What’s the process of selecting employees? It’s the hiring team’s procedure with the applicant to provide them with all the necessary information to decide on the person to employ. It includes steps like the screening call, the interview in person, the background checks, and eventually, the job offer. This guide will show you everything you need to create a successful selection process for your business.
There’s no doubt that choosing a person for a position is more complex than it might appear. You can’t simply look at the list of applicants and then say, “Hmm, that person will do just fine.”
In reality, you must complete a variety of steps before you reach the last stage of the selection process for employees, beginning with the development of a hiring plan, writing an employment announcement and conducting interviews, to conducting background checks and then sending the letter of offer, in addition to additional steps.
If you’re a typical employer-employee, HR representative, or recruiter, You probably need help to go into the in-depth specifics of the selection process. It doesn’t matter if you’re looking to recruit an intern to work for your business or fill vacancies in your growing business, increase the size of a sales force, or expand the number of employees you have tenfold. There’s a solution you’ll need with a step-by-step process to follow when it comes to your recruitment and selection process to find that superstar candidate to join your team.
Here are eight steps to follow in the selection process to hire employees and the best way to follow each step. If you’re interested in particular employee selection steps, you can click the table of content below:
Application
The application stage of the process of selecting candidates is sometimes considered to be unimportant from the hiring perspective – you simply expect candidates to reply to the job advertisement. However, applications could and should be used as selection tools to help you classify applicants into qualified and unqualified.
How do you accomplish this? There are two ways to start with gamification and qualifying questions.
Qualifying questions
If you’re using software for creating your applications, then including qualifying questions at the beginning of the selection process is easy. It is possible to include up to three questions that are relevant to the job. Candidates must answer these questions to be eligible. For instance:
Write a brief description of your experience using Excel.
What is the difference between content media and journalism?
Are you able to work legally in the UK?
Sure of, these questions may be simple questions that require an incorrect answer, automatically disqualifying the applicant – something that could easily be achieved using software for recruitment. However, the automatic disqualification process should only be used for essential skills. For instance, if you’re searching for a designer with high-end experience, one of the questions that could be considered disqualifying would be, “Do you have 5+ years of design experience?”
Help applicants complete their applications.
Of course, you want applicants who begin filling out your forms to complete to submit their application. However, many applicants quit applications due to taking too long to fill them out or because they need to be more complicated. To prevent this from happening, there are a few ways to speed up this aspect of the process for selection:
Please limit the number of qualifying inquiries to the minimum, and ensure that they don’t need lengthy or complex answers.
Apply to any of your available positions to see if you’re in a place to identify any glitches in applications, obstacles, or long ones.
Make sure you test your application forms’ (and the careers section’s) mobile versions. Many applicants apply on mobile, and the mobile version must be able to work correctly.
To determine if there’s something wrong with your application forms, you can also monitor the abandonment rate of your applications. Ideally, you’d like it to be near zero. The higher the number, the more improvement the applications will require.
Gamification
It’s not an entirely new idea; however, with the advancement of technology, it’s now possible to use gamification techniques more effectively in your selection process. In the application phase, think about asking candidates with less experience or those transitioning from other backgrounds to participate in offline or online games.
The reason for this is that those who have just graduated or recently made an abrupt career shift have little relevant work knowledge to display on their resumes, although they could be a good candidate for the job. This is a problem when trying to assess candidates based on their applications. Utilizing gamified assessment techniques at this point, it is possible to shortlist the most candidates with potential. At the same time, your recruiting team has greater chances of interviewing just the most qualified candidates.
This allows you to diversify your applicant pool if many applicants with the necessary background originate from a specific segment or population.
Automate your tracking of applicants’ process
Get more done faster with an application that automates administration. From requisitions to offers letters Workable can automate processes and manual work.
Screening for resumes
After completing the application portion of the process to select employees, you’ve got a stack of CVs or resumes to sort through and select those that you think are appropriate for a call-in screening. What you’ll have to do is look through each resume one at a time, either manually or using software, and then identify the top candidates.
This is among the most common methods employees employ to advance candidates to the next level by identifying and removing those that don’t meet the criteria you’re seeking.
