The interview process for employers can vary by company size, type, team, and particular roles, but the following list of steps should serve as a solid outline for planning any hiring campaign, improving interviews, and instituting best hiring practices.
Before you ever post a job ad, you need to take a careful look at the personality traits and characteristics, as well as knowledge and skills, necessary for success in the role you’re hiring for. This is known as performing a job analysis, and it’s the critical first step of any business looking to improve its hiring process.
Your job analysis helps you create a profile that outlines both the skills and personality traits that an ideal candidate would have. For example, if you need to hire a receptionist for a large office, you’ll probably need to find someone who has a friendly personality, pays close attention to details, can handle a wide variety of tasks, and works well under pressure in a busy environment. You might also look for someone who has strong skills in Microsoft Word and Excel.
Ideally, you’ll perform a job analysis for every role at your company as part of your hiring best practices. Start by administering a personality profile test to all your current employees. By testing current employees, you’ll have a much better idea of the traits you’re looking for when hiring new ones — including traits your team might be missing and those that are important for fitting in well with your company culture.
The next step in the interview process for employers is to create a job posting. Sounds easy enough, right? But many companies get this step wrong because they fail to put in the necessary thought and planning to both understand and accurately describe the skills and personality of the perfect candidate, not to mention the company culture and mission statement.
If you’ve hired someone for the same role in the past, it’s not enough to just copy text from a previous ad. The job skills required and/or your company’s needs may have changed. A critical part of interview best practices is taking the time early to rethink your needs. That’s why the job analysis step is so important.
The extra work that you put into this step will not only help you save time down the line but also result in a much better pool of candidates.
Hiring manager tip: Testing your current employees with Hire Success® and using our baselines feature can help you identify the traits and characteristics that are most successful in the position you’re specifically hiring for. We’ll even provide wording around strengths, weaknesses, motivators, turnoffs, etc. to help you craft an effective job posting that attracts your ideal candidate. And we can set your business up with a branded job site, where you can easily post and manage job listings.
When you put together an online application form for your job post, in addition to noting the specifics above, it’s a great idea to include one or two applicant pre-screening questions. Relevant application screening questions can help you narrow down your list of candidates, eliminating unqualified applicants.
Once you begin to receive applications, you can start sorting résumés and cover letters. If it’s clear that some candidates don’t have the basic skills, background, or education you’re looking for, put those documents into a file and get back to them as soon as possible with a rejection email thanking them for applying.
For applicants who meet all your basic requirements, here’s a list of important questions to ask before moving them to the next step in your hiring campaign:
A screening interview is a preliminary or first-round interview conducted to determine whether an applicant has the basic qualifications you’re looking for. They can be done by phone or in person and are critical to effectively shortlisting final candidates.
At this point, if you’ve included pre-employment testing as part of your hiring campaign, you can review your candidates’ results, using them to narrow your field further and put together thoughtful, targeted questions for your screening interviews. This is where a data-driven hiring process is extremely valuable, because some of the candidates who might have looked strong on paper may not have done so well on the tests. In a screening interview, you can follow up on areas of potential weakness and see which applicants should move on to the next step.
Interviewer tip: The hiring campaigns feature offered by Hire Success® bubbles up high-level insights about candidates based on their testing results, comparing them to their fellow candidates, and helping you shortlist favorites. Plus, we suggest employee screening questions to ask that have been tailored to each candidate, provide a Personality Profile Baseline Summary Report to help you better understand personality test results, and allow you to easily send questions and reports to other team members.
After your screening interviews, a handful of the best candidates move on to a second round of interviews. Whether conducted in person or remotely via a teleconferencing app, these interviews are typically when managers make a final decision on a hire.
These final candidate selection interviews are your opportunity to follow up on test results and necessary skills. It’s also the time when you’ll determine whether the person will be a good fit in your company culture, asking any remaining questions that might shed more light on the candidate’s personality traits or character.
Recruitment tip: Don’t toss the valuable data you’ve collected! Use the “Hire” feature on the Hire Success® app to turn your chosen applicant into an employee, allowing you to retain the data you collected. Integrate your new hire more effectively into your business, get a head start on training and management strategies, and even create a new baseline for future campaigns. Hire Success® also offers an employee analytics feature that aids employers looking to better manage their workforce. Plus, good candidates are hard to find. Keep the second-rounders’ data on file for possible future openings.
With more than 20 years of experience in helping companies improve their hiring process, Hire Success® has gained great insight into how managers and employers benefit from best hiring practices before, during, and after interviews to ensure that they hire the best candidate for the job. The interview checklists for managers below should assist you in improving, planning, and organizing your interviews.
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