How to Create an Organized Hiring System

Is your company missing out on top talent due to a disorganized approached to hiring? Chances are, if your company does not have a formal process for hiring and onboarding individuals, you have probably lost more top tier candidates than you would like to admit. While these tips may seem like no-brainers, creating a checks and balances can help remove the stress of filling vacancies.

Step 1: draft the requirements

Schedule time to sit down with the departmental manager with the vacancy. Together, create a detailed job description that clearly outlines the daily duties of the position, as well as any requirements from an educational or experience stand point that would make or break a deal when it comes time to make a hiring decision.

Step 2: finalize the requirements

Find out who will be required to be a part of the interview process. As you outline the stakeholders in the decision-making process, show each manager the job description and requirements that have been written. If any stakeholder disagrees with what is written, hash out the details prior to recruiting for the opening. This may take a few drafts to please everyone, but it is better to take the time to do so now, versus when the interview process is underway.

Step 3: block out interview time

Gather the schedules of each manager involved in the hiring process. Have each block out time on their schedule for interviews in advance to avoid any scheduling conflicts at decision time.

Step 4: advertise the job

Post the job listing on job boards, contact industry recruiters, or other networking sources you utilize when recruiting for openings.

Step 5: screen resumes

Screen resumes into three categories: exact matches, near matches and non-matches. Begin scheduling phone screens with your exact matches, picking the best of these to bring in for interviews. In the event that your best-matches do not seem like a good fit during the phone screening process, go back to your job description and reevaluate the contents.

Step 6: verify the applicant’s details

Begin any background checks, credit checks and reference verification processes half way through the interview process to ensure all data is gathered for a final decision.

Step 7: make the hiring decision

Communicate with each manager involved in the process, and remind them that quick decisions are the key to keeping candidates interested in the hiring process. As soon as a candidate has been chosen, waste no time in putting together an offer letter. Remember, time kills all deals, and the best candidates are likely being considered by your company’s competitors as well.

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