AN IRREFUSABLE OFFER: MANAGING OFFER LETTERS AND COMPLIANCE FOR A MULTINATIONAL GIANT

The Dilemma

For a company with 300,000-plus employees across 10-plus divisions, making sure every job requisition, job offer and candidate hired follows correct compliance regulations isn’t just difficult—it’s almost impossible. With the amount of job offers going in and out on a daily basis (sometimes hundreds), few hiring managers and recruiters have the capacity to keep up with them all while staying up-to-date on the latest compliance changes.

The Strategy

With 12,000-plus job offers per year across various employment types, industries and geographic regions, Yoh’s client needs a team that’s not only supremely nimble but continuously educated on national and statewide compliance regulations. Doing this all manually makes little efficient sense, as well, so we tested, assisted and validated the roll-out of an e-filing system.

The Impact

When hiring managers need only worry about hiring and not all the messy compliance and technical details of bringing on talent, it makes lives a lot easier and a lot less stressful. Yoh brings visibility to hiring with its processes, and as the first interaction candidates have with an official employee of the company, Yoh makes sure the first impression is a strong one.

Because of their size and the amount of individuals they employ, conglomerates face challenges few other companies do. And the more industries in which a conglomerate operates, the more complex the management of that behemoth gets. Think it’s difficult needing to quickly hire 30 individuals for a short-term job? Try hiring 1,000-plus individuals a month across multiple industries with needs that run the gamut from engineering to office administration to highly skilled manual labor.

Such was the case for Yoh’s client, an international conglomerate with 300,000-plus employees working in a variety of industries from health care to aviation. With more than 12,000 offers sent to candidates annually, it’s nearly impossible for hiring managers to stay up to date on every state’s regulations. And for those managers in charge of hiring dozens of employees at a time, getting everyone properly on-boarded with background checks, drug screenings and eligibility checks wouldn’t leave much time for their actual job of managing that talent.

To handle that workload the company called on Yoh, which introduced a team of experts fluent in every compliance regulation from coast to coast.

An Offer to Manage

Processing a candidate acceptance and offer letter is complicated, especially for a company with hundreds of thousands of employees. Few realize what is involved beyond sending an offer to the candidate and receiving a signed copy back.

For this company, once a hiring manager decides to submit an offer to a candidate, Yoh takes over and is responsible for everything from the time of the offer request to the point it goes to the on-boarding team for more than 12,000 offers a year. This includes the burdensome process of ensuring individuals conform to regulatory compliance. From background checks and drug screenings to relocation checks and reviews of any potential candidates with government experience, Yoh’s multi-step checklist thoroughly examines the candidate to provide the company with full assurance that the individual has been screened and is allowed to work for the company. After the candidate has been marked compliant, Yoh staffing specialists create the offer letter and send it away to the hiring team for approval.

Once the candidate has accepted the position, Yoh then evaluates more compliance checks, including visa requirements and ensuring any non-competes have been reviewed, before processing the acceptance, updating the individual’s status and triggering official on-boarding through the company’s system.

With a company as big as Yoh’s client, this process requires expertise in every compliance nuance in hundreds of industries, cities, and states. So Yoh, in conjunction with the client, created a system to verify each employment regulation at every level.

What happens if a compliance issue is discovered along the way? Yoh’s compliance matrix makes it easy to identify where things went wrong and provides a solution to the problem so it gets resolved quickly. Neither the candidate nor the hiring manager ever misses a beat. And if compliance issues seem to be cropping up often, Yoh experts consult with division leads to evaluate processes and find a solution. This enables hiring managers to get ahead of any potential issues before Yoh jumps in, saving time (and money) in the long run.

The Yoh-nly Way

With 12,000 offers a year for jobs around the country, you’d be justified in assuming it would require a team of 150 to handle. But fortunately, Yoh excels in being nimble. Using a team of just 20 specialists, Yoh is able to more easily stay ahead of compliance regulations while keeping costs at a minimum.

And just because the team is nimble doesn’t mean any of Yoh’s famous high-touch approach is ever lost. At least three times per week, Yoh specialists follow up with hiring managers to check on any hang-ups in the offer process, keeping a continuous line of communication. And the same goes for candidates. Yoh sets up shop in the client’s office so that nothing falls between the cracks. Specialists reach out twice a week to make sure the offer and acceptance process is going smoothly and nothing gets lost along the way. As the first interaction many candidates have as they begin their career with the company, Yoh specialists make sure that all-important first impression is a strong one.

Throughout this long-term relationship, Yoh has partnered with the client to identify challenges and implement systematic changes to make sure every aspect of the company’s hiring process is operating at optimum efficiency. That includes helping the client as it moved from a manual offer/acceptance process to an industry-best e-filing process. Now, the client can see where a candidate stands on the hiring spectrum at a moment’s notice, bringing greater visibility and time-savings across the organization. As the company has entrusted Yoh with more complex assignments over the years, the relationship has taken a more consultative approach. As a valued partner, Yoh advises the conglomerate in a number of areas regarding its hiring practices and identifies challenges and solutions wherever possible.

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