1. Identifying the Hiring Needs
Whether a job opening is newly formed or just vacated, you cannot find what you need if you don’t know what you need in the first place. So, your recruitment process should start with identifying the vacancies that exist followed by analyzing the job specifications including the knowledge, skills and experience needed for the role. Here’s how you can determine your hiring needs:
- Figure out where the gaps are in your current team. Check if you have new needs in terms of ability, performance or personality. Ask yourself if you need someone to take care of something that is not being addressed currently. This will tell you that there is a hiring need.
- Keep a track of input versus output when it comes to your team. See if there is an increase in workload that needs to be addressed by hiring.
- Regularly analyse performance and make a list of missing qualities, qualifications, skills and proficiencies that you need to add to your team. This can also signal towards hiring needs.
- Be mindful of existing employees leaving. This is definitely when you will have a hiring need.
Every time you recognize that there is indeed a hiring need, act before it becomes a pressing matter.
2. Preparing the Job Description
Once you know exactly what you need in terms of knowledge, skills and experience, it is time to determine the duties and responsibilities of the job. Preparing a comprehensive job description (JD) will help you know what your potential employees must have in order to meet the demands of the role. More importantly, it provides your prospects with a checklist or a list that they can compare themselves to before applying. It is a tool to ensure that you get applications from the right candidates (hopefully). A job description must include all of the following and can be as comprehensive as you want:
- Duties & Responsibilities
- Qualification & Skills
- Compensation, Perks & Benefits
Use this checklist to see how comprehensive you can make the job descriptions that you post.
Checklist to Crafting the Perfect Job Description
- Company Name & Description
- Core Values
- Benefits Offered
- Job Title
- Industry Pay
- Description of Duties
- Demands (specific skill set, knowledge, experience or training required for the job)
- Qualities that are nice to have and would be an added advantage
- A conversational CTA
PS: This is a comprehensive checklist that you can customize to suit the unique recruitment needs of your organization.
Do’s and Don’ts of Writing a Perfect Job Description
- Be specific
- Use the right keywords
- Use bullets to break the monotony
- Keep the tone conversational
- Provide details when you can
- Don’t use big chunks of text
- Don’t use jargons or metaphors
- Don’t sugarcoat the challenging aspects – great candidates want to make things happen
Knowing what goes into making an excellent job description is one thing and creating a great job description is another. So, check out this quick cheat sheet that contains 12 outstanding examples of job descriptions to draw inspiration from!
3. Talent Search
Identifying the right talent, attracting them and motivating them to apply are the most important aspects of the recruitment process. The job listing should be advertised internally to generate referrals as well as externally on popular social networking sites and preferred job boards. Recruiters can also conduct job fairs and promote openings in leading industry publications to cast a wider net.
Broadly, there are two sources of recruitment that can be tapped for a talent search:
Internal Sources of Recruitment
When recruiters use internal sources for recruitment, it works to motivate the existing employees to be more productive and maximizes their job satisfaction and sense of security. Recruiting through internal sources also reduces the attrition rate along with cost and effort.
The recruiter can fill a vacancy in a different location without any changes in the job role, status, or salary of the employee by transferring a suitable candidate from within the organization.
A vacancy can also be filled by offering a high performing employee to take over a senior position within the organization for handling additional responsibilities along with a raise. Promotions motivate employees to perform better and also reduce the attrition rate.
Depending on the performance of the employees, sometimes the management has to take the decision of lowering the position of underperformers. These employees then become a source for filling the lower positions.
The employees of your organization can spread the word and create a buzz on their social media accounts to help you fill your vacancies. Have an employee referral program where employees are incentivized for bringing in suitable candidates can also help accelerate the recruitment process.
- Retired Employees
In case of an emergency or a mission-critical project, retired employees can also be called in to fill a position for a short period till an appropriate candidate is found.
External Sources of Recruitment
Recruiting through external sources offers a much wider scope for selection from a big number of qualified candidates. The process moves much faster even for bulk requirements while eliminating the chances of partiality or biases.
Advertisements help recruiters build a solid brand identity that attracts efficient manpower. You can go with the traditional approach by using print media or use digital media for better results at a reduced cost.
- Job Portals
With the growing use of the internet, job portals have come to play a crucial role in connecting companies with candidates. These portals are a preferred platform for jobseekers looking for better career prospects so they make an excellent source for recruiters to tap the top industry talent.
- Company’s Careers Site
A mobile-friendly, branded careers site that conveys your work culture and integrates with the company’s social profiles not only makes it easier for your potential employees to apply but also attracts top industry talent with a professional theme, attractive headers, compelling content and engaging employee videos. An ATS-integrated careers site also eliminates the hassles of manual job postings while improving the candidate experience dramatically with a customizable application process.
