How Do You Handle Employee Referrals Without Losing Your Cool? Seeking Advice on My Approach

Hi,

Since I was handling the recruitment process, employees would send me resumes of their friends or relatives. As part of the employee reference scheme, I take equal interest in all candidates without any bias. However, it becomes very annoying when people stop me as I walk by to ask for feedback on their referrals. Additionally, individuals call me on weekends to inquire about the difficulty level of tests.

Whenever I am walking on the floor, people will stop me and inquire about the resumes they have sent and what action has been taken on them. Feeling a little irritated, I sent out a mail, which my manager did not appreciate due to the way I structured the sentences. He found it rude.

Here are the two emails I sent to my employees that my manager did not approve of:

Hi Team,

If you wish to refer any of your peers to our company, please send their resumes to [Login to view]. We assure you that all referred candidates will be considered without any bias. Recruitment is a time-consuming process, and closing any position will take time. Kindly refrain from approaching me for feedback; I will only provide feedback if the candidates are selected. Despite being a startup, our company follows specific policies and procedures with a focus on maintaining recruitment standards. It is disruptive when individuals interrupt me for feedback; I hope you understand the importance of professionalism.

Regards,

The next email follows:

Hi Team,

I believe individuals in our company are diligent enough to log in with the correct timing. However, I have noticed a few employees entering incorrect times, which goes against the company's rules and regulations and could demotivate others.

Thanks & Regards,

Please let me know if you think I was entirely wrong, partially right, or correct in some aspects and incorrect in others.

Hi capricevogue,

According to me, it is not a matter of whether what you did was right or wrong. It is very important in our early days of working to understand what our seniors expect from us. So, I would suggest just trying to forget what has happened till now and, from now onwards, think numerous times before doing something where you won't consult your seniors. Also, try to consult your teammates, at least if not your managers, before sending such emails. During such times, they might help you understand how your boss might react to such cases and also help you draft the email in a way that the team might perceive positively. Just relax now, and I hope this advice will help you to some extent in settling down.

Regards,
Amith R.

Hi friend,

Your intention is good, but the way you presented it is a problem. Well, I understand that you are a junior person in the office, hence before sending such emails, you must consult your boss. Moreover, employees' timing is a very delicate issue, which if not properly handled can create big problems. That's why your boss scolded you for telling the matter so bluntly.

I would suggest that you better consult your boss before sending such common emails to all employees. You must remember that not all employees are faking their timings, so it may hurt those who don't fake and also give the impression to the employees that their management mistrusts its employees.

So be careful in the future.

Regards,
CV

Hai
I don't think so that you have done worng thing……
You have done your job and it's the responsibility of the HR to follow the rules and regulations or polices and procedures.
Regards
Shilpa

It is always advisable to wait for a full day before sending off emails/letters of complaint, admonition, reprimand, etc. You will be amazed at the way you yourself manage to convey the same message in a less offensive way than you originally planned but with the same effect after you have slept over the matter overnight.

In HR, the way we package the product is more important than the product itself :D

Hi,

I would say you did something wrong. An email is a written piece of evidence that should always be carefully judged before sending it. You have created a negative feeling among your own employees about yourself. As an HR person, tact and diplomacy should always be present. The only thing that can undo the damage is for you to go back to the employees and provide them with recruitment feedback at the end of the day. This will help you build rapport again, and people will wait till the end of the day for your recruitment feedback, without interrupting you in your work.

Thank you,
Octavious

Hi Cap,

I agree with the views of the others who responded to you and also wud like to add,

May be u do not have a pressure to close positions or there are not so many positions open in ur Organization to pressurize you. Else you would have known the value of a CV or reference and not have written such a mail. Today referral program is one of the key approaches to mobilize resources and naturally any one who has given a reference will tend to ask u for the feedback. When there are so many awaiting ur feedback which has gone to the level of irritating u and made u to send such a mail what u shud hav done is proactively given them the updates then n there.