There are hundreds – in some instances, thousands of applicants for one job. There are a variety of ways to sort resumes:
Background
It’s a practical aspect of selecting a candidate; you’re looking for the qualifications that make a candidate suitable for the job you’re trying to fill. It is essential to determine whether they have the necessary academic background or professional skills, or both to complete the job.
For example:
If you’re searching for an accounting job and have a degree in accounting but need real working experience, you may be the right candidate for a junior-level job.
Suppose you’re seeking to fill an editorial director job. In that case, you need to be sure they’ve got the academic knowledge that proves their capability to think and edit as well as compose for assignments at school along with several years working in a high-intensity media environment that requires decision-making in a hurry.
It is important to adhere to these rules sparingly. Many qualified candidates might have a different experience than this job. Please find out how candidates who aren’t traditional can bring the same value in the same way as their conventional counterparts.
Resume Layout
The design of an applicant’s resume could be a clue to their qualifications to be considered for a job. The ability to organize and provide information concisely is demonstrated in this article.
Take a look at these examples of how a resume’s design can serve as an overview of a candidate’s abilities:
If you’re trying to fill the position of a job that requires creativity, for example, graphics or web design – your resume layout could be a strong gauge of the skills they can create.
Suppose you’re seeking to fill a sales role. In that case, the way the candidate presents their resume will help you determine if they or can draw your prospective client’s attention with pertinent, important information that will turn them into buyers.
If you’re searching for an advertising copywriter, The resume demonstrates the writer’s ability in a clear, concise, and engaging way.
Here are some creative ways to have a resume displayed.
On the other hand, it is also essential to look for the red flags on resumes suggesting that the candidate might not be the person they portray. For example, a summary could include prominent copy-and-pasted boilerplate text and dates that aren’t matched, misspelled words, typos, embellishments, or even obvious fiction (such as the school’s name that doesn’t come up in the results of a Google searches).
Cover letter
Similar to resumes, a candidate’s cover letter provides a glimpse of the person you are and what skills you will bring to the position. You’re looking for a tightly and intelligently written text that clearly explains the qualities they will offer to the job. Does the applicant:
Define their experience and skills in a way that is relevant to the job they’re applying for.
Make sure they know the company’s goals and objectives and what they can assist with.
Write in a professional, error-free fashion that shows the ability to communicate through email or other channels.
Intangibles
It may appear corny to list interests and hobbies on the resume, but they can be excellent indicators of the type of person applying for the job. For example:
“Running” indicates they’re a well-balanced and healthy person who can run 10Km and marathons regularly.
“Volunteering” shows they’re interested in the larger overall picture (i.e., your company’s mission and goals) and has the compassion that makes them an ideal team participant.
“Chess” indicates an ability to process complex information in a logarithmic or logical manner which is a crucial skill for any developer position.
Unconscious bias
Through every stage of the selection process for employees, it is essential to keep your unconscious biases at bay. Harvard’s Project Implicit is a great tool that can help you understand which preferences you have in your subconscious and the extent to which they’re a problem. Be aware of this when you go through resumes.
For instance, during the process of selection, look out for biases that could be present, such as the name of the person, their race, gender or age, class as well as their academic background. For example, simply because you have an MBA from a local school instead of Harvard does not mean you are less qualified for the job, and the quality of your MBA degree is less remarkable.
Suppose you’re like many hiring managers and employers who actively seek the D&I initiative. If you’re seeking to build an equal-sex workforce in a market that is dominated by one gender, consider these five steps on how you can achieve this successfully.
This selection process phase typically involves multiple hiring team members, such as the HR representative and the hiring manager, the recruiter, and occasionally even the direct reporting. Find out how you can work in a group within the same platform. This includes adding comments, scores, and other data to every application.
If this sounds like a lengthy process, you’re correct. There are a variety of AI tools available in Workable’s program that can help users to accelerate the process in the process of selection.
Screening Call
The screening call, also known as a telephone screen, is one of the first stages of hiring in which recruiters select candidates. The objective of this phone call is to determine if the applicant is keen on the job and (at the very least) minimum qualified to complete it effectively. So only the top candidates will be selected for the following more rigorous (and more costly) hiring process, which includes assessments and interviews in person and save your team time and money.
