In a competitive market, you want to be sure you hire a superior team. Using a checklist when hiring employees will help you systematize your hiring process, keep track of your recruiting efforts, and allow for fair and consistent hiring practices.
Here is the hiring checklist that will help you communicate the recruiting and hiring process and progress to the hiring manager.
1. Develop the Job Description
Develop and prioritize the key requirements needed for the position and the special qualifications, traits, characteristics, and experience you seek in a candidate. Make sure to include soft skills required as well. Do not copy other job descriptions. You want to set youself apart from the competition. One way to do this is to think about the candidate and what is important to them. If you were them, what would you want to see in that description?What can you offer that your competitor can't or won't?
2. Budget and Look Internally
Once you develop your job description and qualifications, determine the salary range and decide whether the department can afford to hire an employee to fill the position.
It's best to look internally first because the chances are high that there is someone qualified working at the company. If your company has a bulletin board in the lunchroom, post it there.
If you anticipate having difficulty finding a qualified internal candidate for the position, send a company-wide email to notify staff that you're looking for someone to fill a position. Be sure to state in the notices that you will be advertising the position externally on a certain date.
3. Schedule Internal Interviews
Schedule an interview for internal candidates with the hiring supervisor, their manager and HR. It's important to let candidates know how long you anticipate the process taking.
Each interviewer should have a role in the interview process. Some parts you might assign are assessing a candidate's cultural fit, technical qualifications, customer responsiveness or knowledge. The interviewers should fill out a Job Candidate Evaluation Form after each interview.
If an internal candidate is selected for the position, make a written job offer that includes the new job description and salary. Agree on a transition timeline with the internal candidate’s current manager.
If you've hired internally, it's likely there is another internal opening—you'll need to begin looking for candidates again.
4. Provide Feedback to Internal Applicants
If no internal candidates are selected for the position, clearly communicate with the applicants that they were not selected.
Whenever possible, provide feedback that will help the employee continue to develop their skill and qualifications. Use this feedback as an opportunity to help the employee continue to grow their career.
5. Look For External Candidates
If no qualified internal candidates apply, extend the search to external candidates. Develop a candidate pool of diverse applicants by spreading information about the job throughout your network and industry. See if you can recruit some employees to use their social media and real-world network of friends and associates to assist you.
Recruit online, and post the classified ad on job boards and related websites—don't forget the company careers web-page. You can also post the position on professional association websites. University career centers and careers fairs.
Don't have the time to recruit? leave it to the professionals. Hire a recruiter that knows your industry, has a large network and recruiters who understand the position you are recruiting for. These are all good resources for finding talent.
6. Develop an Applicant Database
Hopefully, you've developed a pool of candidates through your recruiting efforts. Whether you have created a candidate pool in advance of the job opening or are searching for an employee from scratch, a qualified pool of candidates is crucial.
Online social media sites such as Facebook and LinkedIn are excellent for finding new talent.
7. Create a Shortlist
Once you have selected several applicants for the position, screen cover letters, resumes, and applications; then compare them against your criteria.
Create a shortlist of applicants after the hiring manager and Human Resources staff review the applications they have received. Phone screen the shortlist of candidates whose credentials look like a good fit for the position.
8. Schedule First Interviews
Schedule qualified candidates whose salary needs you can afford for a first interview. This interview can either be in-person or on the phone. In all cases, tell the candidates the timeline you anticipate the interview process will take.
9. Schedule Second Interviews
Second interviews should have different interviewers than the first interview. They should only be people who have an impact on the hiring decision.
Make sure to brief the interviewers on who they will be interviewing and why. If you have any concerns about the candidate, now is a good time to dig a bit deeper.
10. Determine Your Finalists
Once you identify your finalists, HR should check their credentials, references, do a background check and verify other documents i.e. OMVIC license. This may take some time to gather so make sure that you keep your finalist warm throughout. If this process takes too long you may risk losing them to another employer.
11. Initiate Talks With the Candidate
Once HR and the hiring supervisor agree on a candidate, make an offer with the. Talk informally with the candidate about their interest in the job at the offered salary and conditions.
12.Prepare an Offer Letter
A reasonable negotiation is expected; if a candidate insists on unreasonable compensation or benefits, you should select a new candidate. Depending on how negotiations go, this will tell you a lot of the candidate.
Once an agreement is reached, HR should prepare a written position offer letter. The letter should also state and formalize the salary, reporting relationship, supervising relationships start date and any other benefits or commitments negotiated during the process.
The candidate should sign and receive copies of the offer letter, job description, and the Company Non-Compete or Confidentiality Agreement as part of their hiring packet.
13. Communicate First Day Expectations
It can make many people nervous, anxious and excited to start a new job. They will have all sorts of questions prior to their first day. It's important to welcome your new hires with ease and make them feel welcome. It's a good idea to put together a new employee checklist so that they have everything they need for their first day. An email prior to their start date is essential so that they know what to expect and are more prepared. Things like where to park on arrival, who to ask for and any documents they will need to bring in for their first day. Remeber, it's just as important for you to make a good impression on them.