Employer hiring checklist

Is your hiring process too slow?

Are you finding it challenging to hire top employees? You may be taking too long – and jobseekers do not wait around during a slow hiring process.

An efficient hiring process is the best way to secure the best candidate. Don’t risk losing your preferred candidate over hiring delays. Have a look at our practical tips for streamlining the hiring process and reducing the time it takes to hire, or contact us for help getting the right candidate for your team.

Stage 1: Write the job ad

Writing the job ad

Clearly define your hiring needs

Are you currently recruiting for a new staff member and wondering where to begin? To make the recruitment process as efficient as possible, you need to make sure your job ad is as effective as possible.

  • Determine if you need a contract, temporary or permanent hire and decide when you’ll need your new hire to start.
  • Make sure you have all the budgetary requirements approved for a new role to be created. Decide and agree on the salary range with internal stakeholders. Consult the Robert Half Salary Guide to find out common salary ranges for similar roles.
  • Identify all internal stakeholders who need to be involved in the hiring process – try to minimise the number of people involved.
  • Clearly define the job requirements and responsibilities and agree on them with all internal stakeholders – make a distinction between “need-to-have” and “nice-to-have” skills that can be further developed through professional development.
  • Promote the job ad via job boards, social media, company website, employee referrals and talk to a recruiter. You can increase your chances of quickly finding the right person for the job by getting outside expert help.
  • Be law abiding – have a solicitor review your hiring forms, policies and procedures.

Stage 2: Reviewing resumes

Reviewing resumes

Make a list of the top applications

If you're the hiring manager who has to whittle down that big pile of resumes, it's a task that can quickly become overwhelming and create delays during the recruitment process. So, how can you review resumes more efficiently and hasten up the process – without running the risk of missing or disqualifying star candidates?

Shortlist resumes while keeping the hiring criteria in mind. When reviewing resumes, find out if the candidate checks the following boxes:

  • Do they have the required qualifications/skills? 
  • Do they have the required experience? 
  • If they don’t have all the required skills and experience, does the applicant possess the “need-to-have” skills (with other “nice-to-have” skills potentially to be developed further through training)? 
  • Did the candidate apply with this job in mind? 

If the candidate ticks (most of) the boxes, add him/her to the shortlist. Take note of potential concerns to raise during the interview and make sure all internal stakeholders agree on the shortlisted candidates.

Stage 3: Conducting interviews

Conducting interviews

Set a clear time frame for interviews

As a hiring manager, it's easy to feel that there aren't enough hours in the day to meet every candidate who submitted a great resume. Conducting an effective job interview process however is key to securing the best talent.

  • Consider phone or Skype interviews to decide if you want to invite the jobseeker for an in-person interview.
  • Prepare key interview questions for all candidates while giving attention to every candidate’s resume – develop a mix of open-ended and behavioural job interview questions that require the candidate to respond to situations they’re likely to face on the job.
  • Conduct all in-person interviews the same day/over a couple of days, which will also ensure the candidates stay fresh in your mind.
  • Assess every candidate based on the same set of criteria, such as enthusiasm, body language, personality fit, etc.

Stage 4: Shortlisting candidates

Shortlisting candidates

Shortlist the best candidates

After you have completed all interviews, you'll have to make the tough decision of eliminating candidates in order to produce a final shortlist.

  • Assess candidates and make a shortlist based on competencies and cultural fit.
  • Consider the need for aptitude testing – is it necessary?
  • Don’t delay in checking references – make it a priority to call at least two of the candidate’s referees.
  • Don’t risk candidates becoming disheartened from not hearing from you – update candidates on the progress of their application throughout the process.

Stage 5: Final hiring decision

Making a final hiring decision

Decide who is the best fit for the role

Once you've finished interviewing jobseekers and made a shortlist of the best candidates, it's time to make a final hiring decision.

  • Be objective when evaluating top contenders.
  • Check your hiring criteria again to make sure your top choice matches the job requirements.
  • Make sure all internal stakeholders involved in the hiring process are in agreement.

Stage 6: Making a job offer

Making a job offer

Be quick to finalise the contract and extend an offer

You're satisfied that you've picked the right candidate, and now it's time to make it official with a job offer. Before you reach out, there are some things you'll want to have checked off your list so that the process goes as smoothly as possible.

  • Finalise the employment package, including salary, leave and start date. Don’t delay! Extend the offer as soon as you’ve made your choice.
  • Expect to negotiate – many candidates will counter the initial offer, so be prepared and have a maximum salary in mind.
  • Know when to move on – if a candidate is hesitant to accept your offer, it may be a hint they don’t want to work for your company after all.
  • Put it in writing – send your new hire their contract to confirm all necessary details.

Stage 7: Employee onboarding

Onboarding new employees

Welcome them to the team

As a hiring manager, you should strive to set up new employees for success from day one. The importance of effectively introducing and onboarding new employees into your organisation cannot be underestimated.

  • Keep in contact and formally welcome and introduce your new hire to the company.
  • Make sure you have an onboarding plan in place.

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