Set up the phone screen
The email you send out to candidates inviting them to make a screen phone call is vital because it could be the first time you communicate with the person you’re interviewing. This is also your chance to establish the tone for your relationship with the candidate and, perhaps, your future employees.
In this scenario, it is essential to be honest and confident and portrays professionalism. Thank the applicant for applying to your position and ask them for a chat with you to establish a rapport with them. Give them information regarding the situation. Keep it short.
Here’s a template that can get you started. Be sure to modify it to suit your company’s voice.
Make sure you are prepared
In the absence of being able to meet candidates face-to-face, communicate with them, or evaluate their body language, in addition to the problems of a few wrong signals or noise from the background, you may need help to make screening calls easy to navigate. The most important thing is to plan well: be aware of what you’re looking to find, the information you’d like to gather about every candidate and the details you’d prefer to share before beginning the screening process.
Make a list of your requirements
You probably already have the basic qualifications you’re seeking, so prepare a list of essential requirements you’d like to review in the screening process. They could be things like “must be able to start work within the month” or “they should want to relocate.” It could be helpful to think about some things you’re able to be flexible about – like, is it possible to switch a full-time job into part-time work or accept flexible time?
Examine the resumes of candidates
This is important due to two reasons: it’ll make it clear to applicants the seriousness of your application and also be able to identify any differences you could ask about. For instance, if candidates are missing a significant gap in their employment history, you should know why.
You must be able to answer basic inquiries
Candidates will be reviewing your business throughout the selection process as you will be reviewing them. To persuade an ideal candidate to take an assessment or attend an interview, you must present the job and your business convincingly. Make sure you are knowledgeable about the position and refresh your knowledge about your company’s mission.
Answer the correct questions
Your questions will reveal whether the candidate is suitable and enthusiastic about the job. Therefore, ensure to cover these two points during the interview (without getting into too much detail about the candidate’s abilities – save the questions for later hiring stages.) Here are some examples of questions:
When would you be able to begin if you were to be offered the position?
Would you be content traveling at 50?
What amount of money do you want to earn from this job?
What did you find the most fascinating within the job descriptions?
What do you like about our business?
Please tell me about the two-year gap on your resume
Why would you like to quit your job?
Ask questions and pay attention to the person you are interviewing. Examine whether their behavior is compatible with your company and if their answers are satisfactory. Check for responses that sound authentic or consistent with their applications or resumes.
Test of assessment
After you’ve scrutinized candidates and classified them into “promising,” “maybe,” and “disqualified” groups, you must look over the candidates who are still in the process and examine their capabilities to fulfill the position you’re trying to fill. These tests may take place in many different ways to determine the best candidate:
A live audition for an acting job or sales position where you ask the applicant to sell you a product or even a kitchen job where you ask them to cook something in a pinch.
An online or written test assesses aptitude and personality, intelligence, and so on.
A test of practical skills to assess a candidate’s speed of typing, data entry skills, and memory capacity, among others.
It is important to note that culture- and personality-based assessments are frequently debated regarding their relevance in determining the performance of candidates for the job they are applying for. Only some people are convinced that the Myers-Brigg examination test would be beneficial, for instance.
But, practical assessments can be helpful in assessing whether the candidate can complete the task as they’ve claimed during previous phases of the selection process.
Take a look at these assessment instruments that cover different areas of focus, including the ability to judge, aptitude, and coding. Learn more about Workable’s assessment tools and their integrations to optimally optimize this stage, along with a collection of “how-tos” for assessing a candidate’s skills for various jobs in a company. Evaluations may also be made gamified in the same way as previously.
Navigate to the evaluation stage with ease
The timing of the test is an important consideration. It is essential to allow candidates enough time to finish the test. For instance, give the candidates 3-5 business days to complete a quick test. Be sure to stick to the goals that you’d expect of them if they were employed for your business. Don’t expect them to complete a difficult task in just 24 hours. However, please don’t give them 20 days to complete the job.
Communication is crucial. Make clear to the candidates the purpose and scope of the test, so they are aware of why you’re conducting it. Do not let them believe you’re trying to get free work out of them.
In many cases, during this part of the process for selection, you’re not just looking at the candidate’s capability to complete the job at hand. You’re also considering how they express themselves before and during the test. It is also essential to consider how they approach the test, especially creative projects, such as in the design and development phase, which typically require coordination and planning.
