You have spent months comparing the cost, strategy, quality of your business. Investing in best of workplace equipment, cracking deals, building networks. But suddenly one of your valued employees accepts a job stating that new employers offer better career development, better responsibilities that can showcase his/her skills.
Panic sets in, though you graciously wish the best for your employees. Unexpected resignations often come with companies hiring rapidly, without a background check, validation of information supplied on job applications etc. Thus, an efficient hiring process is important to help increase the odds of attracting the best employees for your company.
The pre-hiring process consists of setting up the cost of hiring. From the time the position is open until the employee becomes productive, is the span of the hiring process. Proper strategies combined and synchronised with the ultimate goal to be achieved are framed during the pre-phase. Scheduling dates, strategizing and building training and learning programmes for the new employees, asking for dates and availability of dates from interview jury, and setting location etc. are some of the other pre-hiring tasks.
The Hiring Process
The hiring process includes recruiting, processing, eliminating and selecting the most competent person for the position by following the basic hiring steps as follow:
Create a Job description
The first step for hiring is giving careful consideration to the company’s specific requirement needs. Creating a job description provides a summary of tasks and skills and lists other position requirements. Job description usefulness is as follow:
- It helps in getting the word out in recruiting the right candidate, through media/advertisements or internal posting.
- It serves as a benchmark to measure and review an employee’s potentials and growth.
- It discourages uninterested and underemployed individuals from applying, sparing more seats.
Creating a job description (JD) involves making the list of education, experience, and qualities an employer is seeking. Supervisors and other employers usually contribute in creating a JD. Following points are considered while creating a job description:
- Clear, simple, concise and easy to understand words are used
- Jargons are omitted
- Gender-neutral language and tonality
- A legal approval from HR and legal attorney
Note: The purpose of a job description is to describe the purpose of the job, its functionalities, employer’s expectations of the employee.
Develop an application for employment
The second step is the posting process when the company publicise about a job opening. This is done by developing an application for employment. A well-designed employment application provides detailed information, an overview of the aspirant’s work history, skills, interest, and education.
The employment application allows the aspirants the opportunity to truly describe themselves to the company and to outline their strong and unique abilities suiting the job role.
Following are some questions to be considered while reviewing an employment application:
- Has the applicant given permission for a background check and contact references?
- Is the person qualified enough? What skills can s(he) bring to the company?
- How did an employee work for a previous company? Evaluation of the employee.
- Could the applicant improve himself/herself in a previous company?
Note: Questions that states the employment gap and reasons to shift from past company are highly sensitive and required a sensible approach to be dealt with. Many companies have stopped mandating job experience in view to create opportunities for younger talents.
A thorough application leads to the first hiring decision – the interview.
Interview the candidates
Interview is the most critical hiring process for the employer and prospective employee to learn more about each other. The process discloses information about personality, character, verbal, and reasoning skills which is tested via tough interview questions.
Interview allows to get the feel of the applicant which is impossible by simply reviewing the application. There are various types of interviews which can be scheduled according to the availability, situation, and importance.
Telephonic interview – It eliminates the aspirant employee who is having hard time meeting job description. It is convenient, less time consuming and preferable to identify the aspirant’s commitment for the job.
One-to-One interview – It is the most favoured way of interview. a general impression of employee is formed during one to one session. After the telephonic interview, the aspirants’ information and knowledge is noted and reviewed, following which a one to one interview is scheduled.
Panel interview – Panel interviews brings together key members of the company to interview the applicant. It includes the prospective employee’s immediate manager, director, a HR person.
Note: An employer’s role is to actively listen and observe how candidates construct their responses to the questions asked. An interview focuses on the qualification and capabilities of the candidates rather than judging them on basis of their race, caste, physical appearance. This is the reason why many companies have established workplace diversity.
Select the most deserving candidate
Selection process involves reviewing and evaluating opinions of all the interviewees. Employers take notes, include personal opinions to choose and make comparison of multiple interviewees. Sometimes the most qualified candidate on paper turns out to be less impressive in person.
Make the offer
After interview and selection, top candidates are diligently offered the role. Following which, questions regarding compensations and benefits are discussed. Offers are made in writing as well as over call or via email. This is called job offer. A job offer consists of all the key phrases in the job, benefits plans, a copy of job description, all with a disclaimer.
Notify rejected applicants
Rejections letters should always be sent to disqualified candidates. It symbolises company as a fair employer as well as it maintains a good reputation and respect among all the candidates who invested their time in the process.
Note: Rejection letters are sent to all the candidates interviewed especially over call or in person.
Define the introductory employment period
The last and final step of the hiring process is defining the introductory employment period also known as introductory, probationary or trial period. It is the time period when employer can terminate the employment at any time, without any reason, with or without any cause. While an employer should use the term “introductory” to eliminate the idea that this offer is of continued and permanent employment.
Post Hiring Process
After a successful hire, the post hiring process involves:
On-boarding new employee – Welcoming a new employeeto the company via a welcome kit, box, creates a psychological impact in the employee’s mind which creates the best possibility for employee to integrate in the company. A set workstation with necessary office stationary and equipment are other way of welcoming a new employee.
Retention of important files- The entire hiring process is documented: job description, job posting, applications, notes from telephonic calls selection process, paperwork signed by employee and other official documents. Employees are asked to submit various important official documents following the hiring to create a legal, fair interaction between employee and the employer.
Note: It is utmost important for employers to keep the personal data of employee confidential. Controlled access is limited to those with a legitimate reason to review the file.
The hiring process is never meant to be easy. Selecting a job applicant, drafting good interview, deciding which candidate to hire can be a daunting experience. But only if an employer fails to follow the above-mentioned steps.
Regardless of the many types of hiring for remote work, virtual workplace, questions about workplace diversity, back office, front office, virtual assistant, artist career etc. the hiring process remains the same.