Successful Recruitment Starts with the Right Process
Skills shortages and lack of job applicants continue to plague recruiters and businesses across the country.
Attracting the right employees can be time consuming and it’s essential employers approach recruiting with key considerations into the whole process to ensure a streamlined and quick process.
Remember, if you don’t hire them- someone else will! Gone are the days when a recruitment process would take months. Good employees are valuable and will be snatched up by other employers if the recruitment process takes too long and you’re unprepared.
7 steps for a successful recruitment:
1. Identify
Identify the need for the position
Establish correct pay level/award
Review & update position description
2. Create & Assess
Create vacancy ad with clear selection criteria
Advertise using best option to attract the right candidate
Assess resumes against selection criteria
3. Prepare
Schedule interviews (minimum of 3 candidates for each position)
Notify candidates to bring copies of qualifications/licenses required and referee list (minimum of 3 referees)
Prepare interview questions and evaluation forms.
4. Interview & Checks
Conduct interviews
Complete interview assessments
Referee check (minimum of 2)
Consider any appropriate pre-employment checks relevant to the role
5. Make an offer
Make a formal offer
Upon acceptance notify unsuccessful candidates
Issue appropriate employment paperwork, including the position description, employment contract (if applicable), tax and payroll forms, and the relevant Fair Work information statements.
6. On-boarding of new employee
Workplace tour and introductions
Company overview
Chain of command
Rostering
Policies & Procedures
Workplace Health & Safety
7. Monitor probationary period
Face-to-face catch up after first 2 weeks
Monthly face to face catchup for the first 3 months.
Written feedback from supervisor each month for the duration of probationary period.
Immediately address in writing any concerns and ensure expectations are clearly set out.
Advise the employee of successful completion of probationary period.
Additional Recruitment Considerations
The recruitment process is the beginning of the working relationship between you and your new employee. It is important at this early stage to establish clear expectations and guidelines to allow your employee the best possible opportunity to fulfil the role to a high standard.
A thorough recruitment process will save you many hours and possible frustration when you need to performance manage and ultimately replace employees as a consequence of poor recruitment processes.
No recruitment process is risk-free, however, investing in a robust well-documented process with easy to use documentation and checks and balances, is well worth the initial set-up.
Below is a checklist for your workplace to consider having standard forms /processes in the following.
- Application form and questionnaire
This would typically be filled out while the employee is waiting to attend their interview. It would include basic personal information as well as a questionnaire tailored to your workplace. This may include information on availability, ability to do overtime at short notice, extra shifts. Confirming licenses/skills of the applicant. Where relevant to the inherent requirements of the role, employers may consider an appropriate process for requesting disclosure of pre-existing injuries or medical conditions that could reasonably be aggravated by the employment duties.
- Interview Questions
Standard interview questions for each role should be created.
- Referee Check
This is extremely important, a standard form will make the process quick and easy. A large percentage of employees put down referees either without their knowledge or they gave consent to avoid conflict. Referee checks will often bring up a red flag. 2 checks per candidate is usually sufficient.
- Induction
A standard induction process is vital, it will ensure all areas are covered clearly and concisely to ensure the organisation's legal obligations are met, but it also ensures the employees start with all the information they need to be productive team members. A slide show or pre-recorded induction could be considerations, particularly if you employ one person at a time. Alternatively if able to hold an induction day for new employees once a month.
Recruitment Tips
The interview goes both ways
Let the candidate know you will be taking notes
Maintain the applicant's self-esteem
Show verbal/non-verbal encouragement
Use expectant silence
Ask straightforward questions
Phrase questions so the applicant can easily provide negative information
Don’t be afraid to interrupt or redirect
Common Interviewing Mistakes
Interviewer does all the talking
Allow the interviewee to drift off and start rambling
Asking discriminatory questions
Oversell the job
Don’t have a good understanding of the applicant’s skills and attributes at the end of the interview
Hiring discussions are not competency-based
Pressure to fill the position affects judgement
A positive recruitment process can not only help you ensure a streamlined recruitment process and employ great talent, but it can also help set the tone of the business as a professional workplace that takes swift measures to hire talented candidates.
If you are struggling with recruitment and need help, please reach out and we can get the steps rolling to find you the perfect employees!