A follow-up interview, which is separate from other interview sessions – devoted to this specific test can provide valuable information about how the candidates performed on the assignment and what they learned and insights from it.
It is essential to consider the numerous variables that go into an evaluation. More is needed to prove that a candidate passes the test with flying colors or seems to have infinite creative thinking. It’s all about how they’ve gotten to work; perhaps an aspiring developer hasn’t performed a test with perfection; however, they have demonstrated exceptional intangibles through those “good” questions they’ve asked you or their willingness to receive feedback the desire to improve and grow.
Perhaps an experienced designer needed to do more precisely what was required of them. However, they “bent the rules” a small amount and created an even better final product. And, what’s more, they spoke to you about their ideas before taking the plunge and executing it.
Interviewing in person
Now you’re deep into selecting candidates, having assessed candidates, screened them, analyzed their capabilities and abilities, and compiled a shortlist of the best candidates. Now is the time to meet with these promising candidates in person and decide who will be your next employee.
A successful interview can aid you in making better hiring choices since you’ll be able to evaluate the candidates’ abilities and potential objectively. However, there’s more to be done beyond the actual interview. It is essential to prepare yourself as well as the entire team of interviewers, to ensure you’re asking the correct questions. Mainly, you must plan:
A list of questions related to jobs that test how applicants can handle the responsibilities of their position. You may ask for a mixture of:
Questions specific to the role, designed to assess the candidate’s knowledge and experience
Soft skills test to find candidates who are not only pleasing on paper
Questions about situations, which will help you understand how candidates could handle different scenarios and situations that might occur in the workplace
Questions about behavior, which will help you know how the candidates have dealt with the challenges of their profession
Questions about cultural fit will allow you to select the candidates more likely to succeed within your workplace. For example, you might ask:
Queries on career goals to identify those whose goals in the workplace align with your plans for business
Questions about collaboration to determine the team members
Questions on adaptability to discover what kind of candidates can be more adaptable and make a smooth transition into the new job if they are hired
When you’ve got your set of interview questions in place (and ensure that you’re not asking illegal questions), You can invite applicants to your office or arrange an interview via video when hiring remotely. Here are some tips to help you plan your interviews with candidates more efficiently:
Interviews should be scheduled at least two or three business days before the interview
Indeed, if you’ve found the ideal candidate or are looking to complete an opening and want to accelerate the process. But, calling the candidates to invite them to meet at the same time or on the following day might send the wrong message and look desperate. In addition, they may be in a different job and need to change their schedule. They will also require some time to prepare for an interview (e.g., research your company, examine an in-depth look at the job description, and so on.)
Give candidates all the necessary details. This includes:
the exact date and timing that the candidate will be interviewed, while taking into account different time zones if you’re conducting interviews with remote candidates
The address for your workplace together with instructions on how to arrive there (or the steps to sign into the video platform, for instance, if you are conducting the need for a video interview)
the names and roles of interviewers.
the purpose that the meeting will take (e.g., “We’ll go over your assignment” or “You’ll meet with the CEO”)
The estimated length of the interview
In addition, provide any other information applicants might find helpful in their application, like the documents they must bring along (e.g., your I.D. to protect themselves or the portfolio they have) and where they could park their vehicle. It is possible to utilize the scheduling interview email template to make it easier for them to attend. You will need to change the dates and names each time you invite someone to your workplace; however, the basic information will remain the same.
Provide candidates with a few alternatives for their interview. Busy schedules and multiple interviewer’s interviews can complicate the scheduling process. To reduce time and prevent back-and-forth emails or double bookings, allow candidates to choose the most convenient date and time. You can email me and send out your available time (highlighting the three or four timeslots) or share your calendar using self-scheduling software.
Before the interview date, ensure that the interviewers are adequately prepared. If you have members of your hiring team who have very little or no experience hiring, consider conducting an informal interview. This will make them feel more at ease when conversing with the applicants.
This checklist will assist you in conducting more efficient interviews in the process of selecting candidates:
Make sure to stick to the questions for the interviews you’ve prepared. A brief conversation with applicants or questions irrelevant to the job might cause biased hiring decisions.
