What are the steps in the recruiting process?

Understanding the recruiting process makes it easier to apply the best recruiting practices once you start looking for candidates. Below are the typical steps in a company’s recruitment process:

1. Determine your needs

You first need to determine your needs when looking for a new employee. If this is a new job, create a list of responsibilities you expect them to perform. If you’re filling an existing position, determine what you want a new candidate to do.

2. Create and post a job description

From this information, you can create a job description. Your job description should include the following items:

• Job title
• Job location
• Company overview
• Responsibilities
• Skills required
• Work schedule
• Salary (optional)

Post the job description on various websites, including the careers page of your company’s website. Promote the listing through different methods, such as your social media channels or career fairs.

3. Screen the applications

Once you feel you’ve received enough resumes, begin reviewing them and separate them into two groups; those you want to interview and unqualified candidates. Using applicant tracking software makes it easy to manage the applicants and screen resumes to narrow down your options.

4. Start the interview process

The next step is the interviewing process, which can have many stages. You can conduct a phone screening process to gather basic information, hold an in-person interview with the department manager and conduct a second interview with additional people involved in the hiring process. If you’re hiring for a technical role, you could have a technical interview, which could be after the phone screen or during the first in-person interview.

5. Make a job offer

Once you’ve chosen a candidate for the job, it’s time to make an offer. It’s common to call the candidate to inform them of your decision before sending an offer letter. The candidate reviews the offer letter and then negotiates if they want a higher salary or more comprehensive benefits.

During the negotiation phase, you need to decide what fits into your budget and whether there are other perks you can offer instead. If the candidate accepts, you can set a start date and begin processing paperwork.

Tips and best practices for employee recruitment

Figuring out how to recruit candidates who match your needs can be difficult, especially if you’re filling a highly technical position. Hiring the right people for the roles within your business requires proper preparation, execution and understanding of your goals. Here are some tips for recruiters and recruiting best practices you should consider when you begin employee recruiting:

Consider your needs

When you have open positions, think on a larger scale of what the business needs. Consider which positions should be full-time versus part-time, as well as temporary needs. Determine what it takes for your business to run smoothly on an average day, and design your new openings appropriately.

Create a candidate-focused process

The candidate experience can impact your hiring process. By giving candidates a positive experience from the beginning, you’re showing them that you care about your employees. It makes a position with your company more desirable, which can encourage more people to apply. It can also increase the chances of your top pick accepting your job offer, instead of going somewhere else.

Here are some recruitment tips to make the candidate experience better:

• Provide a clear, accurate job description to give candidates the information they need
• Be transparent about your hiring needs and the hiring process
• Make the application process easy
• Streamline your entire hiring process, so you can make it faster
• Communicate clearly with candidates throughout the process
• Show up to interviews prepared
• Interact positively with candidates
• Make interactions personalized
• Help interviewees feel at ease
• Respect their time
• Make a hiring decision and communicate it quickly

Offer a competitive salary

Research your industry and your local job market to determine the average pay rate. When you have a general range in mind, you can either match it or offer more if it’s in your budget. Offering a competitive salary is essential for attracting more applicants. Consider offering additional perks to add to the overall value. Having an overall attractive package can draw in more applicants.

Share your perks

Another piece of recruitment advice is to include attractive details about the job. Let candidates know the perks of working with you and how it can have a positive impact on their lifestyle. If you’re in a big city or tourist area, introduce some of the many attractions in the area.

Similarly, if you value work-life balance, mention it while you’re recruiting. Many candidates seek a good work-life balance, so describing how you promote this idea can make you a more competitive employer. Explain perks like work-from-home options, a generous vacation policy or gym membership reimbursements.

Related: 10 Recruiting Strategies for Hiring Great Employees

Conduct a job analysis

Attracting the right candidates starts with a detailed job analysis. Research the position you’re offering and others and gather information about duties, responsibilities and overall work environments. Store this information in a secure document for reference when you either build a new position or create a new job posting. Job analyses are critical for creating effective job descriptions.

Plan a recruiting strategy

Conducting professional-level recruitment for attracting top talent requires a strategy. This often starts with a meeting between you and all others involved in the hiring process.

Allow each individual to discuss their needs and what they’re looking for in a new hire. Discuss timelines and other required information from all parties. Once gathered, this information becomes crucial in developing a full plan that accommodates everyone’s needs.

Expand your recruitment sources

Incorporate a variety of recruitment methods to expand your search and attract more candidates. Some options include:

• Posting on online job sites
• Posting on your website
• Sharing on social media
• Creating an employee referral program
• Posting in your business
• Using paid advertisements
• Reaching out to past employees or candidates
• Recruiting at colleges

Prescreen candidates

Prescreening candidates is one of the most time-saving initiatives you can take in the hiring process. While many candidates look like the perfect option from their resumes, speaking to them over the phone during a prescreening process can help you learn more about their personality and qualifications.

You’ll save time by only conducting in-person interviews with a select number of candidates. Prescreens also serve as a great method of assessing candidates’ salary requirements and determining whether they’re a good fit for the company culture.

Ask the right questions

The questions you ask during the interview are crucial to determining the best fit for the position. Choose or design questions that effectively separate great candidates from average candidates. Use a balance of open-ended questions and definitive questions. If you’re recruiting for a role that requires specific knowledge, make sure to test them on it.

Use a scorecard

When interviewing, using a scorecard is a more objective way to evaluate candidates. Instead of going with your first impressions, rate each candidate on the same skills and qualities. It can help you overcome biases that you don’t realize you have. For example, if a candidate graduated from the same college as you did, you might go into the interview subconsciously giving that candidate an edge.

Likewise, if someone wins you over immediately with their personality, you might overlook flaws or a lack of certain skills because you like them as a person. Creating a rubric or scorecard takes away those preconceived ideas, and it’s a good way to compare opinions if you have multiple people on the hiring team.

Recruitment Tips FAQs

Do specific roles require customized hiring processes?

For your hiring process to perform effectively, each role requires a unique approach. This is where your recruiting strategy and recruitment best practices play an important role. Outline the specifics of the position along with their own needs, and plan accordingly. For example, a highly technical position requiring specific skills might include a skills test during the hiring process.

What is the average amount of time to fill a position?

The amount of time it takes to fill a position usually depends on the role and location, as well as the overall job market conditions. In general, filling a role often takes a little less than two months. In a competitive market where there are many job openings, it can take longer to find someone who has the skills and experience you need.

Who should be involved in the hiring process?

The answer to this question ultimately depends on the industry and the size of the business. However, in most circumstances, specific team members, talent acquisition, external recruiters and senior management all have a role. It can be helpful to get direct managers involved in the process since they’ll work with the new employee often. Some companies also involve other team members, such as someone who will supervise the new hire, in the interview process.