Hiring with its many rules and regulations is a complex process. If you want to expand your small business team, you need a number of clear steps and tools to help you find the right candidate for the next job. A solid and consistent process can also help you comply with legal requirements. This is why it is so important to outline a hiring process before you start. For those thinking about hiring their first new employee or company who just want to improve their recruiting process, read the guide below. <! – ->
What is a hiring process?
A hiring process is a consistent set of steps that a company takes to attract applicants, screen candidates, and ultimately attract new team members. The exact process you use may vary slightly depending on the job vacancy and the role you are hiring for. However, a basic list of steps will help companies avoid bias and discrimination when expanding their teams, while finding the most qualified candidates for each position.
Hiring Process Steps
Every hiring process for small businesses should look a little different depending on their specific needs. However, there are some basic steps many companies use to find their candidates. Consider the following list for your own hiring process. Then customize them to create your own process tailored to your needs.
1. Determine the need for recruitment
<! – -> The hiring process generally begins when a manager realizes that he has a role to fill. This can be due to expansion, the exit of an existing employee or the need for specialist knowledge in a certain area. This step is important because each hiring and the related job should serve a specific purpose in your company. Otherwise, only consume resources without an end goal in mind. To be really specific with this step, think about the job title and the tasks that best serve your company. You can either do this step as a business owner or delegate to the head of the department.
2. Create detailed job description
Then it is time to write down all the specific tasks and characteristics of the position. Specify roles, responsibilities, and skills that potential candidates must have. Work with the department head and other team members who work closely with that person. This should give you a good starting point to share the opportunity with interested parties.
3. Create job advertisement and post in suitable places
Not every location is suitable for every job, but you should have a standard list of locations where you post available vacancies. For example, you can use your local classifieds for basic administrative positions that need to be done in your office. However, if you need to fill a more specialized position, consider a construction site that is tailored to that industry or specialty. Use your job description to create an ad that clearly outlines the skills and qualities you are looking for and notifies candidates of the application.
4. Check and sort applications
Once applications are received, it's time to filter out the candidates you want to consider during the rest of the hiring process. Include a checklist of the things you're looking for in each application. For example, you can look for key qualifications, an error-free cover letter and candidates who are enthusiastic about the job on your CV. Let the head of this department assist you in selecting the most qualified candidates for special positions. Because they are probably more familiar with the relevant terms and language that qualified applicants would use.
5. Go through the interview process
You can then filter through a list of qualified applicants by speaking directly to each of the applicants. If you are considering many people, your HR manager can conduct telephone interviews. It is used to determine who suits you best before everyone has to come to the office for a long personal conversation. <! – ->
Once you have found your top candidates, you, your HR manager and / or the department manager can meet with them in person or use video chat for remote positions. Discuss specific situations that you may encounter while performing your tasks to determine who is best suited to the task at hand. In the case of special positions, the interview process can include several rounds of sessions. You can also include aptitude tests, pattern writing, or other qualifying activities to separate the best candidates. This will help you check the best employee for the job offer.
During the application process, you can also ask applicants to agree to background tests and submit references. If you have one or two top candidates in mind, run these background and reference checks to ensure that they support the applicant's claims. Many small businesses outsource background checks, but you can probably do the reference checks yourself or with your human resource manager. However, if the job offer relates to a sensitive position, you need to make sure that you have the right employee. Perform your due diligence when it comes to background checks for these positions.
7. Make a job offer and negotiate
<! – -> If you are familiar with a candidate, it is time to contact them and submit an official job offer. This can start as a standard offer that you have created for the position. However, they may want to negotiate some details such as their specific salary and employee benefits.
Once you've selected your new employee, it's time to complete the hiring process and prepare them for their new role. Your HR manager should first have each new employee fill out the required forms such as W-4 and I-9. Then it's time to train them for their new job. In some cases, your new employee may have video or virtual classes available. You should also assign them to a mentor or department head who can explain the procedures and answer your questions.
