Every business desires to hire the right employees for the right jobs. Ideally, employees who are flexible and can respond to change quickly and positively. However, finding qualified and skilled candidates is not always easy.
Hiring employees can be a lengthy, tedious, and involved process. Every business has a preferred method of choosing employees and follows a diverse set of procedures.
If you’re unsure where to start, or in desperate need of a hiring overhaul, here is an eight-step standardized hiring process for hiring managers who want to get it right the first time.
At this stage, the employer creates and distributes an application inviting job candidates to apply for a specific role. Businesses can post applications on their website, job boards, social media, online and print ads, or with recruitment and staffing firms, etc.
At this stage, it’s smart to ask candidates a few basic questions via an online application form regarding experience, skills, etc. Some tech companies have even introduced gamification into the job application process with coding challenges.
2. Resume screening
“The time spent on screening resumes often takes up the largest portion of time-to-fill. With today’s competitive candidate-driven talent market, top talent only stays on the market for 10 days on average,” according to Ideal, an AI-based resume screening software company.
As applications start rolling in, it is critical to have a standardized resume screening process in place. A CV or a resume will include all pertinent information about a candidate to help an employer discern if they are suitable for the role. This is where technology can quicken the process, improve workflow, and ensure your process is consistent and objective across all resumes.
3. Phone interviews
After developing a short-list of ideal new hires based on the minimum and preferred qualifications, the next step is a phone interview.
In preparation, once interest is confirmed, email the short-listed candidates a conference call invitation along with details and next steps. During the phone screening, the interviewer can assess communication skills and professionalism, saving time to eliminate a candidate from the process if they are not a strong fit for the role. Prepare before the call by reviewing the resume and developing a list of questions. Be polite and to the point.
According to Workable, “An effective phone screen interview is your best insurance against pointless interviews. Without it, you risk wasting the time of senior team members on interviewing applicants who may look good on paper but aren’t right for the job.”
4. Assessment test (optional)
At this step, the remaining candidates can take an in-person (or virtual) assessment test to evaluate both core competencies and their soft skills. Assessment tests can focus on job knowledge, integrity, cognitive ability, personality, emotional intelligence, skills, and/or physical ability.
The final interview often has the most significant impact on hiring decisions. Ensure candidates come prepared with all required documents and a general understanding of what to expect during the interview.
Now is a good time for the hiring manager, or recruiter, to ask job-related, career goal, and situation-based questions. Also, make it a point to ease interview anxieties by making the candidate feel comfortable and relaxed.
6. Background and reference checks
At this stage, an employee background check is appropriate. A background check will investigate a person’s background based on pre-determined criteria, including employment, education, criminal records, credit history, motor vehicle, and license record checks. Each type of background check will reveal different information pertinent to that check. It’s advisable to clarify the specific searches requested in writing.
Meanwhile, conduct personal and professional reference checks to ensure that the selected candidate will be a good fit for your company.
Ask the candidate for a reference’s standard contact information: first and last name, email address, phone number, and relation to the candidate. Reference checks will ultimately give you a clear picture of the candidate. They will shed more light on the person you are considering for a job and help you determine if they are the best candidate or not.
7. Job offer
As the final step, the selected candidate should receive a digital (or hardcopy) offer letter. The offer letter should include:
- Job description
- Job title
- Reporting structure
- Starting date of employment
- Benefits information and eligibility
- Acknowledgment of offer and confirmation of acceptance
Hiring employees is a complex process. Many companies often choose to outsource or utilize a tech hiring platform to recruit candidates. By developing a clear hiring process and leveraging the right tools, businesses can create winning teams and improve talent acquisition efforts.
Usman Raza is the co-founder of a Christian Marketing Agency and marketing strategist working with various brands online. Usman is the content marketing manager at PSD to WP Service, Inner Healing and Deliverance, and The Dressing Table. He is devoted to helping small businesses bridge success gaps by providing in-depth, actionable advice on digital marketing, SEO, and small business growth. Follow him on Twitter @usmanintrotech.
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