5 Tips to Improve the Hiring Process

Does the hiring process stress you out? You are not alone. Business owners everywhere struggle with this time-consuming process. And if you get it wrong, it can be very costly! Turnover in the workplace takes a bite out of the finances of every business when they do not have solid hiring practices. No wonder the hiring process is so stressful, right!

We’re sharing 5 pro tips to improve the hiring process.

Create an Accurate Job Description

This is an area where it often goes badly. An inaccurate job description won’t attract the right candidates and it will result in fewer candidates. This makes the hiring process slow down considerably. The job description should not be a wish list including details not relevant to the actual job. Include as many of the duties and responsibilities of the job as possible. Leaving things out or stuffing the job description full of unrealistic expectations could result in missing an excellent candidate.

The job description must contain the applicable skill set required to fulfill the job, and what education the job requires to be a viable candidate. And don’t forget to note if job training will be included.

BONUS TIP: Did you know the job description (if done well) can also be used as a guide for the interview process and a checklist for the job performance evaluation?

Collect & Screen Resumes Efficiently

If you’re like most small businesses, you’re doing the resume collection using a site that doesn’t really lend itself to being helpful. You’re stuck sifting through tons of resumes that do not come close to being qualified. This gets tedious and time-consuming and can feel like the work of a detective. That is why clients hire us for our recruiting services. We save tons of time and headaches.

 If you’re still doing this yourself, start by pulling out the resumes of the candidates that have the required credentials and/or the equivalent in experience. Then sort again, looking for the specific skill set you’re looking for. Consider that individuals who possess some leadership abilities or have worked in a role that requires good communication will shorten the learning curve and assimilate into the company culture faster.

Keep the Interview to a Structured Format

Now that you’ve narrowed the candidates down to the best ones for the job, it’s time to schedule and perform interviews.

The interview is not a time go que sera, sera. A structured interview often leads to better results for both the interviewer and the interviewee. Start by introducing yourself. Engage in a few minutes of light-hearted small talk to put the candidate at ease (and it will help you relax too).

Begin gathering or reviewing information about the candidate as it relates to credentials and job experience. This is a good place to use the job description as your guide, in conjunction with the candidate’s application and/or resume. Don’t forget to ask the candidate if they have questions for you.

Wrap up by setting expectations about potential next steps. It’s helpful to let them know if they’ll be another interview or a timeframe within which you expect to make your decision.

Know the Law Regarding Background or Reference Checks

Now that you have narrowed your candidates down to your top one or two, it is time to do the background and/or reference check. The objective is to verify their former employment experience and confirm the candidate's knowledge and skills. While there is no federal law against companies sharing what it was like to work with a candidate, many companies have a "no reference" policy to reduce the risk of liability for discrimination and/or defamation.

The federal law actually pertains to the former employer illegally giving a negative or false employment reference (or refuse to give a reference) because of a person's race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, age (40 or older), disability, or genetic information.

Some of the questions you might ask if you get a member of HR to be responsive during your reference check might be, was the candidate late or absent often, or did the candidate have any issues with job performance, or ability to work in a team. You might also confirm salary, any promotions, or disciplinary actions, and if they know the reason the candidate left the company.

If you get stonewalled, alternatives to a formal reference check would be to ask the candidate for a performance review from former employment, or if employees at a former place of employment are willing to share what it was like to work with the candidate.

Make a Proper Job Offer

You have selected a candidate. Now it is time to move quickly. You do not want that gem to get away. It is best to make a phone call or do a video call to make it even more personable. Be sure to express your excitement. After all, you want to get a yes! To demonstrate you are sincere, it’s a good idea to provide reasons why you want to move forward. Don’t forget to share the pay information, and include benefits, or PTO or other perks.

Ask for a response by saying, ‘how does this sound to you’ as opposed to a yes or no question. This allows the candidate to express their thoughts about the offer, so you know where they stand. If there is not an immediate acceptance or decline, provide a timeframe within which the decision must be made. Ask if the candidate has any questions and set up a time to begin onboarding if their response was favorable. Let them know a formal, written offer will follow and the method by which it will be delivered.

Summary

The US Department of Labor, Bureau of Labor Statistics reports 4 million people quit their jobs in February of 2023.  It’s no wonder the hiring process can be daunting. Good talent can be hard to find, and clearly hard to keep. We are here to help with your hiring process. Contact us at your convenience.