A Guide to Making the Most of Your Recruitment Process Steps

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Hiring Manager Shaking the Hand of an Applicant

As a hiring manager, not only are you in charge of filling vacant job positions as soon as possible but you’re also responsible for hiring the best people for those roles. These are two heavy tasks you need to juggle every day.

Don’t worry, you’re not alone in this struggle. According to a recent report by Paychex, over two-thirds of human resource professionals say it has become increasingly difficult for them to find quality applicants. One of the experts stated that competition among workers has been fierce and that most of the skilled candidates have already found work.

That said, it’s crucial for you to improve and adapt your hiring process all the time to make sure you’re consistently getting quality recruits. But where should you start?

Your Choice of Channels

First, consider your recruiting platform. In a recent study about the best sources for corporate candidates, over 51% of respondents said they prefer to hire through employee referrals. About 42% said they use networking sites like LinkedIn or Indeed, and 40% stated they fill positions by transferring or promoting employees.

Make the most of your recruitment process for each of these channels.

Internal Sources

Internal hiring eliminates the need for spending time, effort, and money on job advertisements, interviews, and training. If you already have an experienced or versatile worker who’s up for the task, offer the job to them.

According to a whitepaper on internal hiring and external recruitment published in the IZA World of Labor, this practice of promoting internal talent shows your employees that there is a clear path to advancement in your company and that they have a potential career ahead of them. This will encourage them to develop their skills and knowledge further to get the promotion they deserve.

If you want to hire internally, consider the following factors:

  • Your Company’s Internal Hiring Policy – If you plan to advertise positions exclusively within your workplace, check your company’s policies first. Some companies may have rules that prevent you from doing this, especially if you have affirmative action and veteran readjustment policies. If there are no provisions regarding internal hiring, then you may proceed with listing the open position. You may want to draft your own policy to ensure a consistent internal hiring process for every employee.
  • Getting the Word to Employees– Like your external listings, you shouldn’t just post the job on your careers page and call it a day. Your employees may be too busy to check out your company’s website for job announcements. You should also provide specific requirements for the job, on top of the job description, salary, and other basic information. Do the employees need specific certifications? How many years of tenure should they have to be eligible for the position? E-mail blast these details, and you’ll have quality applications in no time.

Utilizing Your Networks

Colleagues

Employers like using professional networks such as LinkedIn and social networks like Facebook to get their talent because these platforms provide access to a large pool of job seekers. LinkedIn alone boasts of more than 610 million possible candidates. Facebook, being the largest social media network right now, has over one billion active users every month. Over 15% of job seekers today use social media to look for jobs, too.

Because you have a large number of people to choose from, it may be a challenge to find eligible candidates who are interested in your listing. Here’s what you can do to reach your target applicants.

  • Separate Your Department from Your Company – Though your business’ main FB or LinkedIn page may already have many followers, it’s not a good idea to publish job listings or career-related posts on the same page. This is because your company-centric marketing posts might overshadow your career-related announcements. It’s best to create a separate careers page, where you can post job openings and connect with your applicants through career-related content.
  • Pitch the Experience – Your Facebook and LinkedIn pages will have “summary” or “about us” sections that your candidate will likely read first to see if they’re a good fit for your company. Give a breakdown of your company’s mission and the unique benefits you can offer your applicants.
  • Reel Them in with Culture – If your careers page is relatively new, you’ll need to create content that’s both interesting and informative for your reader. Show off your corporate culture by creating an article or video of employees discussing what they love about working in your company. This type of content hooks your candidates by giving them a glimpse of what it’s like to be one of your workers.
  • Be an Authority – Now that you have your applicants’ attention, it’s time to engage them with job-related posts. Work with your marketing team or freelance writers to create guides, such as the IDs, papers, and certifications candidates will need to land a job in your company. It will position your business as an authority that applicants can trust and respect.
  • Inspire Action – You’ve piqued your applicants’ interest, and you’ve gained their trust. Now, it’s time to pepper in some posts about your job openings. To add a listing, click on the “post a job” button on the top right of your LinkedIn homepage. On Facebook, click on the “job” button above your page’s status update bar. Consider the following tips when creating your listing.
  • Be Specific and Clear – While titles like “social media ninja” may catch your candidates’ attention, it may also confuse them. Be as specific as you can when it comes to your job titles. The title “social media manager” is enough for interested applicants to view the rest of your postings.
  • Avoid Jargon – You shouldn’t expect your candidates to understand industry terms immediately. Simplify their roles as much as you can. Instead of saying that your social media managers have to “create engagement and conversion strategies,” say they’re “in charge of growing your page’s audience and creating content that leads to sales.” Simple, right?
  • Short, Sweet, and Bulleted – Your candidates may be too busy to read everything in your lengthy job description – especially if they’re scanning tens of hundreds of postings a day. Keep your job descriptions and roles short. And, if possible, bulleted. Start with verbs for your listed positions and condense some responsibilities into a single term. Instead of saying that your prospect needs to have word processing, presentation software, and spreadsheet skills, say that they need to have mastery of the MS Office suite.
  • Set Better Targets – If you want your job post to reach more people with ads, Facebook and LinkedIn can help you narrow down the number of people who will receive them. Base your targeting metrics on your ideal candidate’s interests, background, and demographics. Here’s what each platform offers.
  • LinkedIn– The targeting section for this platform appears after you’ve chosen your ad type and written a headline and description. LinkedIn lets you filter your audience down to their specific field of study, their current job title, and years of experience. It’s especially helpful when you’re segregating ads for senior and associate positions.
  • Facebook– Like LinkedIn, Facebook can also narrow down your target audience according to their educational background and job title. However, this platform also lets you filter your audience further according to their interests. You can even exclude people from specific demographics or job titles. This way, your ads for junior positions won’t be seen by employees in C-suite ones.

