A Step-by-Step Guide to Building a Recruitment Process

6 minutes read

At the core of any successful venture is a well-defined process.

As a recruitment company, matching high-quality talent with the best opportunity out there is at the core of what we do, which is why it should come to no surprise that this process is the bread and butter of operations. Our recruitment process is refined and effective, but you don’t have to be a recruitment company to have an exceptional recruitment process. We have gathered a short guide to help you establish a process that matches your recruitment goals - one step at a time. 

Step 1: Define Your Company’s Hiring Goals

Before you outline a list of candidate responsibilities, qualifications, or company benefits, start by analysing the company’s hiring needs. Try to clearly define where your company strategy is headed and start identifying the role(s) that will help you get there. For example, maybe within the next year you would like to build a new product line, but your current product team is already at full capacity. The solution could then be to either hire an assistant to help the current project manager or hire additional product engineers. This decision will ultimately be based on the goals, capacity, and resources of both the product department and the company. Additionally, defining internal roles and responsibilities is key to a successful recruitment process. if you do not have a designated HR department, or if you have non-HR employees who would like to be a part of the process, establish who will be involved in hiring and to what degree. During this stage, it is equally important to establish a timeline that aligns your business objectives.

Step 2: Write the Job Description

Once you have decided your hiring needs and goals, you can begin clearly establishing what the role, responsibilities, and qualifications of the new hire will be. Try to be as specific as possible since overly generic job descriptions tend to ward off the most qualified candidates and attract those who may not be a right fit for the job. While being clear about what you expect from a candidate is important, it is equally important to clearly communicate what benefits you provide as an employer. Since a job description is the first interaction candidates have with your company, it is a great platform to showcase your company’s personality, benefits, and overall employer brand. Establishing and communicating what differentiates your company as an employer will help you stand out among competitors and entice candidates to consider a future with you as their employer. 

Step 3: Establish an Advertising Plan

Once your job description is ready to go, settle on which platforms you will promote your new role. Channel selection may seem overwhelming, but the good news is that you don’t, and most likely should not, settle on a single channel. Instead, it is typically best to promote your job opportunities across various platforms. For example, you could post the job on social media platforms such as LinkedIn, career sites such as Glassdoor, or even industry- or role-specific job boards such as Stackoverflow. In addition to channel selection, it is important to decide on whether or not you will promote the job description and which medium (e.g.  video, pure text, image, or a mix) you will use in your promotional efforts. It may even be possible that you will have to personally reach out to passive candidates to amplify your sourcing efforts. As always, decide on a promotional strategy that enables your hiring goals without being unrealistic. 



Step 4: Determine Your Assessment Method 

The goal is that once your job description goes live, you will have high-quality candidates lining up to fill your new role. However, deciding on exactly which candidate is the best fit can be challenging. How will you decide between two, exceptional candidates with similar backgrounds? The truth of the matter is that while many candidates look similar on paper, there is usually one that will be a better choice for your company. But deciding on which candidate is the best fit will require that you go beyond reading CVs and conducting once-and-done interviews. Rather, we suggest that you employ additional data-driven assessment methods, such as ability, aptitude, and personality tests to avoid hiring bias and increase employee retention. At FE, we typically begin with a short screening call that eventually leads to assessment tests and a subsequent series of interviews. We partner with companies such as Aon that have extensive experience with psychological research to ensure the reliability and validity of our assessment methods. Lastly, make sure that you are prepared with candidate-specific questions for each interview. Interviews that are structured, tailored, and competency-based ensure that companies have a thorough, unbiased understanding of a candidate’s skills. Simultaneously, adequate assessment methods give candidates plenty of time to become acquainted with your company and the role at hand.

Step 5: Conduct Final Evaluation

After all interviews are over, be sure to follow up and seek feedback from all of your employees who were involved in the hiring process. Once you have a comprehensive evaluation of your final candidates, you should have a good feeling as to who your next hire will be. However, before you write up and send off a contract, follow up with the candidate’s references. Reference checks are a great way to gain deeper insight into the candidate’s personal and professional skills, and may act as the deciding factor in your hiring decision. Additionally, reference checks may further uncover the candidate’s strengths and limitations, giving additional insight as to how you can better support the candidate once they are hired. Rather than seeking confirmation bias when conducting reference checks, see how the reference honestly aligns with your current information about the candidate. 

From deciding on your hiring needs to conducting reference checks, the steps above provide a brief overview as to how you can outline your recruiting process. Every company and each role is unique, so while it is great to have a consistent process in place, also keep in mind the importance of flexibility.

To make it easy, we created this free blueprint to help you start mapping out your recruitment process!