- Social Networking Platforms
Social networking sites are the place to find the most qualified, potential recruits and as a recruiter you would not want to miss out on this massive pool of talent. With a combined user base of 535 million, LinkedIn, Facebook and Twitter offer you a perfect opportunity to end up with highly skilled and efficient candidates for your company.
- Placement Agencies
Placement agencies are a perfect solution for those hard-to-fill vacancies that often demand a lot of time, effort and resources. These agencies employ various tools and techniques to find top talent for your company faster, at a reduced cost.
- Job Fairs
Job fairs are a one-stop public event offering easy access to a large pool of talent for bulk requirements. They bring you an opportunity to create brand awareness without having to advertise and you also get to network with other similar corporations while saving a lot of time and money.
- Campus Placements
Campus placements are a quick and inexpensive way to find suitable candidates, who are competent, energetic, enthusiastic and most importantly interested in working for you.
4. Screening and Shortlisting
A survey of recruiters revealed that while 46% struggle to attract top talent in the current candidate-driven market, 52% confirmed that the most challenging part of hiring was identifying the right candidates from a large pool of applicants.
In order to move forward with the recruitment process, you need to screen and shortlist applicants efficiently and accurately. This is where the recruitment process gets difficult and challenging. You can resolve this recruitment bottleneck by following these four steps:
4 Steps to Effectively Screen or Shortlist Candidates
- Screen applications on the basis of minimum qualifications.
- Next, sort resumes that have the preferred credentials by looking at their certifications, relevant experience, domain expertise, technical competencies and other specific skills that are required for the role.
- Then, shortlist candidates who have both the preferred credentials and the minimum qualifications.
- Finally, flag any concerns or queries in the resume so they can be clarified during the interview.
No wonder, the most arduous task of the recruitment process is reviewing resumes. Fortunately, you can make this complicated, time-consuming task a total breeze with an applicant tracking system that is designed to screen resumes in a jiffy. Using an ATS will ensure that you have an unbiased, objective filter that will smartly wade through the sea of resumes to narrow down your talent pool in no time!
The shortlisted applications will now move through the interview process prior to receiving an offer letter or a rejection note. Depending on the size of the hiring team and their unique recruitment needs, several interviews may be scheduled for every candidate.
Telephonic Screening/Video Interviewing
This is a quick, easy and convenient way to screen candidates and their capabilities. The telephonic or video interview is also your first opportunity to leave a lasting first impression on your potential employees. So, while you need to keep your very first interview short, make sure you also take the time to screen them against the knowledge, skills and experience mentioned in your job description, so you can eliminate the irrelevant profiles first.
Jobsoid’s video interviews allow recruiters to streamline the initial screening process by eliminating the need for phone calls and narrowing down the number of on-site interviews. Get started with a Free Trial today!
This is a very crucial step of the selection process because the information revealed from this assessment will help you know if your potential employees will perform and stay productive in the long haul. This screening is absolutely unbiased yet an important eliminator that efficiently identifies the right fit for any job. Psychometric tests can be your reference model for any given position because these tests specify the complete personality profile, behavior, flexibility, aptitude, creativity, communication and problem-solving skills that are required to perform in a given position.
Personal interviews can last longer because this is the last step before the recruiter does a final evaluation and makes the job offer. Final interviews may be conducted by the top management and are typically extended to a very small pool of standout candidates. The final choice should be agreed upon at this stage along with a backup candidate selection.
6. Evaluation and Offer of Employment
This is the final stage of the recruitment process. You should never take it for granted that the candidate will accept your offer. However, if your candidate has patiently completed all the paperwork and waited through the selection process, the odds of accepting the offer are high.
4 Things you Should do Once you Zero in on a Candidate
- Checking the References
Once the final selection for a position is done, it is time to check the candidate’s professional references and verify all the employment details. If you find that everything is in order, it is time to draft your employment contract and make the offer.
- Making the Job Offer
The offer letter should include everything from the start date and the conditions of employment to the work hours and the compensation while ensuring that every detail is clear and unambiguous.
Every new hire feels awkward at first, but you can win some really good loyalty points here by putting in some extra effort and helping your new hire settle in. Instead of just showing them around the office and making sure all the essential supplies are handy, make them feel welcome by making special arrangements for lunch and getting colleagues to talk about non-work stuff.
- Evaluation and Optimization of the Recruitment Process
Given the considerable amount of time, effort, cost and resources involved in the recruitment process, evaluation becomes imperative. While it may not be humanely possible for you to stay on top of everything at every stage of the recruitment process, having an ATS with real-time dashboards and analytics reporting will keep you organized with all your mission-critical data. Recruiting metrics reveal valuable insights into how well your recruitment process is working and also help you identify areas of improvement.
The recruitment process is not easy, so if you have a structured format to follow, you wind up with more time to stay focused on finding the right fit for your business.