Employee Referrals

Employees Using Their Phone

This is a favorite among recruiters because they’re faster and more affordable to hire. This is because you don’t have to spend a vast amount of time and money on creating job ads and chasing potential candidates online. According to a recent study by Deloitte, referred employees have a 42% retention rate, which is higher than that of workers hired from job boards (32%) and career pages (14%). Learn how you can find the right candidate through referrals.

  • Make It Easy – Time-consuming referral methods like printing and handing over a physical resume or having to fill up long forms are just too time-consuming for you and your employees. Use a recruitment platform or software through which your employees can upload their referrals’ details and resumes in a few clicks. Not only is this more convenient, but it also reduces the number of documents you have to sift through in your file cabinets.
  • Create Expert Recruiters – Give your employees a crash course on how to convince and recruit their acquaintances. You should also provide them with a refresher of your company’s values and goals, which will guide them in figuring out if their prospects are a good fit for your company’s culture.
  • Give Better Rewards – About 69% of companies in the U.S. give their employees $1,000 to $5,000 for successful referrals. Having extra cash is great, but your employees might not even have the chance to enjoy it. Based on feedback from some successful referrers, they can easily deplete their referral money because of bills and other expenses. The most effective prize is an experiential one, according to a case study on search and monetization firm InMobi.

What’s the Primary Goal of the Recruitment and Selection Process?

Recruitment is more than just filling a job position. It’s ensuring that you hire people who not only qualify for the role, but also fit in with the company’s culture. After all, over 43% of candidates say that cultural fit is their top priority when choosing a job. Here’s a refresher on the recruitment process steps, and how you can make the most of them.

  1. Get to Know Your Hiring Needs –The first step in the recruitment process involves knowing the specific roles you need people for, and what kind of employees you need for them. Interview the leaders for that position to create accurate job descriptions for your listings. Ask them about the qualities of the workers they want to hire. This way, you can easily identify the right people based on their resume or interview.
  1. Hatching a Plan –Now that you know exactly what your recruitment needs are, it’s time to act on them. Guide your efforts by creating a recruitment plan. It should at least have the following priorities:
  • Writing a Good Job Description –Again, it should be specific and organized. Drop the industry-specific terms and simplify your sentences as much as possible. Your candidates only dedicate a few minutes of their time to reading your listings. Make every second count!
  • Screening Criteria –This ensures that you won’t drown from interviewing candidates who lack the necessary qualifications. Your screening methods can include a cover letter submission to test their writing skills and figure out their personality. You may also want to include reference calls and skills tests to find out if your candidates really are able to take on the advertised role.
  • Interview Questions that Count –It’s also important to customize your interview questions based on each role. Purdue has a great template for basic questions related to your candidates’ background, stress tolerance, initiative, teamwork, and leadership skills.

For more industry-specific questions, the University of Mary Washington has a list of them for accounting, customer service, and information technology applicants. You can also ask the managers in each department about questions they’d like to ask candidates before they hire them.

