Hiring a new employee into your company, at the right place, at the right time is crucial to organizational performance. And therefore, having a smart and effective recruitment process is a critical aspect in achieving the company goals.
Here’s a quick guide that first time recruiters can follow to make your hiring process more effective:
Step 1. What position needs filling up?
First you must gather information about the nature of the job.
- The content or tasks making up the job
- The job’s purpose
- The outputs required by the employee
- The skills and personal attributes needed to perform the role effectively
This information can then form the basis of the job description and the kinds of candidates you are looking for.
The person’s job profile will state the necessary and desirable criteria for selection.
- Skills, knowledge, and experience
- Qualifications (which should only be those necessary for the job)
- Personal qualities relevant to the job, like problem-solving skills, or ability to work with a team.
Step 3. Sourcing candidates
There are two ways to source potential candidates: Internal and external methods
- Staff sourcing
- Succession planning, or the process of identifying and developing internal staff to fill in that specific position
- Secondment of employees, or the arrangement to temporarily assign an employee in a specific position
- Job sharing, or two employees sharing one full-time job function
- Online recruitment
- Job advertisements (social media, newspapers, job boards, etc.)
- Job fairs
Make sure that your job description should be clear and concise so you could limit the number of inappropriate applications received. It should indicate the following
- Requirements of the job
- Necessary and the desirable criteria for job applicants so you could limit the number of inappropriate applications received)
- Nature of the organization’s activities
- Job location
- Reward package
- Job tenure (for example, contract length)
- Details on how to apply
Step 4. Managing the application process
There are two main formats which applications are to be received: your resume or application form from the company. This is either submitted on paper or electronically by email or through job websites. If you haven't noticed, the internet is now part mainstream recruitment practices.
Application forms allow for information to be presented in a consistent format, and therefore make it easier to collect information from job applicants in a systematic way and assess objectively the candidate’s suitability for the job.
Resumes and CVs
The advantage of this is that they give candidates the opportunity to sell themselves in their own way and don’t have the restrictions of fitting information into boxes. However, CVs make it possible for candidates to include lots of irrelevant material which could make it harder to assess.
Step 5. The selection
This is probably the hardest part when recruiting—selecting the candidates to hire. Selecting candidates involves two main processes: shortlisting and assessing the applicants and decide who should be given a job offer.
Shortlisting is the process slimming down the total number of applications received to a candidates you wish to move forward with into the more detailed assessment phase of the selection process.
When deciding who to shortlist, it is helpful to draw up a list of criteria you already have. It's easier to base an applicant according to those standards, or you may use a simple scoring system as well.
Step 6. Making the job offer
For those who have little recruitment experience, job offer may seem to be a simple matter. It's not. It's more than just offering potential candidates the job, the compensation and benefits. The job offer is a crucial part of a recruiter's job because a lot of aspects rests on it.
Make the offer attractive so you will have an edge over other companies. It doesn't necessarily have to be a better salary, you could offer better benefits like paid vacation leaves, medical coverage, flexitime. The job offer should be made in written form as well as verbal and should cover the following:
- Confirm previously discussed benefits of the job. If there is an employee handbook, this should be included along with the letter.
- It is important that all the benefits promised before should be me again in the offer letter or the candidate may feel that they are being cheated out of what was promised to them.
- State the date and time that they are expected to start work.
- Provide the candidate with their supervisor’s name and the name of their department.
Step 7. The on-boarding
While it may sound like a corporate buzzword, on-boarding is probably one of the most important step in recruiting. Here you need to ensure that your new employees start their new jobs on the right food and remain engaged throughout their stay.
Make the on-boarding process more personal and exciting for your new employee. Here are techniques on how to achieve that:
- Giving employees information about the company's mission, strategy, goals, customers and operational structure, and how their job fits into that bigger picture.
- Lay out employees' individual objectives and how those will be measured, as well as setting expectations for success and advancement.
- Ensure that employees not only understand the company's culture and environment, but can thrive in it.
- Helping employees connect and forge relationships with their new colleagues, both formally and informally.
- Tour and describing where the facilities are around the office.
- Explanation of terms and conditions.
- Details of the organization's history, its products and services, its culture and values.
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