"5 Proven Steps" to Find the "Right"
People & Talent you Need!

"5 Proven Steps" to Find the "Right"
People & Talent you Need!

By Director's Voice

Every company should have a solid recruiting strategy to attract and retain talent, yet as we all know, finding loyal, qualified, and dedicated people is not an easy feat. Recruiting team players, especially in the current global talent market. It takes time, patience, and a very well-oiled recruiting system, “Process.” To start, I have a couple of questions I would like you to ponder.

  • Do you have a “Talent Recruiting Process” in place?
  • Does your “Talent Recruiting Process” work?

How did you answer the above questions? Whether you answered Yes or No, it’s essential to review your recruiting process and effectiveness. Your gut feeling and experience may dictate the final decision, but there is a standard process to separate the wheat from the chaff before making that decision. The 5 Proven Recruiting Steps, as shown in the diagram below, are the typical steps used when recruiting talent across different industries, regardless of company size or needs. I hope that looking at these 5-steps in more detail will prove helpful with reviewing and upgrading your talent search and hiring process.

5 Proven Recruiting Steps

5 Step Recruiting Process

1. Needs Assessment & Planning

The first step in the recruitment process is assessing needs and planning, and it is the foundation of the recruitment process. It involves identifying the number of vacancies, specific job duties and responsibilities, and the qualifications and experience required for each position. Many companies fail at defining this first step, and without clear hiring objectives, it is tough to find the “right” talent.

A comprehensive “Job Analysis” will help you create a detailed Job Description (JD), which should provide information about the scope of job roles, responsibilities, and the positioning of the job in the company. This data should also provide you, the employer, and your company, with a clear idea of what an employee must do to meet the requirements of his job responsibilities. 

An effective job description should include the following:

  • Position Title: Take time to develop this and make it very clear so everyone in your industry can understand the title.

  • Company Information: This is important! It is best to have a clear overview and explanation about your business and why a candidate might be interested in working for you.

  • Job Description (JD): Clearly explain the candidate’s contribution by summarizing the essential tasks that the successful candidate will be required to perform. Be sure to highlight what makes the position unique and exciting.

  • Qualifications: Before you write this section, ask yourself and other key people in your company, “What kind of person would be ideal for this post?” List the most important attributes and qualifications in order of priority.

  • How to Apply: State specifically which items you want to receive (e.g., resume, references, other relevant documents) and whether you want candidates to apply in person, by post, or email. Also, state if you prefer not to receive phone calls and provide a submission deadline. 

2. Recruitment Strategy

Once you are clear on how many positions you aim to fill, the necessary qualifications, and position requirements, the next step is developing an appropriate recruiting strategy. As there are many components to consider, I recommend working with your team to comprehend all necessary points fully.

There are several different strategic considerations when defining your recruitment strategy, which may include some or all of the following:

  • Internal or External Hire: The benefits of internal hiring are hiring someone who is already a good culture fit, aligned with your company values, and understands your internal practices. On the other hand, external hiring is beneficial when injecting new ideas, experience, and skills.

  • Recruiting Agencies: An external recruiter makes the hiring process a polished candidate experience, creating a positive first impression of the company. The external recruiter also makes the hiring process practical for the employer by utilizing a toolbox of tested interview skills and assessment tools.

  • Method and Tools: Two factors will determine the best-recruiting methods and tools; 1) your company’s budget and 2) the type of candidate. If your budget permits, using more than one tool increases your exposure.

  • Geographical Area: The geographic location of candidates may affect the candidate’s demographics. If you are recruiting from a small or specific geographic location, you may be limiting the diversity of the candidates and missing out on great talent.

  • Salary and Benefits: Compensation is important! It says a lot about the job and the company. Employers that pay well are likely to value their employees’ time more than those that don’t. Salary is only one part of compensation, and for some positions, it’s not even the most significant component. Consider what benefits will be substantial for candidates and compare them with other companies in your industry.

  • Target Hiring Dates: It’s essential to give yourself ample time to decide between candidates, but that doesn’t mean that you should allow the selection process to drag on for months. Try to set deadlines for yourself, enabling you to work more structured.

  • Budget and Cost: The recruitment process can be surprisingly costly, and it’s crucial to calculate the costs right from the beginning and set a budget. This way, you can navigate the selection process based on your resources.