For eg., once u recv a profile, c if it suits any of ur requirements if yes, write a mail to the person who had referred u, about the next step in the process and the suitability of the profile. Further, keep updating as and when they ask. Finally, if selected, u cud send a thank you mail (ofcourse he is gona get his reward / incentive, but still), if rejected also let them know proactively so that they take the interest to get u some more references. As stated in the beginning, currently u mite not have so many positions open but there mite cum a situation where u wud have to be behind them aggressively for references. Moreover, keep aside the reward / incentives for references, which mite not be the interest for reference in all cases, u need to respect their interests unless and otherwise it is not genuine. Believe me, today bigger Organizations struggle like anything to get resources. Portals are exhausted and squeezed out by everyone. References is one of key approaches today and that too from within the Organization who know ur Orgnization better and sometimes from the same competency or function who know the job better will refer suitable candidates which mite bring down ur burden to an extent. Hence tap this opportunity positively. Keep in mind ‘never burn any bridge that you crossed'.

Further, if any one just like that asks for a feedback when u pass by them or when u meet up out of ur work area, reply them with a smile saying that u need to get back to ur desk to dig out the feedback, do it for sometimes, then people will get the practice of asking for a feedback when u r at ur desk and which is the rite place. Rite?!!

Do not worry on what had happened. Every lesson has a cost.

Regds,

suba

Hi,

Your motive is good. You are a straightforward person. However, the letter is definitely an offending one. It could have been a little more polite, so as not to hurt anyone. Please note that people in senior positions will likely perceive you as rude, and your email as nonsensical.

The idea is to achieve whatever you want, but it is important to add politeness and avoid sending blunt emails.

Siva

Hi Capricevogue,

You have done a good job, but it was too early. As an HR professional, you are expected to be more polite. HR is a person who is known to all the employees in the firm.

I can empathize with your situation as a co-HR. You could respond to employees interrupting you with a brief statement (with a smile, saying "email me about this, and I shall get back to you") at that moment.

We all learn as we continue to work. All the best.

Hi Caprice,

Thanks Suba and all! 😂😂😂

I also agree with the views of all the above members. When you join a new organization, it is necessary to establish a respected position among your colleagues. You should not issue any warning notes or send emails to everyone immediately. First, you should consult with your team members. If you are irritated by someone's behavior or questions, you need to ask your boss first before composing any email or drafting a letter.

I think Suba is right, "Further, if anyone casually asks for feedback as you pass by them or outside of your work area, respond with a smile, saying you need to return to your desk to provide feedback. Do this for a while, and eventually, people will learn to ask for feedback when you are at your desk, which is the appropriate place."

Furthermore, I must emphasize that we all learn by doing things.

All the best.

Warm regards,
Sunita Sarkar 😄

Management always expects HR to be as verbal as possible and to avoid written communication.

Hi capricevogue,

I agree with Suba's view. Employee reference is THE MOST IMPORTANT SOURCE in recruitment today. Hence, however annoying their questions might be, try to be as neutral and friendly as possible. In fact, you have become irritated because they are asking genuine questions, which is nothing wrong on their part. You should be careful even while giving negative feedback to ensure that they don't think you are not very interested or that you have too much attitude.

Honestly, the problem arises when you have to communicate a NO but say a YES. I would like to go one step ahead and tell you how to answer even if you realize that the CV is of no use to you.

A good CV but not matching presently:

"Yes, I have gone through... profile, seems interesting. Unfortunately, none of our current positions match his/her skill sets... nevertheless, it will surely be in our database and we will consider it for future requirements."

This indirectly tells them that you are NOT going to call their candidate immediately, and so the person can try elsewhere too and not keep too many hopes on your company.

A CV which is nowhere related to your business... believe me, this happens a lot with me.

"Hi, I went through... profile... seems good but not matching any of our positions... in fact, thought of asking you if YOU have thought of where the candidate fits OUR company's requirements... Can you suggest me???"

This actually makes them think, and they realize that it is really of no use to even call the candidate for an interview. Hence, one of them had once told me, "I too don't know... see if you can do something... meanwhile, I have some more friends whose CVs I shall forward to you... :)"

Pushy employees who request you time and again to consider their friends IMMEDIATELY as he is in need of a change, also because they have seen some similar positions in your careers section.

Here it becomes a professional responsibility to guide them properly and politely.

