Project Description

Hiring & Interviewing Process Manuals

We take a detailed look at the hiring and interview process you should follow to successfully grow your Real Estate / Property Management company. Who should you hire? What goes into a job description and how to recruit, interview and onboard the right candidate to join the team. Hiring can be an extremely expensive endeavor especially when the person turns out to not be the right fit and you have to start over again. These two manuals and supporting documents provide a step by step process to hiring and interviewing so you can confidently grow your team.

This product addresses

  • defining who to hire
  • how to create a job description
  • recruiting and interviewing
  • how to onboard new staff, and more

Included in this product

  • Hiring Process Manual – PDF
  • The Interview Process Guide – PDF
  • 15 customizable forms – Job Descriptions/Interview Questions
  • 25+ page PDF product instructions

PM Made Easy products are copyright protected and non-transferable. Only the buyer or buyer’s representatives are authorized to modify and use the purchased content.


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Manual Format:
The Hiring Process Manual is an instructional PDF document.                                                                                                                                    Interview Process Guide – is a 45 page instructional PDF document with detailed interview questions to assess candidate competencies.

Forms:
The product comes with 15 forms – job descriptions and interview assessment questions. The forms are customizable Microsoft Word® documents.

Product Instructions:
All PM Made Easy products come with Product Instructions. It is important to read the Product Instructions designed to save hours of time and frustration before you start editing your documents.

Introduction. 8

Chapter 1: Knowing Who to Hire. 9

Common Challenges in Hiring. 10

Attracting the Correct Candidate. 10

Engaging the Right Candidate. 11

Hiring Slow.. 11

Using Data to Drive Recruitment. 12

Recruiting Fairly. 12

Hiring Tips for Property Managers. 13

Start with a Great Job Description. 13

Post on Job Boards. 14

Ask the Right Questions. 14

Go for Tech Savvy Candidates. 15

Check License and Certifications. 16

Get in Touch with References. 17

Check Their Social Media Profiles. 17

Retain Talent. 17

Chapter 2: Creating a Job Description. 19

What Is a Job Description?. 19

Why Is the Job Description Important?. 20

Important Uses of a Job Description. 21

What Is Included Within a Job Description?. 22

Format of a Job Description. 24

Step by Step Guide to Preparing a Job Description. 25

Job Title. 25

Duties. 27

Skills and Competencies. 27

Organizational Structure. 28

Salary and Benefits. 28

Chapter 3: Importance of Recruitment for Property Managers. 30

Rules Hiring Managers Should Follow.. 30

Know What You Need. 30

Develop the Right Hiring Process. 31

How to Find the Right Employees for Free. 32

Use Free Job Boards. 33

Advertise on Social Media. 33

Design SEO Friendly Job Ads. 34

Ask for Referrals. 36

Attend Job Fairs. 36

Chapter 4: What to Look for in a New Hire. 37

Qualities to Look for in New Employees. 37

Long Term Potential 37

Enthusiasm and Passion. 38

Using Skills for Results. 39

Fitting Inside the Work Environment. 39

Team Player. 40

Ambition. 40

Humble. 40

Responsiveness. 41

Leaving the Right First Impression. 41

Trustworthiness. 42

Specific Property Management Characteristics to Look For. 42

Experience with Your Type of Property. 42

Communication and Responsiveness. 43

Professional Interaction with Tenants. 43

Industry Knowledge. 43

Tech Skills. 44

Chapter 5: Tips for a Successful Interview.. 45

Be Prepared. 45

Make Your Candidate Comfortable. 46

Be Consistent with Your Line of Questioning. 47

Learn About Your Candidate. 48

Be Conversational 48

Be a Good Listener. 48

Don’t Mind the Silence. 49

Don’t Make the Interview Process About You. 49

Interview Questions for Your Property Management Business. 50

What would you do if the water pipes in a tenant’s property burst?. 50

What kinds of property management software are you familiar with?. 50

Talk about some disagreements at your previous place of work and how you resolved them. 50

