Hiring Preparation Process
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What is a Hiring Preparation Process?
A hiring preparation process consists of the steps taken before a company is ready to hire new employees. It’s the “behind the scenes” checklist to get an effective job posting out and good candidates coming in.
Why is a Hiring Preparation Process Important?
While hiring preparation processes may look different across companies, it is important to have one for a multitude of reasons, such as:
- Smooth hiring process for employers. It goes without saying that if preparation is done well, it results in smooth implementation of the hiring process. This allows for a more effective and efficient hiring process for the employer. This can lead to saving costs, higher quality job posts, less overall work for the hiring team, and a quicker time-to-hire.
- Better experience for candidates. There can be a night and day difference in candidates’ impressions of prospective employers based on their hiring experience. If the process of getting hired is difficult or negative, that company can develop bad associations, leading to few applicants over time and candidates withdrawing from consideration. A poor hiring process can spread beyond those who experience it, especially given the prevalence of social media.
- Higher quality candidates. Unsurprisingly, a smooth hiring process and better candidate experiences often translate into higher-quality candidates. High-quality candidates generally want to work for a company they feel they can trust, has stability, and values its employees. If an employer is missing interviews, misrepresenting actual salary, or failing to describe the job at hand, quality candidates may not be interested.
How To Prepare for Hiring a New Employee
This article is a summary of articles in the HR Maverick’s HR Encyclopedia’s hiring preparation section here. These articles are incredible and dive into the following points in-depth.
Step 1: The Financial Side
Finances are always important to consider before embarking on actions toward big decisions like hiring.
- Cost-per-hire. Before hiring, it should be determined what the total recruiting cost of the hire will be. To determine the cost per hire, add the internal recruiting costs and external recruiting costs, then divide the total number of hires over a period of time.
- Job evaluation. This type of evaluation typically assesses aspects of the job for compensation. This includes determining the proper salary budget for the job. Salary budgets are the money paid over a time frame to employees. A good job evaluation ensures competitive salaries, pay equity, and adjustments for growth. The job evaluation, especially including the salary budget, helps an employer provide value to candidates while staying in alignment with the budget.
Step 2: The Job
- Hiring manager. Without someone leading the hiring process, decision-making can take longer and result in inefficiencies. A designated hiring manager is therefore vital in hiring prep as they can oversee the entire process and make final decisions.
- Job analysis. Not to be confused with job evaluation, job analysis is reviewing a job to identify why it exists and what qualifications are necessary for an employee to fill the role.
- Job classification. Typically part of job evaluation, job classification is grouping jobs into categories to establish what tasks are necessary, the pay grade, and contribution to overall organizational goals.
- Job design. As part of creating a job description, job tasks and responsibilities need to be organized. This helps improve productivity and employee motivation. Job enlargement, job simplification, and job rotation are all ways to change an employee’s job design.
- Essential job functions. A job’s functions are essential for a reason and need to be included in a job description. For legal reasons, like reasonable accommodations associated with the Americans with Disabilities Act, have key job functions outlined to keep in compliance.
- Non-essential job function. Even non-essential job functions play a part in what makes up a job. As they are not a major part, however, they can be adjusted. An employee cannot be disqualified or discriminated against if they cannot perform non-essential functions of a job.
- Physical job requirements. Physical job requirements are determined after the meticulous observation of a job. They need to be disclosed to candidates for multiple reasons. These requirements may include being able to lift a certain amount of weight or being on one’s feet for hours at a time. As is the case with any essential job function, employees need to be able to perform up to standard, with or without reasonable accommodation.
- KSAs. Knowledge, skills, and abilities (KSAs) are the qualities that demonstrate how well someone is suited for the job. These may be included in a job description and candidates may be asked about certain KSAs throughout the hiring process.
- Job description. A job description will list all the requirements and qualifications necessary for the job at hand. This description will be vital for internal tasks like job evaluation and is what a hiring manager uses to recruit candidates.
- Job post. A job post, or job posting, is an externally advertised post displaying a summary of the job description. A well-written job post and subsequent job description can help attract high-quality applicants and cut down expenses by filling the role more quickly.
Step 3: Candidates
- Candidate experience. Without certain considerations and organizational tactics before hiring begins, the process can be frustrating for candidates and leave a bad impression. To keep high-quality candidates applying for your jobs, the process should be positive in all aspects, ranging from the layout of the job post to how the company communicates with them.
- Employer branding. In order to attract top talent, it’s advantageous to incorporate your company branding throughout the process. This may include highlighting your employer’s value proposition, which consists of the major benefits (e.g. insurance) of working for the company. This could motivate good candidates to seek out positions at your company.
Step 4: Future Goals
- Succession planning. While it may seem far in the future, having succession planning in mind as you prepare for hiring, you can save yourself trouble down the road. This can be as simple as remembering that the candidate you hire may be a valuable, long-term asset to the company. To read more about this type of planning after employees are hired, click here.
- Company goals. If you want to stay true to your company goals, they should be utilized in almost everything that you do. The hiring process is no exception. If hiring managers have company goals in mind, they can determine which candidates will be the best fit for future progress.
- Workforce planning. Workforce planning is analyzing your current and future hiring needs and what supports your company’s strategy. Anticipating and planning for hiring certain talent can put your company ahead.
Step 5: Putting It All Together
Once you’ve gone over necessary hiring preparation (which could include but may not be limited to steps highlighted in this article), put together a clear outline of the hiring process steps. This can consist of a flowchart, checklist or outline to follow to ensure the most effective hiring process for both you and the candidates.
Tips for Creating a Hiring Preparation Process
This process might seem a little overwhelming. As stated above, this is a general overview of important considerations before hiring employees. The tips below should help employers tailor their hiring preparation process to their specific needs.
Making a hiring preparation process should be a collaborative effort to ensure that all bases of the process are covered. From the hiring manager to members of the team with an open position, working together will help the process go smoothly.
Although collaboration in the hiring process is recommended, it is also necessary to have a hiring manager who oversees the process and makes the final decision. The hiring manager is typically the supervisor for the role being filled.
A hiring preparation process will not be successfully implemented without proper organization and easy comprehension by all who are involved. Simply having a hiring process does not mean it will be of benefit without the proper amount of time and effort it needs to succeed.
The hiring process should all be kept as consistent as possible. This helps the process be more efficient, but there are also legal liabilities if how you hire one individual looks different from another for the exact job. At the very least, it could be considered unfair and at the worst, you could be sued for discrimination. However, hiring processes may be different between different jobs if there are legitimate reasons for it.
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Mia is an HR Generalist who “fell” into HR after realizing that being a psychologist wasn’t quite the right fit. She has loved every second of it and is looking forward to many years to come. She’s amazed at how supportive the HR community is and is excited to start giving back. When she’s not studying for the aPHR, you can find Mia on the tennis court working on her serve!
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