The hiring process has begun again. On the bright side, it’s an opportunity for a fresh start - you’re welcoming new faces and your company might be growing. However, this means there’s a lot of hard - potentially daunting - work ahead of you. Organization is key for maintaining an efficient and successful recruitment period, so we’ve organized some helpful tips and tricks to streamline your hiring. Keep track of your progress with our checklist, and fill your team with candidates who fit the best.

What is a recruitment process flowchart?

Some hiring managers swear by recruitment process flowcharts, otherwise known as recruitment workflow. They’re the optimal way to document and implement your recruitment process. They map out and visualize each step, which is a great way to keep everyone involved on the same page. Since it’s normally a team effort to find the right hire, this is also an effective way to communicate responsibilities to your co-workers.

If you decide that implementing a flowchart will be one of many useful tools in the process, here are a few tips to begin building, recommended by diagramming solution, LucidChart: 

  • Orient your flowchart logically, either top to bottom or left to right. Arrows and lines should follow the same pattern.
  • Swimlines are used to portray responsibilities. Add one for each team member or individual involved so they can easily see their tasks at hand.
  • Add boxes for each task and connect them to the appropriate swimlines.
  • Connect boxes with arrows to show the order of tasks, and add text to clarify the process. Diamond shapes can be used to show alternate decision points, like an accepted offer and a rejected offer.
  • Share your flowchart with those involved to keep everyone up-to-date in the process.

What should be included in the hiring process checklist?

Making lists is a great way to understand the work ahead of you - and it can be incredibly gratifying to check off each step as you move along. In unison with your workflow, keep a checklist updated so you know that you’re following the steps accordingly, and you always know the next course of action.  

1.   Identify the hiring need

The first step is knowing exactly what you’re looking for. Since you’re searching for the ideal employee, you need to have an understanding of what it means to your company. Make your objectives clear for this potential candidate and determine what gaps or missing skills exist that this employee needs to fill. If you’re looking to find a replacement for an existing position, don’t recycle your previous job description for the role. Come up with a new one that is based on the current responsibilities required from this role - odds are it has evolved since your last hire.

2.   Develop and execute your hiring plan

First, you need a well-written job description. This is typically going to be a candidate’s first impression of your company and the role - so make sure it’s descriptive, accurate and highlights the most important skills required for the role. This is an opportunity to sell yourself, so make sure to let applicants know what you have to offer - as well as what you expect from them. Now, get yourself out there. Post on the careers page on your website, job boards, social media - especially LinkedIn - and utilize job fairs and campus visits.Market the position on social media and networking outlets.

3.   Review your applicants

According to Interview Success Formula, the average number of people who apply to any given job is 118, and 23% get an interview. How do you decide who to bring in for an interview? 

  • Compare their resume to your job description. Do their experience and skills line up?
  • Look at their time in previous roles. Is there a clear career progression, or do they seem to bounce around often?
  • Conduct phone screenings to learn more and determine if your goals match.

4.   Conduct interviews

Managing this step of the process well is vital, as it may be the most crucial part of hiring. Some quick tips for conducting interviews: 

  • Make candidates comfortable. This is a nerve-wracking experience, but if you're prepared on your end, you can ease the tension.
  • Include other perspectives. If you can, bring other members of management or the team to interview candidates. They may ask things you overlook.
  • Review their materials beforehand to save time.
  • Standardize your questions.

5.   Make an offer

If applicable, check with candidate’s references. Then follow this timeline:

  • Reach out to candidate(s) and make a final offer. Include salary and start date.
  • If a candidate is looking to negotiate, reach out to the appropriate party to come to an agreement.
  • Send the official offer letter to the employee to document the essentials.

Hiring can be a lot less intimidating when you’ve got a roadmap for every step of the way. If you need additional tools beyond your flowchart and checklist, consider implementing pre-employment tests in the process.

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