Many hiring novices think all you have to do is post an open position online and wait for great candidates to come to you. Unfortunately, hiring isn’t that simple. The hiring landscape currently favors the job seeker and skilled candidates are able to be selective in where they apply.
It takes about 27 days for a company to make a new hire, according to Officevibe. A critical position going unstaffed for nearly a month can cause some major roadblocks in any company.
Successful recruiting teams don’t take their time when hiring for open roles. They use an applicant tracking system (ATS) to manage the end-to-end hiring process and other resources to help out with the steps along the way.
A look inside a recruiter’s toolbox
As with any job, using the right tools is a must. Here are eight different resources the best recruiting teams use to hire efficiently and successfully:
1. Job profiles
The best recruiters know exactly who they’re looking for when hiring. They work with their colleagues in HR to create ideal job profiles for every position in the company. Each ideal profile outlines the responsibilities and success metrics for the specific position.
When it comes time to fill an open role, the recruiting team can consult the job profile to determine the skills and background the ideal candidate should have.
2. Organizational chart
Recruiters also work with HR to fill in an organizational hierarchy chart with the different job profiles. This resource makes it easy to understand the structure of each team and the overall company.
An org chart has many purposes, but it’s especially handy when it comes time to assign a hiring manager to an open position, schedule interviews, and determine a fair salary to offer. Microsoft Office provides an organizational chart template that you can use to get started.
3. Staffing plan
Having a plan for future hires is so important for young, growing companies. The company, and recruiting team in particular, should have a clear vision of the positions they’ll need to hire for over the next 12+ months.
If your company has growth plans but no business staffing plan, work with your leadership team to create one. The head of each department should know exactly what they need to accomplish in the near future and who they’ll need to hire to make it happen.
4. Salary structure document
Too many companies don’t think enough about compensation until it’s time to make an offer. This approach can make for tricky salary negotiations and result in pay disparity.
Successful recruiters have a fair salary range in mind throughout the hiring process. They use a salary structure document that notes what each employee earns to determine the right offer to make. It’s also a good idea to revisit salaries every 6-12 months to ensure they align with what other companies pay. You never want to lose a great employee to another company because they feel they’re underpaid.
5. Job description template
Little time savers here and there make for an efficient hiring process. Smart recruiters use job description templates pre-filled with information like the company description and employee perks. All they have to do is plug in the role-specific details and post it on job boards.
That said, job descriptions with unique, fun copy makes sense for some roles so don’t feel like you always need to use your template, or that your template can never update or change.
6. Social media
When social media first became popular about a decade ago, many people feared what they shared online could cost them a job. But savvy professionals started using sites like LinkedIn, Twitter, and Facebook to showcase their skills and background and others soon followed. These sites are now a fruitful candidate source for recruiters.
According to Glassdoor, 86 percent of people who are in the first ten years of their career are likely to use social media in their job search. Millennials and Homelanders are the future of the workforce and the best recruiters know how to connect with them online.
7. Skills tests
Ensuring a candidate has the necessary skills for the role is a must. But it can be tough to know for sure, especially for technical positions.
In these cases, experienced recruiters ask the candidate to complete a skills assessment test. The key is to create a test that helps you understand the candidate’s aptitude without asking for too much of their time. Job searchers are busy and might not be willing to complete a lengthy assignment for a job that hasn’t hired them yet. .
8. Candidate assessment rubric
It’s always a good idea to have multiple team members participate in interviews so you can get different opinions on the candidate.
Successful recruiters ask each member of their hiring team to complete the same rubric after the interview. It forces the interviewer to think and provide insightful feedback instead of giving a simple thumb ups or down. Your ATS should make it easy for you to create a post-interview questionnaire and share it with your hiring team members.
Set your company up for hiring success
A lengthy and inefficient hiring process can slow productivity and cost your company money. It can also cause your organization to lose out on a great candidate who might have made a big difference. Use the right technology and resources so your company finds, attracts and hires the best people available.