Further reading: Recruitment and recruitment tactics
Some of your hiring processes can benefit from automation. Technical tools are available to help you save time and make better decisions. From creating applications to looking for screening tools that will keep your company compliant throughout the recruitment process, here are some HR tools you can use to find your next employee.
Zoho People integrates a variety of HR processes into a central dashboard. When it comes to the hiring process, you can use it to evaluate your current employees and departments to find areas of need. Then you can create onboarding processes to bring new employees up to date as quickly as possible.
BambooHR is a tool specially developed for SMEs. The software offers functions for everything from onboarding to time recording. When it comes to the targeted hiring of new employees, BambooHR offers an applicant tracking system that assesses the conformity of each applicant with both the position and the corporate culture. There is also a mobile recruitment app for companies who want to create a recruitment process from anywhere.
HRdirect offers a wide range of solutions for companies, from on-the-job training to employee recognition. For those in the recruitment process, HRdirect offers application forms that companies can use to help them comply with guidelines, templates for job guidelines, proficiency tests, and tools for adding new employees to the team.
For more options see: 7 examples of HR software for your small business
Frequently asked questions about the hiring process
We answer the most frequently asked questions that entrepreneurs have about their hiring process below.
Are there employment laws I should know about?
Yes, small businesses in the United States should familiarize themselves with the laws of the Equal Employment Opportunity Commission (EEOC) and the ADA hiring guidelines. Some states also have their own rules and regulations that go beyond that. For security reasons, therefore, inform yourself about the rules on which your company is based.
The EEOC enforces federal laws that make it illegal to discriminate against information or candidates or employees based on various factors such as race, religion, gender identity, sexual orientation, national origin, age, disability, pregnancy, genetics previous complaints or complaints about discrimination.
The ADA contains a large number of regulations that prohibit companies or organizations from discriminating against candidates or employees with disabilities. It also requires those with physical locations to make their facilities accessible.
With these provisions in mind, you can create applications, customize interview questions, and control your hiring process while ensuring that you include all candidates.
For more information, please visit:
How can I adjust more integratively?
Diversity is more than just a buzzword for companies. Companies with gender-specific teams are more likely to outperform 21 percent than others. Companies with ethnically diverse teams are 33% more likely to outdo others. If you involve team members from different walks of life, you need to add new voices to the conversation. Your team may be more likely to look at things creatively and develop solutions that work for your target audience.
When you want to hire a job, the hiring of different candidates begins with your job description and hiring process. When designing your pitch, make it clear that you welcome candidates of all ages and backgrounds. Then publish your job offers in locations that reach a diverse audience. If you rely on external agencies for your recruitment process, discuss your diversity goals with them. And make sure you use outlets that don't always reach the same pool of candidates. In addition, your job offer should be fairly standardized for each candidate. Do not change the numbers or details based on an applicant's personal information or anything that is not related to their experience and work performance.
Finally, the creation of an open and inclusive corporate culture is a must. If a new employee feels undesirable, they may be less likely to stay with them. This can also damage your company's reputation with future candidates. This can be a lengthy process. But work with your team to ensure that everyone feels comfortable and gives people the same opportunities to develop and share ideas within your organization.
For tips on setting diversity, see: Best Practices for Inclusive Settings
How long does the hiring process take?
The exact timeline depends on the position you are setting for. Some things, like background checks and multiple interview rounds, take time. However, sometimes you can customize the hiring process to suit your needs. For example, if you know an employee is leaving in two weeks, you can set a deadline and ensure that your hiring manager and the rest of the team act as quickly as possible to fill that position to avoid downtime. Simply set a deadline for each step in the process. And make sure that candidates and relevant stakeholders in your company know this data.
Who should be on the hiring team?
The process begins with your hiring manager, who should be the person who requests a new employee to take on a specific role. Then you have the interviewers, which should also include the people with whom the new employee works and / or who is supervised. Finally, there is the HR role, which can include one or more people who handle the recruitment process. This includes the first pass interview, the administration of the required documents and the involvement of your new employee. In some small businesses, one person can have multiple roles. Those with larger teams may want to involve multiple stakeholders in the recruitment process to ensure that they involve candidates with the most relevant skills and experience.