Make sure that all candidates are asked the same questions in a planned manner. This way, evaluating their answers and picking the most qualified candidates will be more straightforward.
Prepare yourself to answer questions from applicants as well; they’ll likely be interested in learning more about the company, the business’s goals, and the benefits for employees.
Examine the candidate’s profile (e.g., resume, assignment, prior communications) before meeting them. You’ll be able to refresh your memory and not ask questions about things they’ve already answered.
Send your hiring team feedback on the interview when the discussion ends. The most successful hiring decisions are based on collaboration.
Remember that a great interview won’t just aid in identifying deal breakers but also affect the overall experience for the candidate. Naturally, you will not choose every candidate you meet. However, if you show up to interviews with a plan to ask questions related to your job and show respect to applicants, even those you don’t like, you are likely to leave with an excellent image of your business.
Want to know more about organizing and enhancing your interviewing procedure? Check out our comprehensive guide here.
Background checks
Background checks assure you that the candidates you hire are trustworthy and won’t risk your business. For instance, employers can conduct pre-employment screenings to ensure that applicants have stated the truth on their resumes or that they don’t use illegal substances. In reality, there are a variety of background checks that include:
Criminal reports
Credit reports
Driving records
Reports on verification (e.g., identity and education, work background, Social Security number, national insurance number, etc.)
Drug tests for drugs
They are particularly beneficial in selecting where there’s a high chance of hiring someone unsuitable for the specific task. For example, you would not want sex offenders working in an elderly care facility or who have poor credit managing your company’s finances. Likewise, current drug users pose an enormous safety risk since machines and professional motorists with long criminal records for drunk driving would not be ideal candidates. So on and so forth.
Therefore, the need to conduct a pre-employment screening is crucial (you might conduct tests for background in various cases. However, there may not be the need to show them). If you’re planning to conduct background checks, make sure to:
Take into consideration the legal aspects of background checks.
The first is that background checks are required by law for specific fields or jobs based on where they are located. In some areas, working in substance abuse centers or daycare facilities requires a criminal background check. Make sure to know the regulations that govern background checks if needed.
Additionally, pre-employment tests are also governed by the law. In the U.S., you need to follow the guidelines set in the Equal Employment Opportunity Commission (EEOC) and the Fair Credit Reporting Act (FCRA). In the U.K., for instance. The U.K. is also governed by its own sets of rules concerning background checks. Your local law in the region also requires applicants to be able to provide an offer before requesting permission to conduct a background check.
Select a reliable and reputable background check company
There are two choices to conduct background checks: full-service providers and online DIY websites. DIY websites allow you to complete your investigation and are less expensive. However, some may need to comply with local laws, and using the sites to look up candidates can create legal risks.
Full-service providers, on the contrary, are generally legally compliant (though it is always best to inquire for proof of whether they’re) and will conduct an entire inquiry on your behalf of you. Choose a provider and compare their performance based on the quality of their services, costs, turnaround times, and the types of checks they can provide.
If you’re using recruitment software like Workable, you’ll be capable of accessing background checks through the system using an integrated provider, thereby cutting down on time.
Participate in discussions with candidates
The law in many states requires that you seek candidates’ permission before conducting checks as part of the hiring process. Therefore, you must inform them of conducting a background check on them. Then, you need to notify candidates that you intend to reject the application (adverse action notice) to allow them the opportunity to counter an untrue report. Candidates will undoubtedly have their concerns and doubts regarding the screening process. They might doubt your motives, view this as an intrusion on their personal information, or believe that you’re trying to find reasons to disqualify the applicants.
Be transparent about the purpose of background checks. If they’re required by law, mention if it’s your company’s policy to fill specific positions, and outline how you’ll deal with outcomes. For instance, inform this candidate that they’re among your top finalists (perhaps the sole finalist) and that you’re just trying to reaffirm your decision to employ them.
After you’ve placed an order for the test, you’ll want to stay in contact with your candidates while you’re waiting for the results (which could take a while).
For more information on how to handle awkward discussions about background checks during the selection process, check out our helpful tips of 8.
Interpret results correctly
There are several warning signs of a background check that you can spot following the test results. Some could justify immediate exclusion, for example, when you discover that an applicant for a position as an accountant was found guilty of embezzlement or fraud.