  • Onboarding Plan –Collaborate with managers to create a training course or plan out tasks for onboarding. You should also have templates for security badges/nameplates and e-mail blasts to welcome employees.
  • Assignments – With your screening and interview plans done, you’ll need to figure out how to implement them efficiently with your team. Assign a member to be in charge ofscreenings, interviews, and onboarding for each position or field. Your staff can focus on specific roles, making it easier for them to spot ideal candidates or provide relevant follow-up questions during interviews.
  1. Putting it Out There – After planning, the next step in the recruitment and selection process is posting the position(s). Choose one, or all, of the hiring channels mentioned earlier.

If your strategy isn’t pulling in the expected number of applicants, you can also reach out to passive candidates through email or LinkedIn’s private messaging platform. Here are some pointers to help you catch your ideal applicant’s attention:

  • Find Your Ideal Candidate – LinkedIn’s Recruiter platform allows you to search for users with certain skills and job experience. You can also sift through your existing employees’ and applicants’ profiles to find people with similar skills.
  • Create Interesting Subject Lines –Over 37% of people say that the subject line strongly affects their decision to open an email. As such, you should create one that’s engaging but not too clickbait-y.

If they were referred, tell them about it and who referred them. An example of this would be “[Referrer] told us to contact you for a job opportunity.”You could also get into the meat of it by including the job title “[Candidate Name], we think you’d make a difference as one of our project managers.”

  • Make it Valuable –Answer the most important question in your applicant’s mind: what’s in it for me? For management positions, mention that they’ll make decisions that “contribute to the company’s success.” For rank and file employees, mention career advancement opportunities and company perks.
  • Show Them the Way Forward – Now that you’ve piqued their interest, tell them about the best ways to contact you for the job.
  1. Screening – One of the biggest challenges in the recruitment process is finding qualified candidates. Fortunately for you, you’ve already created a screening plan. It would be ideal to screen them thoroughly by using different methods, from cover letters to phone interviews. If you’re in a rush to find candidates, an online skills test and quick calls to their references should suffice.

After you’ve determined which employees are eligible for an interview, organize them according to their experience and qualifications. You’ll want to interview the best one first, as they’re likely being pursued by other companies, too.

  1. Interview –Your interview sessions depend on how thorough your hiring manager wants it to be. If you’re in a rush, a quick interview with them about their experience and availability plus a meeting with a manager should be fine. But ideally, you’d want them to be interviewed in stages:
  • First, ask them about their work background and qualifications. You can also administer a skills test.
  • Those who passed the first interview can then be evaluated by managers and executives. Ask the interviewers to gather a list of questions they want to ask candidates beforehand. This way, they can make the experience quick and systematic. Ask the managers to pick the candidates they want to advance.
  • Around the final interview, you should only have a small pool of applicants left. This phase will again test if the candidates are a good fit for the company’s culture.

As such, the people facilitating this should be the ones who created the culture and values of the business: upper management. Again, ask the interviewers who they think should be hired based on their qualifications and how their interview went. 

  1. Job Offer – Now that you have the top candidates vetted for hiring, it’s time to provide them with an attractive and concise offer. The offer letter you write should include vital information, including but not limited to their salary, the date of their first day at work,work schedule, conditions for time off, benefits, promotion procedures, and terms for using company equipment.Make sure to point out which parts of the letter are negotiable.
  1. Onboarding –After applicants have accepted your job offer, you’ll have some leeway on preparing for onboarding. Create their welcome emails and nameplates in advance. Since you have a template already, this should be easy. Coordinate with the admin and IT office to get their desks and office devices ready.

During their first few days, orient them about your company’s history and values. Show them around the office and introduce them to key people. Put them through the training course you made beforehand. Finally, follow up on any documents they’ve yet to submit or file.

Now that you’re familiar with the steps in the recruitment process, you’ll be able to find, recruit, and onboard your employees with confidence. It may also be useful to survey them about their hiring and onboarding experience to identify the parts you can improve.

They found that their hires jumped by 30% within a year after replacing cash rewards with experiential ones like paid trips and motorcycles. Workers are more motivated to get these prizes because of the experience they promise, such as going on a free vacation.

These hiring channels all provide a great way to find the right candidate for your company. Hiring internally is a surefire way to find an applicant that’s both experienced and familiar with your company’s culture. Using professional networks and social media allows you to find talent that can bring fresh ideas to the company, with the right engagement and targeting strategy. And referrals net you candidates who are likely to stay longer with your company. Utilize any, or all, of these methods, and you’ll consistently find the right person for the job.

Want to know more about acquiring great talent? Check out this guide.

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