Ten Steps to Optimize Your Recruitment Process
HR Question
We’re having a hard time finding the right candidates and filling our open positions. I know we need to evaluate our recruiting processes, and I don’t want to overlook any critical parts. What are the key areas to assess to optimize our recruitment process?
HR Answer
We continue to navigate through a “candidate-driven” market where the number of job opportunities far exceeds the number of job seekers to fill the roles. This gives top-tier candidates the most leverage for the best opportunities. It is critical for an organization to stay ahead of recruiting trends to have competitive access to a new generation of talent.
We have identified the following questions to evaluate the most critical parts of any recruitment process. The following ten areas should be routinely assessed to ensure an organization’s effectiveness in competing for talent.
Top 10 Areas to Analyze and Optimize Your Recruitment Process
1. Employment Brand and Candidate Experience
Do we have a strong employment brand and do we provide a positive candidate experience? These are two separate concepts but are dependent upon each other to give you a competitive edge to attract and hire top-tier talent.
The success of all of your recruitment processes is dependent upon the strength of your employment brand and the experience that candidates have interacting with your organization during the recruitment and hiring process. Check out our suggestions for how you can improve your candidate experience.
2. Careers Page
Does our Careers page include mission/values, employment news, testimonials, benefits/perks, and videos? Your Careers page should be the landing spot for job seekers as they navigate through job boards and social media pages that you have created. You’ve got one chance to make a great first impression, so make it count!
Candidates want to see a realistic picture of what it’s like to work at your company. They want to know about the culture and how it is lived every day. They also want to see what role your organization has in its connection and commitment to the local or broader community. For more, see our 9 tips to optimize your career page.
3. Social Media and Online Reviews
Do we have a strong social media presence? Are there reviews of our organization posted online? With the average time Americans spend on social media increasing year over year, it makes good business sense to ensure your social media presence is as up-to-date and robust as possible.
Social media can provide an online networking opportunity to raise awareness about your organization and to showcase your products and/or expertise. Why not take advantage of this free opportunity to drive traffic back to your carefully crafted website and your exciting careers page?
Part of having an online presence should also involve managing reviews to protect your company’s reputation from outwardly harsh or inaccurate comments. Reviews by current and past employees can often make or break a candidate’s interest in moving through the application process.
Candidates can find reviews in several different locations, whether it’s Indeed, Glassdoor, Google, or Facebook. While you can’t control exactly what your current or past employees post, you can control how you respond. It’s important to respond to both positive and negative reviews. For example, check out these do’s and don’ts of responding to social media reviews.
4. Job Posting Templates
Are we using best practices when creating job postings? It is important to not confuse a job posting with a job description as those are distinctly different documents serving different purposes. The goal of the job posting (also known as a job ad) is to create a post that is engaging and accurately reflects the company culture while sharing key highlights of the job duties and requirements. You should also include the values and perks of working for your organization. Job ads should include links to your career page or other social media to promote your employment brand. Keep in mind if you plan to post your job on social media, you will need to format the ad to best fit the type of social media being used.
Also, some sites, such as ZipRecruiter and Indeed, boast a percentage increase in the number of views and applications a position can receive if salary information is included. In this tight market, it makes sense that more and more employers are including those numbers in their posts to attract the right talent.
5. Job Posting and Sourcing Resources
Are we utilizing the best posting and sourcing resources for our positions? It is always important to have a strong workbench of resources to promote and post your positions. Do not rely on just one resource to post or source for your positions!
Depending on the type of position and industry, there are thousands of resources that are often free to post your position and/or to create a network of candidates.
Want to hear more? Download our free on-demand webinar: “The Secrets to Optimizing Your Recruitment Process.“
6. Application Process
Do we have a quick and easy way for candidates to apply for positions in our organization? Can candidates easily apply using mobile devices? A recent Candidate Experience Report from Greenhouse found that a majority (66%) of job seekers determine whether they will apply for a job based on the length of an application. And over 70% of job seekers abandon an application if it takes more than 15 minutes to complete. From our experience, depending on the nature of the job and your industry, even a 5-minute application could be pushing it.
If you’re not sure how long your application takes or whether it’s mobile-friendly – try it out! If it takes too long to complete, remove anything that’s not truly needed at that stage and can’t be easily gathered later in your process.
7. Interview Process
Do we have a well-organized interview process? Are interviewers and candidates provided with the information they need to have a positive experience? Once a candidate has met your initial screening criteria, it can be helpful to have them progress through an interview process – whether that is by phone, virtual/video, in-person, or a combination of these.
It is best practice to prepare specific questions ahead of time to help assess the candidate’s relevant skills, abilities, and fit for the position. Using behavior-based questions that are tied to key competencies of the position are the most beneficial.
It’s important to prepare any staff member who is involved in the interview process. This includes providing them with the candidate’s resume, interview guide and schedule, and ensuring they have been trained on how to conduct legally compliant interviews. They should also be prepared to be excellent hosts throughout the experience keeping in mind that candidates are assessing your organization as much as you are determining their fit.
8. Applicant Tracking System
Does our applicant tracking system (ATS) meet the hiring needs of our organization? There is a wide range of ATS systems on the market today that can be customized to suit the needs of any organization. An effective ATS system can provide a way to automate communications and steps in the recruiting process which can be critical to delivering a high-quality candidate experience.
9. Other Automation Tools
Is it difficult to manage our time to communicate timely and effectively with candidates? Short of having an expensive applicant tracking system to automate communications with candidates, there are several inexpensive, stand-alone tools that can still provide automation to your recruiting process, such as texting and scheduling platforms/applications. These are great tools to reach job seekers (especially mobile device users) efficiently and effectively.
10. Onboarding
Do we have an effective offer and onboarding process for our new employees? In this market, candidates will often continue to have other employers contacting them with other opportunities. It is important to stay engaged with your candidates throughout the entire recruiting and hiring process.
A strong onboarding program will: keep candidates engaged, promote better communication, improve job satisfaction, and promote commitment to your organizational goals. After all, a great resource for finding new employees is referrals from your existing employees! If your employees believe in your goals and have had a strong employment experience themselves, they will be more likely to share opportunities with their own networks.
As you can see from the list above, there are many factors to consider as you look to optimize your recruitment process. By ensuring that you have the best processes, tools, and resources in place, your organization will be well-positioned to attract and retain the best talent.
