10 November 2016 - 16:26,
by Jessica Hendrix
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Recruitment is no easy undertaking. There are so many things to do and it’s easy for details to slip through the cracks. While every company’s recruitment process may differ slightly, we’ve put together a checklist you can reference to ensure none of the key steps are overlooked when recruiting for a new hire.
Step 1 – Prepare the job details
You’ve been made aware of a need for a new employee and now it’s time to gather details and plan out how to fill the position.
- Confirm the need for the position – This may seem redundant, but you’ll want to confirm that the position you’ve been told to recruit for is actually necessary and approved by the business
- Confirm budget for position – Consult the market for going rates for the position, but also make sure you are aware of the budget you’re allowed to work in while recruiting for new positions
- Position description – Write a new description or update the current one for each position you recruit for. You’ll want to discuss the necessary skills and traits that the position requires with the person who will be managing the new hire
- Determine selection criteria – What skills are a must have and which are a nice to have. This will be easier to narrow down after writing the position description
- Prepare job advertisement – Most of the work here is done for you with the job description, however you’ll want to add something on the company and make the job sound as appealing as possible to the type of candidate you wish to attract
- If applicable, liaise with a recruiter – If you’re going with an outside recruiter, you’ll want to meet with them to go over your expectations and the requirements of the role. Don’t forget to include any time or budget constraints you may be working to
- Where to advertise – Choosing where to advertise is important to the success of your recruitment. You’ll want to recruit where the candidates are. This could be an online platform, word of mouth through current employees or through social media
Step 2: Manage applications and candidates
Once the position is advertised, the applications will start coming through. The second step in the recruitment process is to manage those applications and organise the interviews.
- Select interview panel – This will likely include the person directly managing the new hire, as well as the department head. You may also want to consider choosing someone who won’t work directly with the new hire and can offer an objective opinion on the person being interviewed
- Develop interview questions – There are some standard favourites you’ll have for every interview for your company, but make sure to include questions specific to the role that will help you uncover if the person you are interviewing is capable of doing the role
- Review applications and filter out any who are not suitable for interview – Depending on how many applications you receive; this can be a full-time job. Luckily there are automation tools that can do this for you. Once you’ve set up the criteria for the role, the system will automatically filter the top candidates from those who will not progress to interview stage
- Reserve a place to conduct interviews – Now that you have the candidates you want to interview, you’ll want to make sure you have a quiet room away from any major distractions for the interview to take place
- Make an interview schedule – If you’re juggling a few candidates to interview, it may be a good idea to use a schedule. This will also help with organising times that work for both your panel and candidates
Step 3 – Interviews
The next step is to conduct the interviews and choose a candidate.
- Conduct interviews and determine top candidates – Once everything is in place, you can begin conducting the interviews and narrow down to your top candidates
- Check references– This is an important step to ensure that the candidate is qualified as well as a way to understand how they manage relationships with previous colleagues
- Obtain salary approval – During salary negotiations, you will often go back and forth with the candidate, but before you can make an offer the salary has to be approved by your finance team and other decision makers in the business
- Offer position – While it’s always best practice to call the candidate to offer the position, send an offer letter for them to sign and return to you to finalise the offer
- Conduct background checks and drug tests if required – If your company required these, make sure they are cleared and back to you before you onboard the candidate
- Once offer is accepted, notify other candidates not selected – It’s a good idea to maintain a good relationship with the other candidates who weren’t selected as they may be a good fit for another role in your company in the future
- Schedule employee into onboarding orientation – Don’t forget, onboarding is an important part of the new hire’s induction to the company and could impact their decision to stay with you longer term
Recruitment is crucial to every business, and can be a time consuming and expensive process. But with new tools, technology and a solid plan, you can secure the right candidates for your organisation.
For more information on our solutions, access the complete Recruitment Info pack.