A process-driven recruitment often yields better results in finding the perfect candidate, and also plays a major role in his retention over a period. Hence, it is very important for an employer to design a recruitment process for hiring the best professionals within a given time frame. Though the process of recruitment may differ from organization to organization, it has more or less similar steps. Here is a detailed step-by-step procedure followed by many organizations today.
Step 1: Focusing on the Job Requirements
Conduct a job analysis to understand why a need is felt to hire a candidate, what is the job all about, is there an urgency to hire, the level of managerial and technical skills required for the job, etc. Understand whether this vacancy was created because of an internal transfer, a person leaving the company or because of an additional function. Evaluate and assess your existing resources and see if any one of them can be utilized for this position. If it is a position that requires specific skill sets and expertise, first search for an internal resource by posting an in-house job vacancy on the intranet or on the notice board. If the internal applications are not found suitable, move on to search for an external candidate.
Step 2: Drafting a Job Description
Preparing job description is essential for your selection criteria, training, setting Key Result Areas, evaluation, and performance review. Meet the team lead or reporting authority for comprehending the exact roles and responsibilities of the profile thoroughly. Also, understand specific requirements of the job like the reporting structure, challenges, opportunities, growth, overtime, etc. and mention it in the job description. Do not forget to state the software skills, expertise, qualification, knowledge, personal characteristics, etc. Also, note the exact requirements of the position like education, experience, and expectations in the job description.
Step 3: Understanding Target Candidates and Their Sources
Know about the hangouts of your target candidates and utilize accurate platforms like newspaper advertisements, recruitment websites, job forums, job fairs, social and professional networking websites, recruitment agencies, etc. to reach out to them. The best way to speed up the application screening is to have a streamlined job profile giving a clear view of the nature of work, industry experience, salary package, etc.
To increase the propensity of positive results, undertake a strong and cogent employment branding for the organization. Do not forget to mention your contact details and email address to receive immediate and prompt response from the candidates. After knowing about the vacancy, many candidates will apply for the job. Applications will be in the form of CVs which sometimes may also be accompanied by cover letters.
Step 4: Initial Screening and Selection Process
You can do an initial screening by comparing the CV of the candidate with the job description. You can also conduct aptitude and psychometric tests on the candidates for scanning the applications. These tests help an employer to arrive at an approximate suitability quotient of the candidate, for a particular job profile. Various other tests for judging their analytical skills, team building skills, leadership skills, troubleshooting skills, personal attributes, and presentation skills may also be conducted. A telephonic interview can also be undertaken for the initial selection process.
One more practice which is common today, is to ask the screened candidates to fill a detailed personal and professional information form, which also mentions their experience in similar fields, references, noteworthy contributions, professional achievements, etc. After this preliminary screening, organize a panel of interviewers who are experienced in that particular field to interview the selected candidates.
Step 5: Sorting Applications and Shortlisting Candidates
Based on their CV, results of the tests along with personal and professional information form, sort out a few candidates for the interview with the panel. This can be done manually or with the help of a software. See to it that the candidates are well aware of the expectations of the company. Fix a time suitable for the panel as well as the shortlisted candidates. Do not forget to confirm everyone's presence one day prior. For those candidates who cannot come for the interview, arrange a video or telephonic call.
Step 6: Interview and Final Call
Arrange for a personal, video or telephonic interview. Give the details of all the candidates along with a copy of their CVs, test results, etc. to the panel. Let the panel judge all the candidates on a scale of 1 to 10 based on qualities like experience, attitude, suitability, personality, etc. Calculate the total and take the panel's guidance in deciding the top 3 candidates. Select one candidate for a final interview with the reporting authority. However, if he turns down the offer, you may call the next best candidate.
Step 7: Reference and Medical Check
It is very important to get the references mentioned by the candidates vetted and verified from an external agency. This validates the experience that the candidate has depicted in his CV. You may also like to re-check the recommendation or reference letters which he might have attached with the CV. After you have done that, send the candidate for his medical check up. This is mandatory in many organizations which have strict policies regarding health check ups.
Step 8: Selecting Candidates and Making an Offer
After the candidate passes through all the checks positively, make an offer based on the industry standards and experience of the candidate. Negotiate the salary till you reach the median which will be in the best interest of the company and the candidate. Give him a detailed offer letter, which mentions the perks, amenities, taxes, etc. Take a signature on the acceptance letter and handover a copy to the candidate. Communicate with the candidate regularly till the time of joining.
Step 9: Onboarding and Induction
After the candidate joins on the stipulated date, initiate his onboarding formalities or organizational socialization. These formalities may differ from company to company, based on their values, policies and culture. The main function of the onboarding activities is to get the newcomer acquainted with the resources, information, culture, facilities, benefits, etc. of the organization. Effective employee onboarding also makes a new employee feel welcome and comfortable.
Do not forget to give him a detailed job description including the departmental chart on the very first day. There should be no ambiguity as far as his roles and responsibilities are concerned. Send him on a detailed induction program of 5 to 7 days to inform him about the organization, its departments, its functions, the vision and mission, job training, etc.
Step 10: Assistance and Evaluation
Ensure that the new employee is not facing any problems in adjusting to the organization. Many companies have a buddy system or a mentor system where an existing employee introduces the new employee to others and helps him to get acquainted with the organizational culture. As a HR person, you should inquire about the new employee from time to time. Offer your assistance and encourage him to ask questions in case of a query.
The evaluation of the performance of the new employee should be conducted on a quarterly and six monthly basis, in consultation with his immediate reporting authority or supervisor. If the performance is found satisfactory, then the employee can be confirmed after the probation period.
These steps not only enable you to find and retain the right candidate, but also help in maintaining the proper documentation of the recruitment process. A piece of advice is that define the roles and responsibilities of the new employee to bridge the gap between the expectations and delivery. Find time for a one-on-one discussion with the new employee to make him feel valued. Also, the applications of candidates that do not match the present nature of the position but may be considered for future requirements, should be filed separately and preserved. Thus, if a methodical and systematic approach is followed for recruiting, it has a positive domino effect in keeping the new employees happy and propelling profits.