3. Talent Searching

Talent Searching is the process of using different methods, tools, and channels to “find” potential candidates and depends upon the job’s requirements. If you have an extensive database of potential candidates/leads or a large employee base to choose from, this, of course, would be your first stop. However, as this is often not the case, you may want to use various tools to help your candidate search. Remember, it is also essential to keep track of all results. In time, this will help you determine which recruitment tools work best for your company.

Below is a list of possible tools you can use to “promote” your opening and “attract” potential candidates.

  • Online Job Boards: Job boards are one of the simplest and most cost-effective ways of reaching job seekers. However, your job ad must stand out from the pack.

  • Social Media: SNS sites like LinkedIn have become powerful tools for recruiters. Not only do these sites allow you to post job ads, but you can also identify and recruit candidates that possess specific skills.

  • Advertising: Advertising in traditional media can be effective if you choose a publication that targets the correct type of candidate. Advertising in industry publications or newsletters of professional groups can lead to a nice payoff.

  • Recruiting Agencies: Agencies can be costly but can save you a lot of time by handling the advertising, screening, and reference checks, sending you only the applications that meet your requirements. They can even take care of the interviewing process.

  • Your Website: If you receive enough traffic, your website can be an ongoing recruitment tool. You can create a career section or post vacancies on your home page.

  • Word of Mouth: Word of mouth, or simply telling your employees, friends, and colleagues about a vacancy, is a time-tested and often the most effective recruitment strategy. Some companies offer employees a finder’s fee if they introduce a successful candidate.

4. Screening and Interviews

The screening and interviewing process are arguably the most critical recruitment process steps and is the part where candidates are more rigorously reviewed and shortlisted. In many cases, candidates must pass several interviews during the screening process, beyond reviewing their resumes, cover letters, references, and other materials.

It is also good to remember that the screening process starts before the interview. Here are a few ways to screen candidates before meeting them in person.

  • Email or Telephone: Gather as much information as possible from the candidate and references before interviewing them. Depending on the outcome, you can also ensure they are interested in the job.

  • Standardized Testing: Tests are a powerful tool to evaluate the candidate’s skills, talents, and values more closely and bring you closer to finding the ideal match. Testing can assess technical and cognitive skills, emotional intelligence, character, work preferences, etc.

  • Portfolio Request: Depending on the type of position you are trying to fill, a preliminary screening of the candidates’ previous work can be a great way to assess their abilities and fit with your company. Ask candidates to send you their portfolios to get a sense of what they can do.

A thorough screening process can help weed out “bad eggs” and determine which candidates don’t have the skills or experience necessary for the job. This way, only competent candidates with the desired skills and personality will make it to the interview process, which is time-consuming for both the candidate and the interviewer.

Candidates who make it past these steps are considered qualified candidates and are worth your time. The interview is your opportunity to confirm the candidates’ qualifications, determine if the job matches their expectations, and see if they fit in with your company culture.

For reference, here are two commonly used types of interview questions:

  • Behavioral Questions: These questions help predict future behavior by asking about past behavior and can help you assess the person’s self-confidence, creativity, and problem-solving skills.

  • Situational Questions: These questions present the candidate with potential situations they could face on the job and can help you evaluate their knowledge, skills, and work methods. These questions usually start with, “What would you do if _______________?” or, “How would you _______________?

5. Evaluation and Control

This part of the recruitment process is crucial, though many companies often skip it. Evaluating the recruitment process and its success is hugely important for companies to know what they can do to find more qualified talent and save time and money.

During the evaluation part of the process, it is vital to consider the following:

  • The total number of applications received

  • The number of qualified candidates in comparison to the total number of applications received

  • Which recruiting venues are generating the most applicant

  • Comments or remarks on the job board where you posted the job

  • The number of suitable candidates who passed the screening process

  • The retention of the candidates who were selected

  • The performance of the candidates who were selected

  • The overall cost of the recruitment process

In Summary, there are numerous benefits from having a standard “Recruiting Process” in place. Once you or your team develop and implement the above steps and tools, recruiting and hiring qualified talent should get smoother. However, it is impossible to visualize what works and does not, and where to make improvements will never come to light without a standard process. 

With that said, if at any time you and your team are looking for “Recruiting Support,” GDI Communications would be more than happy to work with you. Our 5 Step Recruiting Process” concentrates on finding qualified Global Talent focusing on IT and Global Business Development Talent for the Japanese market.

Happy Recruiting!!!!

James  James