The Top Eight Steps for The Hiring Process

Steps for the Hiring Process That Result in Great Hires

Hiring candidates is a rewarding process when done strategically. However, there are certain step by step procedures the hiring manager must use to successfully source and hire potential employees. By following these steps for hiring processes, hiring managers can ensure a smooth flow.

Now that we’ve discussed why these steps are important, let’s jump into what they are! Read on to learn the 8 steps and how to apply them to your business.

Step 1: Analyze Your Need for Hiring

At some point, a growing company will need to hire more employees. As part one of our steps for the hiring process, it’s important to survey the company’s needs. The hiring manager should conduct a needs assessment. This provides a look into the type of talent you’re looking to acquire. Through the assessment, the hiring manager can pinpoint what positions may need to be created, or identify the available jobs.

A graphic that says "we are hiring" with other recruiting graphics surrounding it in a red circle

To identify the type of jobs available in the company, and the tasks, tools, and technologies used by the current workers and managers for the specific positions, the hiring manager can utilize various job analysis methods. These methods help to classify and define the necessary characteristics of the job. Additionally, this can help detail the best employee for the job to be done efficiently.

The hiring manager should use more than one method to collect data, and then analyze and record it. This would provide the most accurate description of the positions. This is also useful in determining the type of employee the company is looking to hire.

The Different Job Analysis Methods

The Critical Incidents Technique

This analysis identifies the effectual and ineffectual behaviors of employees who have been working on the job. The data collected identifies three key areas: the situation of the event in question, the behavioral action taken by the employee, and the consequences of the action taken.

Job Elements Method

This method is used as a brainstorming session between the workers and managers. The hiring manager can use the information collected to identify the specific characteristics of successful employees.

Interview Method

The hiring manager uses this method to conduct either a formal or an informal interview. The interview can be with a manager or employee who is an expert in the position they hold. This helps the hiring staff to understand what the essential aspects of the job are.

Task Inventory Approach

This method looks at over 50 to 200 duties assembled in various categories. The categories ideally showcase the actual performance of the job. The job description will pinpoint the most critical tasks required for the position. This allows the hiring manager to choose the best candidates for the positions.

This is one of the more intricate steps for the hiring process, but it certainly pays off! By using one or more methods listed above, hiring managers can analyze what positions are needed. From there, they’re able to source high-quality candidates who match the requirements of the job.  

Step 2: Identify the Staffing Philosophy of Your Company

It’s particularly important for any company to understand its staffing philosophy. This second part of the steps for the hiring process ensures a good cultural fit. Many companies, such as Google and Apple, hire employees who identify with the company’s mission, vision, and values in a positive way. Read Google’s mission to understand how this can help with their hiring process.

a white puzzle with a hand placing the final missing piece in the open space

Understanding your values is beneficial to a strategic staffing process. It helps the company pinpoint the number of employees required, the types of employees needed, and incentives that retain those employees. After the hiring team has identified what the company’s philosophy is and set its goals, it is time to create a forecast of the supply and demand for employment.

It’s vital to ask questions at this time. Think about the type of jobs the company needs, the growth of the company, and the capabilities required for the positions available. The hiring team should look at potential gaps that may arise during certain times where there may be a higher demand for employees. Also, identify the potential surplus of workers already hired into the company.

Based on the above forecast, the hiring team can create an action plan. The action plan includes how to source and attract the right candidates. The forecasting should ideally be done every six months as supply and demand shift. This is one of the on-going steps for the hiring process.

Step 3:  Post The Job Description

Once the hiring team has analyzed the various positions and the required tasks, it’s time to align that with the staffing philosophy. Begin by writing the job description with a brief introduction to the company. Next, add the type of characteristics the candidate may hold (such as degree requirements, the ability to multitask, etc.). Finally, list the duties they will perform on the job.

Including all of the above information helps with attracting the right candidates for the position.

Step 4: Recruiting Top Candidates For Your Positions

Your hiring team can utilize various sourcing and recruiting strategies. It’s a good idea for the company’s staffing team to create a recruitment plan to help them locate new hires. There are many ways to source prospective hires, such as local job fairs. As part of the steps for the hiring process, the staffing team can post jobs on multiple job search engines, such as Indeed.com and Recruiter.com. Another option is to use staffing services. They can also choose to attend various university events and set up booths to enlist college students.

Many companies also set up booths at conferences and other large events where potential candidates may be looking for work. Part of the strategy to find top candidates is to understand where they are located. Moreover, you need to know how these candidates find open positions. The hiring team should work on creating different sourcing strategies every few months. Lastly, analyze which recruiting strategies work best for your company.

