Tech Mahindra Case Study
Reducing employee turnover by implementing a better screening process
Overview
Duration:
8 weeks
Tools Used
Acuity, Airtable, DocSign, SurveyMonkey, Google Suite and Zoom
My Responsibilities:
Coordinated daily operations and stakeholder communication.
Managed participant recruitment, scheduling, and site logistics.
Ensured data collection accuracy and compliance with privacy regulations.
Acted as a liaison between on-site and remote teams.
Addressed operational challenges to keep the project on track.
Teams Involved:
Project Manager: Managed project timelines, scope, and deliverables.
Operations Manager: Assisted in streamlining the research processes and ensuring operational efficiency.
Engineers: Collaborated on technical setups, including any prototype testing or tool integrations.
HR and Recruitment: Supported in participant recruitment, managing onboarding, and ensuring the necessary compliance for participants.
The Context
The high employee turnover during large projects is caused by several factors. Employment is project-based, lasting 3 to 8 months, leading to frequent staff changes. Short hiring timelines make it hard to screen candidates properly, causing mismatches in skills or fit. These challenges disrupt project consistency and efficiency.
The Problem
High employee turnover during large-scale projects is disrupting operational efficiency. Short project durations, limited time for hiring, and inconsistencies in the screening process are leading to frequent staff changes and skill mismatches, negatively affecting project outcomes.
The Challenges
Short Project Durations
Employment is project-based, with an average length of 3 to 8 months, leading to frequent employee transitions.
Short Hiring Timelines
Limited time to recruit and onboard employees results in rushed hiring processes.
Screening Discrepancies
Inadequate time for thorough candidate screening leads to mismatches in skills and fit, increasing turnover rates.
Solution
Enhance Screening Processes
As a site lead, my goal was to build a team that was not only skilled but also comfortable with their project responsibilities. To achieve this, I focused on improving the accuracy of job descriptions to clearly reflect project requirements and expectations. I collaborated closely with the site lead to ensure consistency in project descriptions during the screening process. Additionally, I implemented an extra interview stage with the site lead to further evaluate candidates, enhancing fit and reducing turnover.
Implementation
Week 1
Review and update job descriptions in collaboration with the site lead.
Week 2
Launch recruitment using updated job descriptions and develop a screening criteria checklist.
Week 3
Conduct initial screenings and preliminary interviews to shortlist candidates
Week 4
Implement an additional interview stage with the site lead and train interviewers.
Week 5
Finalize candidate selections based on site lead interviews and gather feedback.
Week 6
Analyze recruitment outcomes and collect feedback from new hires.
Week 7
Adjust the screening process based on feedback and document lessons learned.
Week 8
Set up ongoing monitoring for turnover and schedule regular updates to processes.
Impact
40% Employee Retention
The improved screening process resulted in a 40% increase in employee retention. By enhancing job descriptions, refining screening criteria, and involving the site lead in interviews, the organization achieved greater team stability and project continuity. This reduction in turnover also led to improved onboarding experiences and higher overall employee satisfaction.
Keeping The Momentum
Continuous Feedback Loop
Implement a system for gathering ongoing feedback from employees and site leads about the screening process and onboarding experience.
Adapt to Changing Needs
Stay flexible and ready to adjust the screening process as project requirements and organizational goals evolve, considering that each project is different.
Training Updates
Provide regular training for hiring managers and interviewers to keep them informed about best practices and any updates to the screening process, recognizing that each project may have different needs.
Monitor Retention Metrics
Continuously track employee retention rates and turnover reasons to identify areas for improvement.
Summary
My Contributions
In this case study, I reduced employee turnover by implementing a better screening process, which included improving job descriptions, refining criteria, and collaborating with the site lead in interviews. These efforts led to a 40% increase in employee retention and a more stable team environment. By focusing on employee satisfaction, I will also ensure that the participants we work with have a better experience, ultimately enhancing the quality of our research outcomes.
What’s Next?
To Keep Improving
I aim to actively seek feedback from my peers and colleagues. Their insights will help refine our processes and foster a collaborative environment where continuous improvement is prioritized. This approach will not only enhance our screening and onboarding practices but also contribute to a more engaged and effective team.