule
Proper staffing is crucial for client service and team morale.
What is indirect production?
The small stuff that gets forgotten, affecting direct production
Tasks lists can help ensure all tasks are completed before the end of the shift.
What are the three basic approaches to employee performance evaluations?
- Formal performance reviews
- Coaching conversations
- Corrective-action discussions
Each approach serves different purposes in employee development.
What should a manager do before conducting a performance review?
- Prepare by reading the employee’s file
- Complete an evaluation form
- Consider letting the employee review their results
Preparation helps in providing constructive feedback.
What is the key skill a manager must demonstrate during performance evaluations?
The ability to communicate
Effective communication is crucial for a productive evaluation process.
What should performance reviews focus on?
Creating goals for the future, not focusing on past performance
This encourages growth and development.
What are early signs of burnout?
- Arriving late to work
- Missing days
- Paying less attention to appearance
- Lacking a sense of humor
- Complaining of exhaustion
- Lower productivity
Recognizing these signs early can help in addressing burnout effectively.
What suggestions can help relieve burnout?
- Set realistic goals
- Set limits
- Exercise
- Relax
- Meditate
- Listen to your body
- Treat yourself
These strategies can help mitigate stress and improve well-being.
What is the purpose of employee feedback?
To manage people effectively
Feedback should be provided through coaching and performance reviews.
What are some potential pitfalls in performance reviews?
- Halo effect
- Horn effect
- Recency effect
- Primary effect
- Bias
- Strictness
- Leniency
- Central tendency
- Compare and contrast
Awareness of these pitfalls can lead to more objective evaluations.
What must be documented in the termination process?
- Verbal warnings
- Written warnings
- Employee understanding
Proper documentation is crucial to protect against claims of discrimination.
What is the difference between being laid off and being fired?
Laid off refers to business reasons; fired refers to termination for cause
The method of separation affects unemployment benefits.
What should be done if an employee resigns?
- Ask for a letter of resignation
- Conduct an exit interview
Exit interviews can provide valuable insights for the practice.
What is ‘at-will employment’?
Employment that can be terminated by either party without cause
Exceptions to this include discrimination and specific contractual agreements.
What should be included in the employee handbook regarding termination?
Immediate dismissal guidelines and steps to termination
Clear guidelines help prevent misunderstandings and claims of discrimination.
What should be documented before terminating an employee?
A series of clear, understood, and documented discussions with the employee
This ensures that the decision is justified and well-founded.
True or False: It is advisable to fire an employee in haste when angry.
False
Firing in haste can lead to poor decision-making and potential legal issues.
What should be included in the documentation of a termination?
The firing, circumstances preceding it, and the reaction of the fired employee
This documentation should be placed in the employee’s personnel file.
What is the importance of manager skills in firing an employee?
It may be as important as their hiring skills
Effective firing practices can prevent legal issues and maintain workplace morale.
What is acceptable to give as a reference after termination?
A ‘no comment’ reference unless there is knowledge of propensity for violence
This helps avoid defamation liability.
When an employee resigns, what is required?
They must provide notice of resignation in writing
This resignation letter must be kept in their personnel file.
What should be scheduled after an employee resigns?
An exit interview
This allows for discussion of the employee’s reasons for leaving and job satisfaction.
What are the recommended components of personnel records?
- Original application
- Letter of qualification
- Records of contacts with references
- Resume
- Performance evaluation forms
- Attendance and vacation records
- Lay-off or termination records
These components help maintain comprehensive employee history.
What does federal and state antidiscrimination laws require employers to keep records of?
Employee selection, promotion, demotion, reduction in force, and termination
This ensures compliance with legal standards.
What are the five separate record-keeping systems employers should maintain?
- Personnel files
- Medical records files
- Equal employment opportunity data
- I-9 records
- Payroll and benefit data
This separation helps in managing different types of employee information effectively.
What is the purpose of conflict management in the workplace?
To view conflict as an opportunity to solve problems
Properly handled conflict can stimulate new thinking and progress.
What are the top three issues that cause conflict in the workplace?
- Lack of communication
- Gossip
- Lack of training
Addressing these issues can mitigate potential conflicts.
What should be done as soon as possible when conflict arises?
Discuss the problem
Delays may result in additional conflict or misunderstandings.
What is ERISA?
Employee Retirement Income Security Act of 1974
It governs employee health and retirement benefit arrangements.
What does COBRA provide?
Temporary coverage extension for qualified individuals after termination of employment
This applies to employers with 20 or more employees.
True or False: The Health Insurance Portability and Accountability Act (HIPAA) limits exclusions for preexisting conditions.
True
HIPAA also protects workers’ health insurance coverage during job changes.
What is the function of job descriptions and manuals in a veterinary hospital?
To effectively communicate the hospital’s policies, procedures, and systems to employees
This fosters understanding and teamwork among staff.
What should be included in the hospital operations manual?
- Duties associated with client service
- Animal care
- Facility maintenance
- Business protocols
This manual serves as a training tool for new and existing employees.
Fill in the blank: Employers must maintain records of _______ for compliance with federal and state statutes.
[employee tax withholdings, payroll payments, salary, and wage information]
This is essential for accurate financial reporting and legal compliance.
