Does the process of finding stellar talent give you a headache?
Do you wish you could find a way to save time during the applicant review process and increase your pool of talented prospects?
If you can raise your hand to either question, we’ve got you covered.
This post is a way to help alleviate the stresses and headaches that come along with hiring. And beyond this blog, we are also hosting a webinar with Mimi Soule of Soule Employment Law that will dive deeper into the challenges of hiring, equipping you with the insight you need to get the hiring process done right.
Let’s first start with the technology resources available for hiring. We’ve compiled the information you need to know about the latest hiring tools and the resources that can help make life easier as you recruit and on-board new candidates.
First off, our software application of choice is ApplicantStack. This has been our go-to solution for years and it continues to serve us well. Are there better applications out there? Maybe, but for the $100 or so we pay each month, ApplicantStack has been well worth the investment. So, here are the key elements of the application that make ApplicantStack work so well for us.
We have a job listing prepared for each position and it includes the following:
- Job Title – When choosing a job title, think about what a proper candidate would likely search for versus what you may call that position internally. At one point, we were hiring for an “Appointment Setter,” a title we designed for ourselves, but received next to nothing when it came to candidate submissions. After some research, we found candidates in that position most often refer to themselves as “Inside Sales.” Making this one title change made a world of difference in the number of candidates we received.
- Job Listing – This is your chance to provide a more detailed brief about the position, the experience and the qualifications an ideal candidate will possess. This description also needs to incorporate a blurb about your company and why a candidate would want to join your team. Build this company description by reviewing your core values, so candidates understand what you stand for.
- Questions– Probably the most important, and valuable, function of an online resume system is the ability to ask candidates questions that require answers during the submission process. Setting a requirement for questions to be answered forces candidates to give precise qualifications, and gives you confidence in knowing that when you ask for 10 years of experience, you don’t receive applicants that have 2 years of experience.
- Scoring – On the back side of questions, the tool allows you to apply scoring, filtering out candidates who don’t meet the minimum qualifications. This is the real time saver and will significantly cut down your review process, allowing you to focus time on only qualified candidates.
Think of your workflow phases are your HR funnel. The workflow funnel allows you to move candidates from one status to another based on your unique hiring process. Every organization has their own hiring process, but ours moves through phases similar to this:
- New: A newly submitted resume.
- Screen: A candidate who passed the initial questions and scoring requirements that you have interest in.
- Apply: A candidate you’ve spoken with and want to send an online application to in preparation for an interview. This is a way to help standardize their work history and begin the first steps of the background check process.
- Interview 1: The first 30-minute interview to briefly cover the basics. This is our chance to meet the candidate and conduct our technical assessment.
- References: This stage is for a candidate you are actively calling references on.
- Interview 2: This is a more in-depth interview, allowing the candidate to meet other team members.
- Offer: This is the stage where a candidate has received an official job offer.
- Bench: This one is important for us and used to store candidates we are interested in hiring in the future. These candidates have been through our hiring process, but for whatever reason they didn’t transition into employment. Yet, we are still very interested in potentially working with them in the future.
We track every interaction with a candidate–how they performed during the screening call, emails sent them, etc. This tracking history is valuable when juggling multiple job openings and staying on top of previous conversations with candidates. The other value comes when candidates reapply (which often happens). Our documentation can help us easily see why we didn’t move forward with the candidate in the past. This function is a serious time saver. Prior to integrating a dedicated online system into our hiring process, our records were haphazard; a collection of spreadsheets, email folders and miscellaneous notes that took forever to comprehend.
These is much value and time to be saved by having readily accessible email templates integrated into your hiring process. Our most common email templates cover the following:
- Showing candidate how to complete the online applications.
- Describing company benefits.
- Scheduling a face-to-face interview.
- Offering the position.
Instead of building these emails from scratch, the templates can all be loaded in the system to ease the administrative burden and ensure consistency in communication across the board.
Job Board Posting
While it would be nice to have candidates flocking to your website, that’s not the reality of how the typical job hunt goes for most candidates. To find the very best talent, you have to actively seek out candidates. Luckily, online job boards have helped make the hiring process easier for small business owners. With an online job application, posting positions on the most popular job boards is simple, just click, post and you are done.
Most job boards have free listings that you can do without having to setup an account or pay a fee, but you also have the option to select a featured listing that typically drives more traffic; it just depends on the position you are looking to fill an your urgency. We tend to get the most qualified applications from GlassDoor and Indeed.
As with anything in business, investing more time here and there to keep this process running properly will be worth its weight in gold when you are ready to hire. Have questions? If so, connect with me directly.