Hiring Process Basics
Even during these challenging times, it is still a competitive market regarding finding the best candidates and maintaining a top quality workforce. As companies have had to retool and rebuild their workforce, and having a solid hiring process in place is critical.
Having to adapt to the changing environment created by COVID-19 may create some changes to traditional hiring practices. How you interview, screen and onboard new hires may be different during a pandemic. However, it is important to follow basic steps to ensure your firm hires the best candidate(s), avoids discriminatory practices and maintains compliance with state and federally mandated guidelines.
Follow a Checklist
It is critical that those tasked with hiring be on the same page and follow the recommended steps set by the company to ensure consistency in the process. A step missed or deemed unimportant can create potential problems. Best to stay the course. Using a checklist when hiring employees will help you systematize and track your recruiting process and allow for fair and consistent hiring practices.
The following checklist contains basic recommended steps to assist that your efforts are the most successful:
- Obtain input from management and Human Resources to determine the need for a new or replacement position.
- Review the absolute need to hire by scrutinizing processes, eliminating unnecessary work, and current division of workload.
- Receive approval from all involved regarding the hiring need(s).
- With the assistance of Human Resources, develop the essential functions of the position and the key requirements needed of the individual who would best fill the position.
- Have Human Resources craft the verbiage for the posting and choose which website(s) will provide the best results. Screen resultant resumes for potential candidate interviews.
- With Human Resources assistance, develop the job description for the position.
- Determine the salary range for the position.
- Post the position externally and internally on the job opportunities bulletin board in your lunchroom and on your company intranet. If you anticipate having difficulty finding a qualified internal candidate for the position, then state in the posting that you are advertising the position externally at the same time.
- Send an all-company email to notify staff that a position has been posted and that you are hiring employees.
- Have candidates complete employment application; may also submit resume.
- Schedule and hold the interviews with each interviewer clear about their role in the interview process. (Cultural fit, technical qualifications, customer responsiveness, and knowledge are several of the screening responsibilities you may want your interviewers to assume.)
- Interviewers should adhere to the following guidelines:
- Avoid leading questions;
- Look for behavioral examples from the past to help predict future performance;
- “Can you tell me about a time when you…”
- Ask open-ended questions.
- Allow silence;
- More listening, less speaking.
- Interviewers should be prepared to provide feedback and notes concerning each candidate.
- Meet to determine which (if any) candidates to invite back for a second interview.
- Determine the appropriate people participating in the second round of interviews. This may include potential coworkers, customers, the hiring supervisor, the hiring supervisor’s manager, and Human Resources. Only include people who will have an impact on the hiring decision.
- Schedule the additional interviews.
- Have candidates participate in any testing you may require for the position.
- Receive feedback from those interviewers participating in the second round of interviews.
- Candidates are evaluated; top candidate is selected;
- No hire is much better than a bad hire!
- Provisional offer letter generated.
- The candidate signs the offer letter to accept the job or refuses the position.
- All pre-employment screening completed once a bona-fide offer of employment is made.
Welcoming a New Employee
Now that you have selected the best candidate, you want to ensure that you provide the best opportunity for them to integrate into your company.
As with the hiring process, important to have a checklist.
The following onboarding steps will help you create a successful beginning:
- First impressions are the most important. The first day should not be consumed by paperwork and reviewing policies. Make the day fun with focus on the company culture and the essence of Team.
- Talk about your “open door” approach and the desire for input and feedback.
- Make co-worker introductions and provide insight as to their roles.
- Ensure that goals and work expectations are clear and answer any questions they may have.
- Discuss training schedules and provide the necessary tools to allow for immediate productivity.
- Allow time for the new employee to meet with Human Resources on the first day to ask questions about benefits, policies, and compensation.
- Have the new employee partner with a mentor, an experienced employee, to job shadow for a period of time. Doing so allows the new hire to understand how your company operates.
- Lastly, schedule lunch on the first day with the new employee’s coworkers, the employee’s boss, and the mentor. The goal is have the new hire meet as many new coworkers from across the organization as possible. Make the new hire feel welcomed!
As businesses begin to ramp up as the economy begins to restart, employers will need to increase their workforce. Have a game plan for successful onboarding.
It is important that your onboarding plans create a favorable first impression with the new employee. This first impression will set the course for a long standing and mutually beneficial relationship.
Also, be sure to evaluate your hiring practices to adapt to the “new” environment and comply with applicable federal, state, and local laws and regulations.
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