Finalizing a Recruitment

Woohoo, at this point we have found the candidate we want to join our AutoUncle team! Before providing the official employment contract, it is best practice that either the hiring manager or recruiter will send a general offer (often via email) to the candidate, followed up by a brief video call to review the offer. Pernille helps with finalising the Commercial positions and Christine helps with positions within Product & Engineering.

Overview of contract handling:

• The hiring manager is in charge of negotiating the contract (salary and potential other benefits). Read more about our hardware guidelines and what is standard for the new colleague. Sometimes this is relevant to know before negotiating the contract. For any questions about the specific hardware, please reach out to Andreas Pedersen.
• Hiring manager ****sends the negotiated details and a job description (this is included as Appendix A within the contract) to Christine/Pernille, who will put it in contract form.
  • Information needed from the hiring manager:
    • type of contract (contractor or standard AU employment contract)
    • name of the candidate
    • email of the candidate
    • start date
    • salary
    • job title
    • working from office/remote/flexible remote
    • managers name
    • other perks/benefits to be included in the contract
    • job description
• Christine/Pernille sends the contract and job description to hiring manager for review/approval.
• Once approved, Christine/Pernille sends the contract and job description for signature via HelloSign to both the candidate and hiring manager for signature. In HelloSign the two documents (job description and contract) will become one when uploading them.
• Once the contract is signed by both parties, Christine/Pernille will send the signed contract to the candidate and hiring manager.

❗ If a new employee is signed up via a 3rd party payroll vendor (WolfPack, Remote), the contract will be taken care of by the 3rd party

Additional steps after the contract is signed/completed:

• Payroll handling
  • Christine/Pernille will make sure finance has the information needed for the payroll, and that the new colleague is signed up for lunch if located at one of our offices.
• Rejections and closing down the position
  • We take an honor in giving every candidate a rejection. This is only human.
  • Speak to your recruiter about how to best handle rejections in the system and close down the position in Teamtailor/other job boards.
  • Hiring Managers should send rejections when there has been a F2F/video meeting.
    • This can be done by phone or even a Loom video

1. Pre-boarding

   A successful Pre-boarding program is designed to reduce the stress level of the new employee prior to their first day at AutoUncle, in addition to ensuring retention, productivity, commitment, motivation and fastest possible way to performance.

   • As an employer, we have a great responsibility integrating a new colleague. The new colleague is highly motivated and is looking forward to joining the team; however, the period from signing the contract to his or her first day can be long and may therefore cause the new employee to feel a sense of uncertainty (we can all remember how stressful it can be starting a new position at a new company). Therefore we need to make the candidate feel welcome and that we’re “on-top” of things, even before the new colleague starts. This is done by timely and relevant communication / material to read up on before joining.
   • General ideas for ****best-in-class pre-boarding
     • Schedule a casual celebration call with the new hire and their team
     • If the new employee is open to it, feel free to kick-off the learning curve before their first day by having peers or the hiring manager send reading material (books), links to relevant webinars, studies etc. that might interest the new hire. Be sure to get approval from the new employee, it might seem a bit overwhelming for some (e.g. they are still working for their former employer).

   Pre-boarding/onboarding Trello board

   • Christine/Pernille creates a personal Onboarding Trello board to make sure the Pre- & Onboarding process is going as planned. When it is created, Pernille will book the hiring manager in to a meeting for it to be reviewed and aligned.
   • Hiring manager and Christine/Pernille will keep track on the progression and task to be done in the preboarding of the new colleague.
   • Christine/Pernille will make sure the new colleague has access to the necessary AutoUncle systems

2. Onboarding

   It’s time to celebrate again, your new hire is starting soon — that’s exciting! Your team put a lot of effort into hiring the best candidate, so we want to ensure they’ll stay and thrive for a long time at AutoUncle. The first step to achieve this is an effective onboarding process to help them feel comfortable in their new workplace and feel productive fast.

   • Key benefits of best-in-class onboarding
     • Improve employee retention
     • New hires reach full productivity faster

   General AutoUncle onboarding sessions

   • To support a great foundation of knowledge about who we are at AutoUncle, how we work and the teams specialities, the new colleague will join some general onboarding sessions. These sessions will either be live through Zoom (Pernille will make calendar invites for these) or it will be possible for the colleague to see the recordings of the previous onboarding sessions. It’s recommended that the onboarding sessions are seen within the first two weeks in AutoUncle.

   Keeping track on the progression of the onboarding

   • During the onboarding of the new colleague, the hiring manager creates and keeps track on the progression and tasks to be done.

   Evaluation of the process

   • After a month of employment in AutoUncle, Christine/Pernille will collect feedback from all the new colleagues for the whole recruitment, pre- and onboarding process to be evaluated.

   Notification about check-in

   • Christine/Pernille will send out notifications for the manager to evaluate the new employee.

Pre-boarding/Onboarding Tools & Resources

• Hardware purchasing guidelines (internal document with manager access)
• Example Email Offer
• Example Job Description to include with contract

Return to Recruiting, Onboarding & Offboarding