Attracting the right staff or volunteers is difficult at the best of times. Creating the right first impression is key. This starts with the very first interaction someone has with people, and the recruitment process they undertake. If it should be a warm, inviting, and hassle-free experience. This is a key leadership responsibility.

Two things remain irretrievable – time and a first impression

Just last week at a business function, a CEO was telling me their daughter had applied for a part-time job at a national retailer and was bemoaning the fact she had not had any feedback or contact after five weeks. Another person in the conversation said their son had the exact same experience, but this was with the CEO’s organisation who was sharing their daughter’s experience! All too often a negative first impression is created for potential new recruits by an impersonal and bureaucratic recruitment process. It is a common courtesy to thank someone for taking the time and effort to apply for a role, and then update them of its status. It is not hard. But so many organisations fail abysmally at this. The recruitment process is a clear reflection of an organisation’s culture, and what its leaders value. Creating a great first impression will increase the likelihood of potential staff and volunteers wanting to join a group.

Some simple things (that cost nothing) that can help create a positive first impression that symbolises your team culture is professional, personal, and personable are as follows:

• Have a warm and inviting onboarding process, language, and tone of voice.
• Clearly outline the application process, and the timeframes, and stick to it.
• Respond to each application, thank them for taking the time and effort to apply. Even if this is an automated response, it is better than nothing!
• Communicate to those who do not make a short list, thank them for their time and effort, and wish them luck in their future endeavours.
• To those who make a short list for interview, send them your organisation’s vision, mission, purpose, values, expected behaviours and any electronic links that showcase this. This will help set up a discussion around behaviours and mindsets.
• A day before the interview send a map of where you are located and where to park, and any logistical instructions. This just shows you care.
• if possible have a sign welcoming a person, and importantly ensure staff know who is coming and time. That way staff can welcome a person on arrival in a personal way (“Hi, welcome, we are expecting you” …. This is a much better welcome than… “Who are you here to see, and do they know you are coming?”)
• Offer a tea, coffee, or water, and show them where the amenities are.
• Start the interview on time in a suitable welcoming yet private location.
• Afterwards, introduce the person to a few members in the team, make them feel welcomed (regardless of whether they secure a role or not). You want them to walk away feeling well received, and positive about the organisation.
• At the end, outline what the next steps will be, and when you may be getting back to them. This provides some certainty of timing, and avoids any ambiguity on what will happen next, without creating false hopes they have the role.

You want everyone walking away with their first impression being positive and impressed with their lived experience with your team.

Sounds simple and obvious. But it is staggering to hear how often these simple principles are not observed. Online forums are full of job seekers complaining how their job hunting and lived interview experience was so terrible. The attraction and onboarding of new talent is time consuming. But you only get one chance to create a positive first impression.

The right first impression has 3P’s – Professional – Personal – Personable – all of which cost nothing!

Equally important is the first impression a leader personally provides. As a leader, the initial encounter with a new person sets the tone for your future relationship and will leave a lasting impression on a person. The first meeting is crucial. Authenticity speaks volumes. People connect with leaders who are genuine, interested, welcoming, and transparent. What follows are seven practical things a leader can role model to help create a positive first impression:

1. Exude a sense of confidence and enthusiasm. Projecting confidence instils trust and inspires confidence in others. Maintain eye contact, be present (not distracted) and speak with clarity. A composed positive demeanour fosters a sense of stability and assurance.

2. Actively listen. This is an often-overlooked skill. Demonstrate genuine interest in what is being said. This not only builds rapport but also showcases your commitment to collaboration and understanding diverse perspectives. Never appear distracted or short of time. Give the person the time and attention they deserve.

3. Clearly communicate a focus for the future. Articulate your vision clearly, emphasizing the shared goals that unite the team, and how potential new staff will add to this. Be mindful of your body language, ensuring it aligns with your message. Effective communication establishes a solid foundation for collaboration.

4. Empathy is a powerful tool. Highlight the needs and concerns of your team, and the importance of a positive team environment. Show empathy through both words and actions, demonstrating the importance of team camaraderie and personal balance.

5. Ask questions. Nothing engages a person more than a leader asking questions of them, their background, experience, and personal interests. On a first meeting, it is important for a leader to symbolise that the person’s story is just as important as the leaders story!

6. Set clear expectations at the start. Not so much about the role, but how you expect people to act and behave. Clearly articulate your values, goals, and standards. This provides a clear picture of what is expected, and likewise flags how they can contribute to the team’s success.

7. Lastly, humility goes a long way. Acknowledge that as the leader you do not have all the answers, so you value the expertise and opinions of those around you. Highlight how you pursue a collaborative approach and how this encourages innovation and creativity.

In summary:

As a leader, your first impression is a canvas on which the painting of your leadership journey begins with anyone. Strive to create an impression that resonates with authenticity, confidence, empathy, and a collaborative spirit.

Leadership Lesson

A great first impression will slowly fade away over time.
A negative first impression will never leave!

Facta Non Verba – Deeds Not Words!