HR Forms and Surveys

Forms and surveys are essential to the smooth running of any organization.
Human Resources uses lots of them

The primary reasons for good forms are to:

1. Facilitate the capture of information
2. Avoid mistakes
3. Ensure a common format 
4. Save time and money by “not reinventing the wheel”

If you have any sample forms you would like to share please send them to me and I’ll add them to the Forms Directory.

Each of the forms was designed for a particular situation. The format is what you are probably most interested in. Unless the form has an author's name on it other than mine you may download it and customize it as your needs dictate.

Forms Directory 

1. Hiring
   
   
• Interview Control Sheet
• Telephone Pre-screening – Sales Manager
• Telephone Pre-screening -- Accounting
• Interviewing  -- Sales Manager
• Questions for Managers:If you start with "So, tell me can you manage people?", take a look at these questions for Management applicants and try them instead. You will get much better "evidence" for your selection decision.
• Reference checking-by phone
• Reference Checking- by mail This is a basic employment confirmation
• Checking Reference Letters: Just because the applicant has provided a reference letter does not mean we should accept it as is! The following form is the “script” for checking on a reference letter.
• Project Manager (Engineering)
• Interviewing Questions:This is a series of items legal/illegal questions, questions for an experienced/inexperienced applicants, criteria for what is good "evidence" resulting from interviewing questions, an evidence test, and a question test that highlights the importance of asking behavioral questions and avoiding questions that do not get you good "evidence".
• Applicant Rating Form: When multiple interviewers get together they may have forgotten their interview. This form (with some notes they have taken during the interview) is for rating the applicants and then comparing ratings when all the interviewers get together.
  
  
2. Performance Appraisals: Good performance reviews are not determined by what the "form" looks like.The best ones are developed to be specifically about the job being reviewed and include the incumbants and the management in the development of the form/process. The form is not the key to good reviews. Clear direction and ongoing performance feedback are what makes the difference between a form that has to be filled out and a form that is a summary of performance in a performance management process!
   
   
• New Employee --Three month review
• Exempt --Generic
• Non-Exempt --Generic, can be used for all employees
• Manager of Managers
• Project Review (Matrix situation with many projects and multiple supervisors)
• Executive -- MBO
• Project Manager This is a competency based review that was developed with the Corporate Managers and the Project Managers who are reviewed using this form.
• BARS (Behaviorally Anchored Rating Scale) Operator,Mechanic and Lead Person in a Wastewater Treatment Plant. The Behaviorally Anchored Rating scale is a review where you have "behavioral anchors" (descriptions of different levels of behavior) with which you compare the incumbant. It is especially valuable for jobs where there are a number of workers doing the same thing and there are specific expectations about what they should do. Police Officers and Nurses are examples of jobs that have had BARS appraisals developed. The Wastewater examples here show what one would have in a plant environment. The process to develop a BARS includes Managers and workers preparing descriptions of stand out, acceptable, and unacceptable behavior. The descriptions are written, rewritten and eventually accepted as the desired range of behavior that can then serve as a source of what is expected, what better than average is and what unacceptable behavior is. With ratings, it is an appraisal. Without raings, it is a tool for direction and feedback. If you are interested in how to construct a BARS contact me.
• Construction Superintendent
  
  
3. Termination
   
   
• Exit Interview-in person
• Exit Interview-by mail
• Separation Evaluation: When an employee leaves (voluntarily or involuntarily) capturing information about the employee's performance is important, especially if that ex-employee should apply to be rehired some time later.
  
  
4. Feedback
   
   
• FAST Feedback Form: Keeping track of performance is essential so the manager can site specifics. This simple form will help capture the data you need to be able to give Frequest, Accurate, Specific, and Timely (FAST) feedback. Some things should not be mentioned until there is a pattern. You do not want to seem to be "picking" on the employee. And you do want to remember the good things that are happening so you can give positive feedback. If you always give negative feedback the employee willl tend to listen to your feedback the way he or she did when early childhood authority figures "gave feedback".Trying to remember what someone has done without a memory aid is difficult, therefore a feedback form.
  
  
5. Miscellaneous
   
   
• Absentee Report
• Applicant Flow: When an employer is a Federal contractor it is required to keep track of all applicants. Some of the new HRIS softwares are not better than this old fashioned Applicant Flow Form.
• Job Description Questionnaire: Job descriptions are static descriptions of a
  job's content. They are used to show the employee the normal boundaries and
  expectations for the job. And they are used so you can compare the job with
  others inside and outside the organization. If you complete a job
  description with this form you would have all the information you need to
  describe the job and to show what the essential funtions are in complaince
  with the Americans with Disabilities Act.

  Jobs are dynamic, so an employee who says "It's not in my job description"
  should be told that the job description shows the normal boundaries and
  expectations for the job and is not intended to describe everything that an
  employee does.
  

  
  

Surveys are important ways of gathering information and using that infomation through feedback to employees and management to improve the organization. The most important thing about surveys is to not ask the questions if you do not want the answers.

Survey Directory:

1. Employee Satisfaction Survey
2. 90 Day New Hire "Survey": Once you have hired a new employee you should not forget them. This Survey is the form for an interview with the new hire 90 days after hire to be sure that things are going well or not. This reinforces the Company's desire to be sure new employees are being successful and like their jobs. And, if that is not the case, gives the organization an opportunity to head off problems.
   
   

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All forms are in Word or Excel. If you need them in another format please let me know files for downlad are .zip files - to open them you will need WinZip - you can download and use their free version

Users of this site are herby notified that no advice, writing, form or discussion should be construed
as legal advice. If you need legal advice, see an attorney!