Although someone presents well in an interview, it doesn’t mean they are right for the job. This is why your recruitment process structure is so important.
Ensuring you get the right person for the right job every time saves people’s time and money, and a lot of stress and distress for everyone involved. Even if they present well, or are great to chat to in an interview, it doesn’t necessarily mean they have the skills or experience necessary for a given role. This is where your recruitment process structure comes is.
Your recruitment process structure will keep you on track and make sure you thoroughly and accurately assess each applicant’s suitability for the role before making a hiring decision.
How you set up this process structure is entirely up to you. It may be a simple checklist, a process or flowchart, or even a JDF (job definition format). It’s worthwhile to have a template of sorts to work from until you develop something that works and produces the best results.
The Recruitment Process Structure
Roles and responsibilities
First and foremost, define and be really clear about the roles and responsibilities of the job.
Write them down, and spend some time ensuring they are clear, and relevant. You need to go into a bit more depth than just vague references to using certain software or completing certain tasks. Get clear on all the duties the job entails. Writing it down helps you become more clear on what the job actually entails and what it is responsible for. This is especially important if you are introducing a whole new position into your team or organisation.
This gives clarity on what the role actually is, but it also helps you with the next phase; selection criteria.
These are the skills and attributes that are critical to the job that the successful applicant MUST have. They are the things you should be looking for when you assess a candidate’s suitability for the role. They are the standards you measure each candidate against, and what will help you distinguish one candidate’s claims against another’s.
Without selection criteria, you might end up with someone who’s nice to chat to, who has some relative skills and experience, but won’t be able to undertake the full responsibilities of the role as you want.
Work out which skills and attributes a candidate must have, and which are less essential, but helpful for the role. For example, there is not much point saying they need experience with lion taming if it isn’t critical to the role. By the same token, if knowing the ins and outs of MS Project is part of the role, then it is important to list it.
This makes the job very clear in in your mind and assists you during the interview process. It ensures that you are fair and consistent in your assessment of candidates because you are assessing all applicants in a structured way against set criteria aligned with the role you want them to fulfil.
Because you’re clear on the roles and responsibilities of the position, you will be better able to determine how well the candidate understands the job and its requirements, and how well suited they are to the role.
As you’re working you’re working through the process, you’ll be more easily able to cross-check candidates against the critical and not-so-critical criteria. Some may be able to talk the talk, but getting to the nuts and bolts of experience and skills needed will help weed out those who are all talk.
It also helps you to better explain or answer any questions they may have in relation to the job.
The final essential element of the process is doing due diligence. When a candidate is trying to win a position, it’s not unusual that they embellish their experience a little. You must undertake the referee check, not only to confirm that what you’ve been told is accurate, but it also allows you to do another cross-check of the candidate’s claims against your list of criteria.
Ultimately, having a sound recruitment process structure in place enables you to find the right person. It also gives rigour to your process, and increases the chances of hiring someone who can not only do the job well, but will also contribute effectively and become a valued member of your team.
What is your recruitment process structure like? Let me know in the comments!
Director, Your HR on Tap
Your HR on Tap is a pay as you go HR advice and support service – get support as you need it, when you need it, how you need it!
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