However, other outcomes might be less alarming. For instance, one candidate may have made up a lie about the place they attended school. One could conclude that lying is sufficient to be disqualified, but that’s not the norm. In such cases, it could be beneficial to discuss with a candidate and examine if they regret lying or if there was some reason for lying. The report could be incorrect, and it would be fair to listen to the candidate’s side of the information.
In this regard, it’s essential to realize that background checks for employment should be utilized as one of the selection tools. They need to decide the hiring process for you. Background screening should not be used to deny someone a job or decrease the number of candidates. Background screening is intended to strengthen the hiring decision and ensure that those chosen for a position are suited to work.
Checks for references
As you move through the selection process, seek references from your top candidates. This will give you feedback on their performance from people they’ve worked with, like former employees, managers, clients, and business partners.
It is possible to ask applicants to provide contact information from their former employers and colleagues. You can also contact people directly who you know used to collaborate with. If you’re seeking references for a candidate, start by sending your email for an introduction and tell them why you’re interested in the information. This way, you’ll be able to arrange a meeting to talk more in-depth about the matter.
During the reference check, you’ll:
Check what applicants have said to you (e.g., regarding their time of employment and previous responsibilities in the job)
Learn how applicants apply their abilities in the workplace
Recognize weaknesses and weaknesses, or lack of knowledge
Know how candidates behave within the workplace (e.g., whether they’re punctual, when they get feedback from their supervisors well, and so on.)
For objective and accurate information, it is essential to ask specific questions. Here are a few examples of questions you can ask when seeking references for potential candidates:
What time did [Candidate_name] start working in your firm, and what was their employment title?
What was the primary responsibility?
Did you mention two or three group projects the candidate was involved in? What was their contribution, and how did they interact with colleagues?
Is [Candidate_name] is able to assume an even more critical role? What are the reasons?
If given a chance If you had the opportunity, would you consider rehiring [Candidate_nameIf you had the chance, would you rehire [Candidate_name]
When you are requesting references, look for suspicious signs. It’s, for instance. It indicates good quality to find discrepancies between what a candidate said in the interview and what their previous employer has told you about their experience. Also, you should note any negative feedback you receive, which suggests that the candidates need to be more knowledgeable and trustworthy.
After considering everything you’ve learned from the selection process, including your personal assessment, references, and background checks, you’re now ready to make your final decision on hiring.
Job offer and decision
Congratulations! After a string of well-organized selection methods for attracting new employees, you’ve found the perfect employee. It’s time to let them know you’re granting them a position in your business. Offering a job is crucial; you’ll have your new employee at the office when done correctly. If you do not take note of something, you could lose a good candidate and need to begin the process of hiring and over.
Here are some suggestions to help you speed up the approval process for job offers:
Discuss terms of employment at the beginning of the process of selecting candidates. Salary, bonuses, and working hours can be factors that could be a deal-breaker, so it’s essential to determine if you agree with the candidates on these issues before offering them an opportunity to work.
Offer a non-formal oral offer. It’ll cost you time and effort if you don’t create a formal job offer letter before informing the applicants. It’s a good idea to first contact them to inform them of the good news and then get an idea of the likelihood that they’ll take or decline the offer. It is essential to allow the person you’re talking to to “think on it” so they don’t feel pressured or compelled to respond immediately.
Utilize a job offer template for your letter. Instead of writing an entirely new letter of a job offer by hand each time you offer a job, use an existing template and then add only the specific information (e.g., name of the candidate as well as job title, pay, and more.)
Learn more about our tutorial on composing a particular job application letter.
Consider using different templates per role or department. For instance, you can look at our job offer letter for sales and our application letter for developers.
Keep Finance, H.R., and the CEO informed. A job offer procedure usually involves:
- The submission of paperwork.
- Obtaining approvals.
- Doing other preparation tasks before welcoming an employee to your workplace.
The hiring process concludes with a flourish if a candidate accepts a job offer.
What’s next? You’re now ready to plan the arrival of your new employee. Please send an email welcoming them to make them feel welcome and prepare for their first day to ensure smooth onboarding. Before that, make sure you let them know that they did not get the job. Not only are they candidates for a different position in the future, but having a positive experience for candidates will be a blessing for your employer’s image.
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