What is a hiring process?

A hiring process refers to the steps organizations implement to hire new employees. The steps in hiring processes vary according to the type and size of business, but generally cover everything from researching organizational needs to onboarding and training new employees.

Larger companies usually delegate hiring to the human resources department (HR) and hiring manager, while smaller businesses may delegate hiring responsibilities to owners or general managers. Others choose to work with recruiting organizations to simplify the process.

When to start hiring new employees

Check the productivity of your company frequently, and look for opportunities and weaknesses within the employee structure. In small businesses, employees are often cross-trained and responsible for a combination of roles and duties. While these flexibility and adaptability skills are valuable, complicated roles can lead to employees becoming less productive and satisfied.

Consider these signs that it might be time to expand your team:

• Decreased customer satisfaction
• Missing goals or deadlines
• Employees regularly working long hours
• Lack of specialized skills or abilities
• No capacity for new or bigger projects

Advantages of implementing a hiring process

Simply hiring new employees can help off-load work from your existing team and allow room for growth and bigger projects. A better distribution of work across a bigger team lets individuals specialize in their role, building a more advanced and skilled team over time. Employee satisfaction tends to be higher when the workload is even and relevant to their individual skills.

By refining your hiring process, you can attract the best-suited talent for your jobs and improve the overall efficiency of the process. Refinements can also help ensure that new hires are well-aligned and engaged with their roles, leading to reduced employee turnover. Essentially, a hiring process is a more efficient way to find qualified candidates, build stronger teams and save your organization on hiring and training costs.

Nine critical steps in hiring process

To find the ideal new employees in 2023, use the following nine hiring process steps adapted for today’s business needs and technologies. Every organization is unique, so you should adapt these steps to your business’s needs.

1. Research and analyze

Research your current employee structure to determine if you need to reorganize departments or roles or create new jobs altogether. During this early stage, collect input from your management team on their department or job needs. Once you have a clear idea of which roles to hire for, identify the ideal candidate qualities. Develop the persona of an employee who fits best in your organization.

If your organization operates even semi-remotely, look for technologically inclined candidates who can grow with advancements in the tools your business uses. If employees aren’t present in a physical workplace, communication skills are even more crucial. Your ideal candidate in 2023 should also be adaptable to rapidly changing workplaces.

In addition to researching what you need, look at what candidates want from their potential employers. Research salaries, popular job keywords, employment trends and where candidates are looking for jobs within your industry and geographical location. This research helps you craft a competitive job description.

2. Write a job description

Write a job description that appeals to a broad and diverse pool of candidates while also accurately portraying the needs and requirements of the role. To attract a diverse pool of candidates, list only the necessary skills and avoid noninclusive language or attributes. Using industry terms excessively can also deter candidates from applying. While you’re looking for diversity, your goal should be to narrow the field down to candidates who align with your brand. Highlight your organization’s origin, culture and mission.

Salaries aren’t everything to employees either. Include other benefits your company offers, such as parental leave, development opportunities, diversity initiatives and workplace perks.

3. Engage in marketing and promotion

Using automation tools can help make the marketing step more efficient. Use your previous research to identify where you should be posting your job. You can post on job boards, social media or try in-person hiring campaigns. Your organization’s website should have a career section where candidates can view and apply for specific job descriptions rather than sending you generalized resumes, which helps organize and streamline high volumes of inbound candidates.

4. Reach out to passive candidates

Networks are a great way of connecting aligned employers and candidates. With the time you’ve saved automating your inbound candidates, you can spend more time reaching out to other candidates who aren’t actively applying for jobs. Connect with candidates through job profiles or network referrals.

5. Review applications

Reviewing each application can be time-consuming and tedious, but you don’t want to miss out on a great hire. You can assign an HR representative to review applications to create a screening shortlist, but many employers have begun implementing automated prescreening tools. These include applicant tracking systems, competency tests and skills assessments, which can show you if a candidate meets the minimum skills indicated in the job description.

6. Screen candidates

Before conducting interviews, screen candidates with video or voice calls. Task HR representatives with this preliminary interview to verify if candidates meet the finer qualifications in the job description that automation tools can’t check for. They also get a sense of the candidate and if they’d fit the team and workplace culture.

7. Conduct interviews

Once HR has developed a refined list of candidates, you can start interviewing. Interview styles may vary according to the needs of your organization. Remote businesses may perform voice or video call interviews, while a large organization with a physical office may interview candidates as a hiring team. Prepare your questions ahead of time and be ready to provide feedback and answer questions about the role.

Read more: Interview Questions and Answers

8. Negotiate with and hire candidates

Before offering a job to a candidate, you may choose to perform a background check and contact their references. You might even look at their social media profiles to ensure they represent their employers well.

Just because you’ve approved a candidate, the job market can be competitive, and they may not be ready to accept. Be prepared to negotiate about salary or benefit options, and have a few backup candidates in mind in case your first choice doesn’t work out.

9. Onboard your employee

Onboarding employees involves having them complete the necessary documents and training for their role. This period is meant to welcome new hires and slowly immerse them in their job. Make sure to collect feedback from trainers and your new hire as they develop in their role. Combine this information when you review your process so you can judge its effectiveness and efficiency and make changes to the steps of the hiring process as needed.

Read more: Onboarding Remote Employees (With Checklist & Sample Schedules)

Steps in hiring process FAQs

How do you prepare for an interview?

Prepare your interview questions ahead of time and collaborate with your hiring team if they’ll be present. When interviewing multiple candidates, keep track of your schedule so you don’t get behind and disrespect their time. Anticipate any questions candidates may have to ensure they leave the interview well-informed.

What should a new hire package include?

To welcome new hires, provide a package that includes a message or letter from your organization and welcome gifts like pens, notepads or company swag. It should also include a workplace policy and procedures manual and their official employment contract agreement. Provide any other necessary documents, such as tax or banking forms.

How do you onboard a new hire?

To onboard a new hire, assign them a trainer or mentor who can guide them through the training process. Welcome the new hire by preparing their workspace, providing them with accessible information about your organization and their role, and supplying them with the appropriate documents. Introduce them to team members to help them feel comfortable in the new setting.