How to Recruit Efficiently: The Tools Recruiters Need

Knowing how to recruit new talent to your company is an essential component of building a great team. But it takes time. And time is money.

Studies show that it can take approximately 27 days to make a new hire. That’s more than a month of valuable business days. With figures like this, it makes sense to make the process as efficient as possible.

It is best to view the recruitment process as a project with a beginning, a middle, and an end. This way you can build a plan, follow the process, and reach a successful conclusion. The conclusion being, of course, that you have recruited a new team member who can perform well and meets all the requirements of the role.

Your aim is to streamline the recruitment procedure, find better candidates to interview for the role and hire the best candidate possible. So what tools does a hiring manager or recruiter need to improve their recruiting process?

Here we show you how to recruit well and achieve the best possible outcome for the time spent.

Create a Job Profile

You’d be surprised how often this point is overlooked. Do you know who you are seeking for the role? Sure, you may have a general idea of what your ideal new hire will be – a mix between Jim in accounts and Chuck from sales – but you need specifics at this point.

Are you replacing someone who is leaving? Take time to speak with them about what their job entails. Do they follow the job description which is in their HR file or have they gradually taken on extra work and tasks?

Is the role a new position? Think about what you need the new hire to do. Speak to others within the team about their expectations of the new team member.

The goal is to build a concise picture of exactly what the job requires. At this stage, you will have a better idea of how to recruit the right person required to fill the role.

Have Good Company Knowledge

Of course, the key objective is to find candidates who impress you and who are interested in working for your company. An interview is a two-way conversation. Good company knowledge is important.

If you work for a large company you may find that you spend most of your time in your own department. You probably have an excellent understanding of everything that goes on in your division. But do you know how other departments work and what they do? Or the impact that they have on your own department?

The more knowledge you have, the more information you can pass on to your candidates. Good candidates ask pertinent questions. It pays to have the answer on hand when the question comes.

Study An Organizational Chart

Everyone has a general understanding of the workplace hierarchy. But do you know whose jobs are considered to be equal or higher in rank? Some positions may differ in rank but it may not be obvious on a day to day basis.

Talk to the HR Department about an organizational chart. If you have a good understanding of where the new candidate will be placed within the workplace ranks it will be easier to convey these details during the interview process. You can advise the candidate who else will be on their team and who they will need to report to.

This way the candidate can gain a clear understanding of the environment they will be entering, should they be successful in their interview.

Create A Business Staffing Plan

Is your company in a growth phase? Are more vacancies expected in the near future? Will you need to recruit more team members in a few months time?

If you have a sound comprehension of upcoming vacancies or potential job openings, the recruitment process can be an ideal opportunity to source candidates for future roles. You may meet someone who is not quite the right fit for the current role but who would be perfect for another position.

If there are more openings pending within your company, ask your candidates if you can keep their resume on file. If a candidate has impressed you they may be worth speaking to in regards to a future opportunity.

Know the Job Salary & Compensation

You may be an excellent interviewer and know exactly how to recruit. But do you have all the information you need about the vacancy? Can you answer the candidate’s questions about salary and compensation?

It’s important to be knowledgeable about the salary structure. A candidate should have at least a general understanding of the salary range by the end of the first interview. Otherwise, you could be wasting their time and your own.

The finer details of a salary can be negotiated once you have your preferred candidate. But it is best to have a ballpark salary figure in mind when conducting your interviews.

Offer Alternative Interview Methods

We live in a mobile world with a wide range of technology at our fingertips. What happens if a great-sounding candidate from another state has sent you their resume? Do you know how to recruit when a candidate is not available to come into the office for an interview?

Videos are an effective way to conduct early-stage interviews. Unlike telephone interviews, you can view your candidate and have a more personal connection.

The first video technology which springs to mind is Skype. But other applications including Odro, SparkHire, and InterviewStream are excellent choices. You don’t want to pass up the chance of interviewing a great candidate just because they’re unavailable for an on-site interview.

Keep Track of Your Applicants

Ensure you have a system in place to track the applicants you have seen, the people you have yet to see, and the candidates who have and haven’t made the cut to date.

This may seem obvious but while many hiring managers are sure they know how to recruit they may not be aware that a good filing system is essential! When you are reading many resumes and meeting a lot of different candidates it can be very easy to lose track.

An email or other internet calendar is a great way to track your applicants. You can schedule interviews and attach documents or make comments on each candidate. The information will be accessible and in a format which makes sense.

You don’t want to be scrabbling through a pile of papers trying to find the contact details of the candidates who impressed you.

Conduct Skills Testing

A candidate may have an excellent resume and they may interview beautifully. But can you be sure that they have the skills for the role?

Up to 40% of resumes may not be completely accurate. How do we know how to recruit the right person for the role if their resume is falsified, fraudulent, or embellished?

This is where skills testing comes in. It’s very hard to cheat on a timed test. There are many excellent skills tests available and the results will give you a better understanding of your candidate’s true abilities.

Use Social Media

Social media platforms such as LinkedIn can offer excellent insight into a candidate’s history. The current trend is to create resumes which begin around 1995-2000, but a candidate may have an interesting professional history before this time which could assist in your decision-making.

Of course, not all candidates have a LinkedIn profile and if they do it may be sparsely filled out. But other social media options can give you valuable insight into an individual’s background.

Check References

We’ll refer back to the point about falsified information on resumes. Contacting a previous employer is an excellent way to determine whether you’ve been given the right information by your candidate.

Prepare a set of questions and contact at least two or three referees to check on factors such as the candidate’s work ethic, performance, and capabilities. Communicate your expectations of how the candidate will fit within your organization.

Speaking with a previous manager gives you the chance to get a little inside information on how a candidate performs within a workplace environment.

Get a Second Opinion

You may have completed the interview process and are sure that you have found the ideal candidate. That’s great! But before offering the candidate the role it’s a good idea to hold a meeting so that other teams members or managers can be introduced to the prospective team member.

Don’t set this up as a grilling session. If you have completed the recruitment process efficiently, covered all relevant points, and are happy with your selection, this can be an opportunity to find out what others may think. Take a more informal approach to the meeting but tell your colleagues that you would like their opinion.

Feel Confident That You Know How to Recruit Great Candidates

Take some time to sit down and work out your plan. Take into account all the tips we’ve shared on how to recruit and start to create a process that works for you.

In this way, you can be sure that the time you spend recruiting can be both effective and productive. A skilled recruiter knows how to recruit but is also a good project manager. We know you can do it!