Optimizing the Recruitment Process (Part 2)

This article from Aniday focuses on the personnel recruitment process, starting from reading job information, inviting interviews and discussions, to receiving recruitment notifications, onboarding, and evaluating new employees. Throughout this process, important indicators such as recruitment days, interview rates, interview pass rates, and new employee retention rates are closely related to the HR team's Key Performance Indicators (KPIs).

The four main stages of the recruitment process are preparation, development, selection, and onboarding. Businesses need to examine each stage to identify opportunities for improvement and innovation. During this process, HR personnel need to enhance their expertise, becoming ambassadors for the employer's brand and public relations. Using positive language and refining digital tools and channels to search for diverse talent can encourage candidates to participate in interviews and accept job offers.

The management of human resources in a business involves five important steps: recruitment, selection, training, utilization, and talent retention. Among them, recruitment and selection stand out as the most crucial origins. This not only requires flexibility in quickly meeting personnel needs but also demands attention to finding the most suitable candidates.

The current challenge is the transformation of the job market from a "job seeker" mindset to a "employer seeking talent" mindset, especially in the context of declining population. This raises questions about how to optimize the recruitment process to attract talented individuals. It is a significant challenge for HR teams, particularly when facing pressure regarding recruitment performance (KPI).

The talent recruitment process consists of four stages: preparation, development, selection, and onboarding. In the previous parts, we discussed the first two stages - preparation and development. Now, we will focus on the last two stages - selection and onboarding, which are key to optimizing the process.

To achieve this, the author will discuss and explain the most effective ways to carry out the selection and onboarding stages, setting forth advanced strategies and techniques to enhance the ability to attract and retain talented individuals.

The selection stage - Proactive approach, increasing the interview rate.

• Resume Screening: In the era of fierce talent competition, the HR team needs to shift from a proactive attitude to action. It's not just about being proactive in receiving applications; they also need to carefully select suitable resumes. At the same time, through guidance and persuasion, they need to create favorable conditions to attract a large number of candidates for interviews.

  Interview Invitation: HR managers need to play the role of marketing representatives for the company, becoming strong spokespersons who use positive and high-quality language. The goal is for each invited candidate to feel valued, guiding them to be confident and committed to participating in the interview.

  Interview Process: In the context of "racing to find talent," businesses should minimize the number of interviews, optimize the process, and ideally conduct only one interview. If the candidate is suitable, promptly notifying them of the recruitment results is the best choice. Typically, each interview should take about 20-25 minutes, so the process should be organized efficiently and optimally.

The interview process usually consists of the following steps:

1. Greeting and introduction to the candidate.
2. Detailed information about the job and interview process.
3. Request for the candidate to introduce themselves.
4. Review and ask questions related to the resume.
5. Ask for examples of the candidate's behavior.
6. Ensure complete information.
7. Explain the organization's activities and vision.
8. Answer the candidate's questions.

Steps 7 and 8 can be done at the end, depending on the perception and specific situation of the interview session. If the HR personnel are satisfied with the answers, they can spend additional time sharing detailed information about the organization and its vision. On the other hand, if the candidate fails to meet expectations, the HR personnel can minimize the time for steps 7 and 8.

Onboarding Stage - Demonstrating the Company's Sincerity

1. Recruitment Announcement and Offer:

After a candidate has been hired, the HR team needs to notify them quickly and sincerely. The announcement of the position should preferably be made over the phone to demonstrate the company's interest in the new employee.

Before sending the notification, HR should ensure that all information, such as salary, job responsibilities, etc., accurately reflects the candidate's expectations of the working conditions. After the announcement is sent, HR should guide the candidate to accept the job promptly to avoid prolonged waiting and potential opportunities from other companies.

If the candidate decides to accept the job after a long period, it is important to note that they may be considering other job opportunities and may not view your company as their top choice. In this case, the HR team needs to reassess the candidate's suitability and may initiate a new persuasive program. By engaging in conversations with the candidate about the company's benefits, analyzing strengths and weaknesses, HR can enhance the candidate's awareness of the company and the job, creating conditions for a change of intention and a willingness to accept the job.

2. Preparing for the New Employee's Arrival

The main goal is to make the new employee feel the company's sincerity when they start their job. Here are two points to consider:

Preparing materials for the new employee:

• Verify and ensure that all necessary materials for the new position are available, including office supplies, email accounts, employee badges, and other equipment.

• This ensures that the new employee has a conducive work environment and does not face difficulties regarding equipment.

Training and evaluating the new employee:

• Develop a clear schedule for a comprehensive training plan, along with a timeline for skill-specific training and evaluation methods.

• More importantly, it is essential to carefully select and arrange a suitable mentor to support the new employee. This raises issues of speed and stability in the job.

• The selection of mentors should be done with care, as it is a crucial factor in helping the new employee adapt and work effectively.

3. Helping Employees Adapt to the Environment

When psychological stability is achieved, human stability is also ensured. In the initial stage, all new employees must adapt to the company culture and overcome the feeling of unfamiliarity.

It is important for the company to have the ability to respond to and support new employees in their quick adaptation and to create a sense of camaraderie within the team. The HR department can check the company's mechanisms for caring for new employees, ensuring that it is well-established and creates a warm environment. If necessary, they can make timely adjustments to ensure a smooth transition for the employee.

4. Arranging mentors

In the first month of joining a company, it is an important phase for employees to begin their learning process and contribute their professional expertise. To ensure effectiveness, it is not only important to assign appropriate mentors but also to pay attention to evaluating and assessing their capabilities.

The HR team should conduct regular evaluations of the care and assessment mechanisms for new employees during the training process to ensure that this model is functioning effectively. Additionally, it is necessary to establish tools for surveying the opinions of new employees, combined with the evaluation results.

By collecting timely feedback, the company can support new employees in adjusting themselves to meet the organization's talent standards. This not only creates the best conditions for personal development but also ensures that new staff are efficiently integrated into the work environment.

We hope this article from Aniday is helpful to you!