Hiring Process
1. Identify hiring need
Before a position can be filled, it must be identified as available. Positions are either newly formed or recently
vacated. In either case, the hiring staff should meet to generate a prioritized list of job requirements including
special qualifications, characteristics, and experience wanted from a candidate.
2. Plan
It’s important that all those involved in the hiring decision agree to the hiring process, steps, and
communication channels to be used. The plan should include a timeline, recruitment plan, criteria for initial
candidate screening, selection committee, interview questions, and instructions for taking notes.
3. Create a job description
The agreed-upon job requirements form the basis for the job description. Other necessary information includes
essential functions to be performed in the role and the advantages of working for the company (i.e., workplace
environment, compensation and benefits, perks, etc.).
4. Post and promote job openings
The job listing should be advertised internally so current employees can apply and make referrals. Other
avenues for promotion are the company’s website, online job boards, social media, job fairs, and industry
publications.
5. Recruiting
Beyond passive recruitment via job posts, the hiring staff should seek out qualified candidates via LinkedIn,
social media, and industry events. This will ensure that some applications from potential candidates who are
not actively searching for new jobs but who may be perfect for the role are received.
6. Applicant screening
As job applications arrive by email or via an applicant tracking system (ATS), the hiring staff reviews
résumés/CVs and cover letters based on the criteria established in the planning step. Unqualified candidates’
applications are withdrawn from the applicant pool. Qualified candidates are informed of next steps beginning
with a screening interview.
7. Screening interview
Initial interviews with applicants are typically phone calls with HR representatives. These interviews determine
if applicants have the qualifications needed to do the job and serve to further narrow the pool of candidates.
HR may also explain the interviewing process during this step.
8. Interviews
Depending on the size of the selection committee, several interviews are scheduled for each candidate.
Early interviews are typically in-person, one-on-one interviews with applicants and the hiring
manager and focus on applicants’ experience, skills, work history, and availability.
Additional meetings with management, staff, executives, and other members of the organization can be
one-on-one or panel interviews, formal or relaxed, on-site, off-site, or online (Skype, Google Hangouts).
These interviews are more in-depth; in some organizations, each interviewer focuses on a specific
subject or aspect of the job being filled to avoid overlap between interviews and to discover more about
the applicants.
Final interviews might be conducted by the company’s senior leadership or an interviewer from a
previous round of interviews. These latter-stage interviews are generally extended to a very small pool
of top candidates.
9. Applicant talent assessment
Before, during, or after interviews, hiring staff often assign applicants one or more standardized tests to assess
personality type, talent (also called pre-employment tests), physical suitability for the job, cognition (reasoning,
memory, perceptual speed and accuracy, math, and reading comprehension), and/or emotional intelligence.
Some organizations also require applicants to take tests or complete assignments to demonstrate professional
skills applicable to the open position.
10. Background check
One of the final steps prior to making a job offer is conducting background checks to review candidates’
criminal record, to verify employment history and eligibility, and to run credit checks. Some organizations also
check social media accounts (Facebook, Twitter, etc.) to make sure potential employees are likely to represent
the company in a professional manner. Drug testing may also be warranted, depending on the nature of the
job.
11. Decision
The hiring staff confers and evaluates applicants based on the interviews, job experience, skills and talent
assessments, and all other relevant information (recommendations, e.g.). A top choice should be identified and
agreed on. A backup candidate selection should be made, as well. If no candidates meet the hiring criteria, the
hiring process should start over.
12. Reference checks
Once a candidate has been selected for the position, his or her professional references should be
contacted. Reference checks can verify candidates’ employment details including job performance, strengths,
and weaknesses. A typical question to ask references is “Would you rehire this person?”
13. Job offer
Offering the job includes providing an offer letter stating the position’s salary, start date, and other terms and
conditions of employment that are based on the agreement between the company and the candidate. It should
be clear that the candidate understands the terms of the offer. The candidate may agree and sign, initiate
negotiations (typically focusing on salary), or turn down the offer.
14. Hiring
Once the candidate accepts the job offer, he or she is hired. This kicks off a phase of filling out and filing
paperwork related to employment including eligibility to work forms, tax withholding forms, and company
specific forms.
15. Onboarding
A comprehensive onboarding process is a crucial step in the hiring process. This should involve making the
new employee feel welcome even before he or she officially joins the organization. Preparing his or her
workspace, providing necessary access credentials for work applications and networks, and outlining an
orientation and training schedule can significantly speed up the new
