If there is one thing most companies struggle with, that definitely is the lack of simple and consistent hiring process followed by one and all.
Have a doubt? Let’s look into the core of it once!
Nearly every company has a hiring process but only a few has an effective one. Companies with ineffective process implementations can be categorized into the following 3 kinds
1. Namesake Process: Hiring process is written on paper for the namesake. Recruiting team and hiring managers work together to the best of their ability to manage the hiring workload.
Such companies manage to get things done based on personal chemistry, continue to make similar mistakes again and again but never learn from their experience.
2. Inconsistent process: Hiring process is defined at requisition, department or location level. The recruiting team and hiring managers follow it to achieve their results, in a way that they think is most appropriate for that specific requirement.
Such companies have the best hiring experience for the hiring managers but have inconsistent results at the company level. There is no company level of learning that could be used for strategic planning.
3. Complex process: Hiring process is consistent and well defined at the company level. But, it is defined at such a granular level that the recruiting teams are exhausted in compliance alone.
Such companies manage to achieve best results only if the talent acquisition manager is disciplined enough to monitor and enforce process compliance. Operational reports are best in class but data being fed may not be reliable as the team doesn’t feel motivated to follow the complex process.
What kind of a company are you?
Well, it might be a reality that you fall among these 3 kinds mentioned above. Still, it is not very hard to move to a more modern, simpler and more consistent hiring process that requires less training, is intuitive and gets followed. Here’s how your process can look like.
No matter what industry or what size of a company you are, your simple hiring process should have 7 key stages. However, you can break each stage into multiple steps as you find suitable.
Ideally, this should have two steps inside it: Sourced and Incomplete Screening.
Every application that comes into your workflow should start at Sourced where it starts the time to hire clock!
Recruiters sort the applications by relevance and add filters that allow them to look at the most important applications. After sorting out the applications, they complete the screening calls. Once they complete the screening call with the applicant, they can move the application to technical assessments stage. But, if for some reason they couldn’t finish screening in one call, they could keep the applicant in “incomplete screening” step.
Time taken from sourced to completion of screening is “Time to Source” component of the overall Time to Hire metric. This is entirely in control of the recruiter.
2. Technical Assessment
Each company can have multiple steps inside this stage depending on their selection criteria. For example, if you hire a lot of junior folks, you may have an online assessment as a step before the actual interview by the panel. Even the interviews too, can be split into multiple rounds.
If you see from the recruiter’s perspective, this is a critical phase of the hiring process. This requires him/her to coordinate with the applicant as well as the recruiting panel. getting both of them together for an interview can be a bit hectic at times. Ask any recruiters about it!
When you have reached this stage already, it is very important to keep a track the number of rescheduled interviews. This can tell you more about precise bottlenecks. Additionally, it is also important to chase interviewers for interview feedback as they could get busier with their work and without their feedback you can’t move the application through the process. It will surely give you negative impact on Time to hire.
This time in the process is called as “Time to Assess”.
3. Management Assessment
This is generally a simpler step as it doesn’t need to have multiple rounds. You send only technically shortlisted candidates who fit the management’s view. The only challenge here you may face will be the availability of management panel but if you plan it in advance, it should be straightforward.
This time in the process is called as “Time to Select”.
4. HR Assessment
Once the applicant has been selected for technical and soft skills, the application is back in your court. You may want to interview the applicant to make sure that he/she is a culture fit to avoid post hire HR issues. Also, you will not want to hire someone who might become an early attrition.
Once you are happy with the HR interview, you could complete the salary negotiation part and initiate the offer approval process.
This time in the process is called as “Time to Offer”.
Now that you are done with the offer negotiation part, it’s time to prepare an offer letter, do the salary breakup calculations and release the offer. Then follow up with the applicant to ensure if he has received the offer letter and is happy with the details. Get the offer letter accepted by the applicant is a must.
With that in control, the applicant goes ahead and resigns from his current company. You need to work with him in this period, while he is serving the notice period. You need to collect necessary documents to process background checks afterwards and also initiate the on-boarding process with HR operations team.
This part of the hiring process is called as “Time to Join”.
So the doomsday has finally arrived! The applicant joins your organization on the joining day and you complete the formalities at reception, take him to his reporting manager and handover to HR operations team for induction.
This marks the end of the hiring process. This phase in the process is called “Time to Hire”.
Wait! We are not finished yet.
Well, not everyone who applies is a good fit, are they. It is not only important to drop them from the process as we find them to be unfit for the requisition, it is equally important to see that they are categorized into rejection reasons that are appropriate so that we can learn from such rejections when we source next set of candidates.
The primary advantage of a process which follows the steps mentioned above is that you get a simple and consistent process. You also get to personalize it to suit your company needs. And the great thing about such a process is that you get two key benefits:
1. Opportunity to debottleneck process
If you have a good ATS implemented already that recruiters love to use, you are all sorted! You will not have a challenge in looking at the bottlenecks in the process. It will tell you how applications are moving through your 7 key stages and where exactly they are getting stuck. If you continue to study this movement through conversion ratios at each stage, you will get to know your bottlenecks and will be able to set yourself on a path of continuous improvement.
2. Deeper understanding of time to hire
As we have seen above, each step has a key stage owner. Hence, if we can track the metric of “time to move” through the process, the best in class time to hire will not be that hard to achieve!
Does it still seem very
tough to execute a simple and consistent hiring process? We don’t think so!
Apart from the above mentioned points, you can always look for the insights by other recruiters, sources, locations, organizations, units etc. You might not reach that level immediately, but atleast you will get into the easy adoption of this process. Therefore, you will be able to be a part of a learning process that leads to continuous improvement!!