How to Effectively Manage Your Recruitment Process

Manage Your Recruitment ProcessSomething that doesn’t get enough attention when thinking about recruitment is that, for the majority of people who attend an interview with your business, it will be their only direct interaction with your company.

How they are treated throughout that process, good or bad, will form not only their view of your business but indirectly your ability to attract good people in the future.

The most common complaints candidates make about a recruitment process are:

  • They didn’t receive any feedback from the interview
  • The process dragged on
  • If they had known more about the role, they wouldn’t have attended the interview and the interview was a waste of time

All of which are very avoidable if you take some time to effectively plan the recruitment process.

The key areas you need to think about when planning your recruitment include:

  • Time frame
  • Job description
  • Interview process & feedback
  • Offer, contracts and induction period

Time Frame

Setting a time frame is important because it gives everyone a deadline to work towards and it will help you:

  • Differentiate between what is desirable criteria and what is essential criteria
  • Determine what kind of process you need to run, and
  • Create a sense of urgency

A simple start point is:

  • Start date – X
  • Offer accepted, and resignation – Allow for 28 days (in most cases for permanent positions)
  • Offer made and contract out to candidate – Allow for 2 days
  • Final Interview – Allow for 1 day
  • Each interview prior to that – Allow for up to a week
  • Short list – Allow for up to a week between short list and first interview
  • Search stage – Allow for 2 weeks
  • Brief agency / internal recruitment team

Job Description

Despite having the ability to add a significant amount of value to the recruitment process, job descriptions are often at worst neglected and at best generic.

While it is probably the last thing you want to allocate time to, especially if someone has just resigned, taking the time to prepare a detailed job description will allow you to effectively:

  • Evaluate what is absolutely essential criteria for a position and what is desirable
  • Help differentiate your job from the 100’s of similar positions on the market
  • Minimize the risk someone will either interview for, or worse, accept a position with your business that they otherwise wouldn’t have had they known more
  • Give candidates and the recruiter reference material to work off when preparing for an interview or submitting candidates on a short list

As part of the process of putting together a job description, if you do decide to use a recruiter, it is a good idea to sit down with them to get a feel for:

  • What talent is currently available in the market and how realistic your expectations are with respect to time frame and salary
  • What compromises on the job description and desirable experience you can make to make to secure someone in a shorter amount of time or for lower salary
  • Options regarding temporary and contract staff to afford you more time to find the perfect candidate

Interview Process & Feedback

Regardless of if you want 1 interview or 10 interviews the key points you need to address to run a successful interview process include:

  • Setting clear expectations of exactly what each candidate will need to complete prior to receiving an offer and in what order, i.e. X amount of interviews, technical test, references offer, etc.
  • When and where each stage will take place
  • What information you want to get out of each candidate at each stage, as well as what information you want to give each candidate and at each stage
  • When feedback will be given to candidates either directly, via a recruiter or HR

Candidates set aside a considerable amount of time to both prepare for and attend an interview, not to mention often arranging time off work to do so.  For that reason it is no surprise that the most common complaint recruiters will get from candidates who attend an interview is that they didn’t receive feedback.

Providing constructive feedback to candidates (as well as recruiters) will ensure:

  • Regardless of the outcome candidates will, including unsuccessful ones, exit the process with a positive impression of the business
  • Candidates that are progressing are able to address any areas of concern in future interviews, giving you more information to make a decision
  • Provide the recruiter with valuable feedback on the candidates they have presented to the business improving their performance on the current and future roles they recruit for you

Offer, Contracts and Induction Period

The most common mistakes that lead to candidates turning down an offer:

  • Salary is less than what they wanted
  • Candidate’s personal situation changes, including being offered a job they are more interested in
  • Business takes too long to either offer the position or get a contract out to the candidate

If you confirm a candidate’s salary expectations and interest in a position, either directly or through the recruiter, at each stage of the recruitment process the first two mistakes are easily avoidable.

If you are in a situation where circumstances have changed and you are simply unable to offer the salary a candidate wants, they are going to feel shortchanged. Some options to help in this situation include:

  • Agreeing to a salary review after 6 months
  • Bringing forward participation in bonus pool to first year of employment
  • Signing bonus

Once you have got the candidate’s verbal acceptance on the offer, you really need to get the contract out to them as quickly as possible.

There are a couple of reasons for this:

  • A candidate will not resign until they have received a written contract, delaying the start date
  • Until a candidate has a written contract, the offer is just a promise and you leave the door open for other businesses to swoop in
  • Every day that passes candidates will start questioning if the offer is actually coming

Candidates can do funny things at offer if they don’t receive a contract quickly, so if you know it is going to take longer than 24 hours, you need to contact the candidate directly and explain the situation. It is one thing to hear it from a recruiter, but it is another to hear it from a hiring manager.

Once the offer is accepted, the candidate has resigned the only other tasks remaining to be done are:

  • Call the candidate, let them know you are excited that they are going to be starting with the business
  • Make sure they have a computer, logins etc. ready for day one
  • Set clear expectations for the probation period
  • Provide feedback throughout the probation period, even if it is as simple as, “I think you are doing a good job, we will catch up in more detail at the end of the month”

Zero Fee Recruiter is a new and better way to find great talent.

We are the world’s largest passive candidate marketplace. We provide you with qualified professionals that we have contacted and vetted for each position you are looking to fill. We deliver only candidates that are interested in the position, are available in your location and have agreed to your salary range.

ZFR focuses on passive candidates that we source through our proprietary system, “Reach Out”, and this enables our team to reach candidates that are not actively looking.

We guarantee results! It’s that easy…

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