What is a hiring process?

The recruitment and hiring process includes the steps your organization takes when hiring new employees. It begins when you identify a hiring need and concludes with onboarding and training the new hire. The steps in between may vary based on your company’s size, organization and industry.

9 steps of the recruitment and hiring process

The process you follow to recruit and hire employees varies based on your company’s unique needs but usually includes a variation of these hiring steps.

1. Research and analyze

Evaluate your organization to identify current hiring needs. Gather input from the management team, analyze key performance indicators (KPIs) to identify opportunities for improvement and consider the company’s short- and long-term goals.

Use this information to determine if you need to:

• Fill open positions as business needs grow
• Create new roles to fill skills gaps or expand capabilities
• Hire additional workers to reinforce existing capabilities
• Reorganize departments to improve overall efficiency

Once you have a clear idea of the roles you need to fill, identify the qualities and skills that can help the candidate succeed in each role. For example, you might prioritize communication skills when hiring remote employees.

Research the current job market to understand what candidates expect from employers. These details can help you set competitive salaries and benefits.

2. Write a job description

Write a job description that accurately communicates the responsibilities and requirements of the role. To attract a more diverse pool of candidates, consider using a skills-first job description that focuses on transferable skills rather than education or experience.

The job description is an opportunity to position your business as a desirable employer. Highlight the organization’s origin, culture and mission to attract candidates who align with your brand. You can also mention the benefits your company offers, such as parental leave, development opportunities, diversity initiatives and workplace perks.

3. Market and advertise the job

Analyze past hiring data to determine where to post the job description. You might advertise the position on job boards, social media and your company’s career page. When hiring multiple candidates, consider attending virtual and in-person job fairs to meet potential hires in person.

Before a round of hiring, ensure the careers section of your business website is up to date so candidates can view and apply for specific jobs, learn about the company and research the employee experience. If you hire regularly, consider creating an application form to standardize applicant information and streamline the review process.

4. Reach out to passive candidates

Networking can be an effective way to reach candidates who are interested in new employment but not actively applying. To start, ask employees and company leaders to make referrals or share the job posting with their professional networks. You can also connect with candidates at conferences and networking events or through their online professional profiles.

5. Review applications

Read through the applications and resumes submitted for the open position. Assess each candidate’s skills, experience and other qualifications, and determine which individuals may continue to the next step. Developing a standard evaluation rubric for each role can streamline reviews and help you build a fair and inclusive hiring process.

Your hiring team may review applications manually or use automated prescreening tools that rank resumes based on selected keywords and phrases.

6. Screen candidates

Screen your selected candidates with video or phone calls. During these short preliminary interviews, human resources (HR) representatives can:

• Verify the information in the application
• Assess candidates’ communication skills
• Answer questions about the role
• Provide information about the job and company

The screening interview provides an opportunity to connect with each candidate. Afterward, HR should develop a short list of people to move on to the interview round.

7. Conduct interviews

Schedule interviews with selected candidates. Interview types may vary according to the needs of your organization. Remote businesses might conduct voice or video call interviews, while a large organization may prefer to interview candidates in person with the full hiring team. For high-level roles, you may need to hold more than one round of interviews.

Create a consistent candidate experience by preparing a standard list of interview questions for each role, and allow enough time to answer candidates’ questions.

8. Negotiate with candidates

Put together a job offer for your selected candidate. This is also a good time to perform final screenings, such as background and reference checks. Be prepared to negotiate salary and benefits.

During this process, maintain communication with your other top-ranked candidates. If your first choice doesn’t accept the position, you can be ready to make another offer.

9. Onboard new hires

Job onboarding is the process of transitioning new hires into their roles. The process varies by company but typically includes:

• Orientation
• Employment documentation
• Workspace and equipment setup
• Introduction to policies and procedures
• Job training

Collect feedback from managers and new employees during the onboarding period. Use this information to refine your recruitment and hiring process.

When to start hiring new employees

Initiate the hiring process when your company has a hiring need. Consider whether it might be time to expand your team:

• You’re regularly turning away new clients or projects.
• Employees are frequently working overtime.
• A skills gap is preventing business growth.
• Teams struggle to meet goals or deadlines.

Advantages of implementing a hiring process

A formal recruiting and hiring process creates a standard set of steps for the hiring team to follow, which can increase efficiency and save time. A refined and targeted procedure can make it easier to:

• Create a consistent, inclusive hiring process that attracts diverse candidates
• Ensure new hires are aligned with the role and the company
• Build a stronger team
• Reduce hiring and recruiting costs

A thriving workforce is essential for productivity and growth. With an established process, you can streamline hiring and enable the HR department to fill open positions faster.

FAQs about building a recruitment and hiring process

How do you prepare for an interview with candidates?

Collaborate with your hiring team to create interview questions. Anticipate candidates’ questions, and plan to provide details that can help them make an informed decision. When interviewing multiple candidates, limit each meeting to the scheduled amount of time.

What should a new-hire package include?

Welcome new hires by sending a package that includes a letter from your organization and gifts like pens, notepads or company swag. You can also include a workplace policy, procedures manual and the employee’s official employment contract.