Using a hiring process is vital to the long term success of your organization. As with any process or plan, it does not have to be perfect, it just has to be implemented consistently. We have been using the process outlined below for the past five years with good success. You are welcome to implement a process similar to this process in your organization, but I urge you to consult with an employment practices attorney to make sure your system is legal.
You can click on the highlighted text in the outline to see a sample document or the testing company we are using for that item. If you do not like the assesments we are using, just “Google” pre-employment testing and choose from one of the many tests that are available.
To make it easier for our hiring managers to follow the process we created a hiring process flow chart with sign off blanks at each step. We place one flow chart at the front of each applicants file to insure the process is being followed consistently.
1. Pre-screen Resumes
a. Look for relevant work experience and education
b. Look for job stability and advancement
c. Sort Resumes into two groups
i. Will try and contact for telephone interview
ii. Will not try to contact for telephone interview
2. Conduct Telephone Interview
a. Look for communication qualities your company requires
b. Use scripted questions to insure consistency
c. Look for eagerness to be interviewed
d. Tell Candidate how your hiring process works
e. Sort Candidate into two groups
i. Will bring in for first interview
3. Have Candidates Sign Release Documentation
b. Authorization of Background Check
c. Authorization for Prior Employer to Release Information
4. Administer Employee Paper Surveys
b. Luck Test
d. Industry Skill Assessments
ii. Commercial Lines Insurance
5. Conduct Initial Interview
a. Be Prepared
i. Office Clean and Organized
ii. Dressed as you expect Candidate to dress
c. Let them do the talking
d. Don’t try to sell them on your company at this time
6. Request Letter of Interest in the Position from Candidate
a. Check letter for grammar, spelling, readability and real interest in position
7. Review information collected from all Candidates
a. Sort Candidates into two groups
i. Continue Process
8. Check References
a. Send Authorization for Prior Employer to Release Information Form
b. Use scripted question
c. Fill our Reference Check Form
9. Review information collected from all Candidates
a. Sort Candidates into two groups
i. Continue Process
10. Have Candidates Take Internet Based Assessments
11. Review information collected from all Candidates
a. Sort Candidates into two groups
i. Continue Process
12. Order Background Investigations
a. Criminal
b. Drugs
13. Review information collected from all Candidates
a. Sort Candidates into two groups
i. Continue Process
ii. Send Rejection Letter
14. Conduct Second Interview
a. Dig deeper into Candidates experience and personality
i. Assessments will provide good questions to ask
c. Introduce Members of your Team
i. Peer interviews
ii. Round table interviews
iii. Avoid interviewer bias by asking for another opinion
d. Sell value of working for your company
i. Underpromise and overdeliver
15. Review information collected from all Candidates
a. Sort Candidates
i. 1st Choice
ii. 2nd Choice
iii. 3rd Choice
16. Administer Omnia Profile Benchmarking Assessment for 1st Choice
a. Review results to make sure Candidate fits culture and position
b. Make note of any hot buttons
17. Conduct Third Interview
a. Review any issues you may have
b. Review questions and concerns raised by Omnia Profile
18. Make Offer
a. Be prepared to make offer
i. Explain your company put on process
ii. Set expectation of employment
iii. Set expectation for training
iv. Explain benefits, vacation, etc.
b. Know what money you can offer
i. Minimum
ii. Maximum
c. Be prepared to negotiate
19. If Offer Not Accepted
a. Send Letter withdrawing offer
b. Repeat Step 16 for 2nd and 3rd Choice
20. If None of the Candidates Accept Your Offer
a. Find out why
i. Money
ii. Benefits
iii. Hours or work environment
iv. Wrong fit
b. Start process over from beginning
i. You only want the best
ii. Do not sort through your culled resumes to pick Candidates