Step 5: Interviewing Applicants

Now that the available positions are posted, and candidates have applied, it’s time to start the interviewing process. Interviews are essential for the selection of new hires because it allows the hiring manager and the candidate to learn about one another. There are different types of interview processes. The one you use depends on the type of position available.

The interviews can be structured by asking all applicants the same questions, and then rating the scores of each query against other candidates to see who may a better fit. Studies show that conducting structured interviews lead to the retention of high-quality candidates.

Unstructured Interviews

The hiring team can choose to interview applicants casually as well. This is known as an unstructured interview where you ask different questions of each applicant. These are mainly open-ended questions, such as “Where do you see yourself five years from now?” It can help the hiring manager to gauge the type of person the candidate is. The unstructured interview is the most used interview process. However, it’s not the best in finding out whether or not candidates will perform well at their job in comparison to structured interviews.

Legalities

There are, of course, legal issues hiring managers must be aware of when asking interview questions. First, the nature of your queries cannot be personal. Questions regarding one’s race, color, religion, and national origin are illegal and can place the company in trouble with the Equal Employment Opportunity Commission (EEOC).

You’ll also want to avoid questions about someone’s medical issues, disabilities, citizenship, and marital status because those kinds of inquiries are illegal. Hiring managers should ask questions pertaining to the job only, and maintain professionalism at all times. It is imperative that companies protect themselves.

Hiring managers should be aware that the interview process occurs both ways. In short, the interviewer and the interviewee are using this time to get to know one another at a professional level. Candidates may have questions about the job and the company. It’s essential that the hiring team is open to answering any questions a candidate may have.

Step 6: The Final Hiring Process

Once the interviews are complete, the company must decide who to hire from the pool of talent. The decisions should factor in any scores from the interview questions (if it was a structured interview), examination scores (if applicants were required to take exams), responses to questions, and other assessments. Typically, the hiring manager selects the applicant to hire after all other decisions.

The hiring manager must be aware of the laws surrounding the Fair Labor Standards Act (FLSA) and the Family Medical Leave Act (FMLA). They should also understand the Uniform Guidelines on Employee Selection Procedures (UGESP). The UGESP applies when there is an adverse impact during the hiring process due to tests candidates may have to take. The guidelines state that tests could create an adverse impact. Furthermore, it explains it’s best for the companies to eliminate adverse impacts or prove the tests are valid through validation studies.

It is also important to note that companies should think about diversity and inclusion when it comes to hiring top talent. Hiring managers must understand affirmative action under the EEOC. Many court rulings have covered the various issues under the EEOC, so, the hiring team should stay up to date with the latest rulings and hiring procedures.

Step 7: The Offer Presentation

Understandably, an essential fact about providing job offers – they must be lucrative. The presentation of the offer should persuade the potential hire to accept the job. If done correctly, there should be an eagerness from the candidate. At this point, your potential new hire should understand what the job itself will entail.

A man in a business suit pointing, with text in front of him that says, "we want you"

After following the steps for the hiring process, creating the job offer should consist of the pertinent job information. For example, include information like hours, salary, and whether the employee is exempt or nonexempt from receiving overtime pay. The proposal can list the type of benefits the new employee will receive, and other terms the company may have set in place for their workers.

The hiring manager and the new hire may conduct negotiations regarding salary, relocation (if the candidate is living in another city or state), training, career advancements, and benefits. Negotiations depend largely on what the company allows and is able to do. Once negotiations are on the table, the hiring manager can work with the company to see what they can provide for the new employee. When applicable, you can then create a new job offer with the new terms.

Finally, the applicant has the choice of accepting or rejecting the position. This is why it’s crucial to develop an enticing offer that the applicant would want to take immediately.

Step 8: Write an Employment Contract

After the applicant has accepted, both the hiring manager and the new employee must sign and date a written contract. The agreement should list the employee’s hire date and the terms and conditions of working with the company. Having a written contract provides documentation in case there are any future legal issues. An oral contract can become hearsay, and it will be the employee’s word against the company.

However, verbal agreements are contracts and must be conducted with extreme care. It is highly recommended for the hiring team to document everything throughout the entire hiring process. This protects the company from having to go to court in the future should anything occur.

Now Go Hire The Best For Your Company!

For any company looking to hire new candidates, it’s essential to have a strong staffing plan in place. If you follow the steps for the hiring process, sourcing candidates and hiring new employees is much easier. Assessing the needs of the company and developing job descriptions helps source the right candidates all the way through the recruiting, interviewing, and hiring process.

The hiring process takes time and effort, but it’s highly rewarding in the end. You’ll end up with the best applicants for the growth of the company.