"I understand that your friend is in real need of change... in fact, we too are always waiting to recruit the best... but unfortunately, he is too junior/senior for that opening which you saw in the careers section. I would not want him to come here and get rejected for no fault of his... so believe me I will let you know the moment we get his kind of vacancy."

I am sure most of you might be thinking why did I post such a HUGE reply on a simple topic... the simple reason is I have experienced all the above incidents in the last 3 years and could close amazing positions with the help of our dear employees... so thought of sharing the same with you.

Regards,

Poorvi Shah

Hyderabad

Hi,

You would have sent an email in a less offensive way, or else you could have asked your manager to communicate with the employees in a more pleasing manner.

Thank you.

Hi,

I personally feel that it was rude. It is obvious that people ask you about the status of their reference, and naturally, we get annoyed too. But I feel you could have put the words in a more polite manner. As HR, we are bound to answer the queries of our employees. You can tell them directly that you are not allowed to reveal the question pattern and apologize for it.

This is what I feel.

Asha

Hi,

Just let me know, what is an HR person's role? You are still not clear about it! We are not just handling various processes, but our key role is to handle PEOPLE/the HUMAN RESOURCE of our company. You have to be polite and diplomatic. You should learn when to be polite and when to be rude. Now, since you have already made a mistake, I feel that you need to undo what went wrong by apologizing. However, speak to your boss first about it and then just get it done. Employees need to have complete faith in HR, or else we would just be handling a process with the least feelings, which is not HR!

Regards, ASha Mundkur

Hey capr............ As you new to HR, I will suggest you one thing: don't be impulsive. Think before you act because HR can make or break the company. Before making any statement, refer to your boss, and you can also seek guidance from HR. Consult seniors before taking any significant steps. I have also faced this problem. All the best.........

Regards, Deepa

Hi there, one of my colleagues witnessed the same problem. My boss told him to get the emails sanctioned and send them to the staff.

What I see here is that you are taking your frustration out. HR personnel need to be calm and send their message across in a polite yet authoritative manner. In this way, you would not offend your colleagues as well as your boss.

See, what you need to understand is to be SMART :)

Dear Capricevogue,

You did the right thing; the only thing you missed was consulting this with your boss before sending it. Your boss must not have stopped you from sending it; the boss's ego is very delicate. I can understand it's very annoying when people stop you and ask about the progress of an application. One more important thing is that your words should be soft in the mail because as an HR Professional, you have to deal with these employees, so maintaining good relations is necessary. When they stop you and ask, they feel close to you and even free with you, so your short, tactful reply can win them over forever, which is very important.

What I suggest is to take it in a positive way and feel happy that so many people come to you because these employees will become a strength for you sooner or later. There is a saying in India, "Jaha kaam na aye talwaar waha kaam aye sui (needle)." I hope you understand the point I am trying to make.

Bibhutosh Bhadauria

Never feel bad. As HR professionals, we should give equal respect to everyone and continue in that manner only.

Raghunath

Hi buddy,

My name is Samuel Wilson, and I am a student at Loyola College. If I were in your position, I would approach things differently. While your way of presenting your ideas is acceptable, I believe it could be more refined. Instead of openly expressing our thoughts in front of others, a more polished presentation would be more effective.

In the case of the second matter, your presentation approach is satisfactory. However, rather than simply sending this type of email, have you taken the time to review the excuses provided and critically analyze whether the problems are genuine? It might be more effective to call the individuals concerned into your office for a discussion.

If any of my comments have come across as harsh, I ask for your forgiveness.

Your well-wisher,
Samuel Wilson

I think you are not wrong but absolutely wrong. See the situation of that person who had referred you. The person who is a job seeker also asked from him; that is a matter of his prestige. Additionally, you are in recruitment, so you must know that these nuisances may be a part of life. Anyway, take care next time.

Hi,

It's not about being right or wrong. It's about how to convey the same. The intention was not wrong, but the way it was put across was not correct. One can feel your frustration in the mail, which should not be the case. You should not have written "it's irritating when someone asks you about it." Instead, you should have written, "If someone is shortlisted, it will be conveyed to the person. If we don't revert, please assume that we are not considering the person," which would have solved your problem to a great extent.

Thank you.