Walk me through the process of choosing a resident for an available property. 51

Chapter 6: On-boarding Process. 52

Benefits of an Effective On-boarding Process. 53

Shortens the Learning Curve. 53

Helps Provide Valuable Feedback. 53

Includes New Hires in a Social Circle. 54

Best Practices for Employee On-boarding. 54

Start On-boarding as Early as Possible. 55

Create a Process. 55

Set Realistic Expectations of the Job. 55

Set the Right Pace. 56

Get Involved. 57

Tips for Training New Employees. 57

Play Tour Guide. 57

Encourage Questions and Ideas. 58

Enlist Mentors. 58

Follow Task Based Training Methods. 58

Conclusion. 59

Forms

  • 13 Tips To a Good Hire
  • H1 Admin Questionnaire
  • H2 Bookkeep Questionnaire
  • H3 Off Mgr Questionaire
  • H4 PropMgr Questionnaire
  • H5 PM.Leasing Agent Questionnaire
  • H100 Owner Broker Job Description
  • H101 Office Manager Job Description
  • H102 Admin Assitant Job Description
  • H103 Part-Time Admin Assitant Job Description
  • H200 Property Manager Job Description
  • H201 Leasing Agent_Asst PM Job Description
  • H300 Accountant – Job Description
  • H500 Job Description Template
  • H600 Job Placement Description & Tracking

Common Challenges in Hiring

Fear is the biggest hurdle facing those that need to hire staff. What if I make a mistake? I know I need someone, but I don’t have the time to train them. I have trust/control issues. No one can do it better than me. Can I afford a quality candidate? How much do I pay them? Hiring is all about overcoming your limiting beliefs and having a plan. The clearer you are about what you need, the better your chances of finding the ideal candidate for the job.


Attracting the Correct Candidate

Property managers who have gone through the hiring process before will surely relate to how the wrong candidates make you backtrack and reconsider your decision to hire new employees in the first place. Do you really have the time and energy to turn into a property manager cum trainer for all new, inexperienced employees? As mentioned above you must be extremely clear about who you are going to hire, and you need to have a detailed job description. Saying, “I will know the right candidate when I see them” is a recipe for disaster. It never ends well.


Why is the Job Description Important?

The job description is the first step in the hiring process. It helps you, the business owner/property manager, get clear about who you need to hire and who will do what for the company. The job description when done right will attract the correct candidate and it will eliminate those that aren’t a fit.

The job description will allow for you to compare candidates objectively against your requirements and their skills and experience. The job description is the map for the future growth of your company. If you don’t have a clear job description you will miss the mark and get all kinds of applicants. You want to narrow your focus to speak to who you want. A good job description also conveys what type of company you are, your culture, your vision for the future and your values. Hint: the right candidate usually has the same values and wants to work with like-minded people.


Develop the Right Hiring Process

The second rule to follow while hiring is to make sure that you develop and implement a hiring process.

The procedure you implement should include reference and background checks. Don’t let these details slip by, as they are integral to the hiring process. Just as you would screen a prospective tenant for a rental unit follow the same due diligence when hiring for your team.

Check prior employment and references with open-ended questions to determine whether they would fit in your organization or not. Free assessments such as DISC are a quick way to see if the candidate has the characteristics to perform the required tasks. Look at their social media and when posting the position on the internet it is always a good idea to ask the potential candidates to do 2 or 3 things. This tests if they can follow directions and if they actually read the posting versus just hitting reply and sending their resume.


Interview Process Guide

Title:
Interview Process – Phone Interview

Objective:
The Best Practices Tips for Phone Interview to help make the interview process comfortable for both the interviewer and candidate and for the purposes of consistency and proper execution to ensure the hiring of the best candidates.

# Tasks
1 Call the candidate at the scheduled time of interview.

  • Just in case the candidate doesn’t answer at the appointed time, don’t worry as it just means they weren’t all that interested to begin with.
2 Once you reach the candidate, don’t begin interviewing them right away.
3 Introduce yourself and the company.
4 During the phone interview, be polite and professional on the phone.
5 Remind them what position they applied for and request to schedule a phone interview with them preferably within the next 24 hours.
6 Make a note of and write down the name of the company where the employee is working.

  • Remember that this Phone Interview is for most recent job only.
7 Ask candidate what the dates of employment were along with starting and ending pay.
8 Ask how the candidate’s manager in that role would rate their performance and why they left.
9 Ask the candidate to describe their biggest responsibilities and accountabilities.
10 Next, ask them to describe their biggest accomplishments and successes.
11 Next, ask them to describe the mistakes they made and ask them to discuss what they would have done differently.
12 Finally, have them list what they think their manager would list as their strengths and weaknesses.
# Expectations
1 Candidates with the most relevant background who have shown career progression should be at the top of the list.
2 Treat the phone interview like you’re talking to a customer (could become a potential customer down the road).
3 Be polite and professional on the phone, the interview should be professional and inviting.
4 Phone Interview should be relatively brief and serves to gauge candidate interest in the job and to get a basic idea of whether or not they are a potentially good candidate.