Optimizing the Recruitment Process (Part 1)
The human resources recruitment process involves several crucial steps, from reading job postings, inviting interviews, to receiving recruitment notifications, reporting, and evaluating new employees. The entire process is related to many important metrics such as recruitment days, interview rate, interview notification reporting rate, and new employee retention rate, all tied to the HR team's key performance indicators (KPIs).
From a process perspective, the recruitment and selection process need to continue to improve and innovate in four stages: preparation, development, selection, and onboarding. In this regard, HR professionals need to enhance their expertise, become ambassadors for marketing and public relations for the employer, use positive and refined language, as well as diverse digital tools and talent search channels, to attract candidates to interviews and reporting.
The preparation stage requires updating requirements, tools, and accelerating the process, while the development stage optimizes recruitment copy and diversifies the strategy. This helps enhance the efficiency of the recruitment process and ensures the quality of candidates.
The recruitment process needs to be continuously monitored and improved. For example, if the conversion rate at the development stage is low, this process may need adjustment to attract and retain candidates more effectively. In summary, all stages in the recruitment process need to be monitored and adjusted to achieve optimal performance.
In the next section, the author will focus on the development and selection stages, discussing and explaining how to optimize them. The selection and onboarding stages will be examined in detail in the following section. Stay tuned with Aniday!
Preparation Stage - Updating Requirements, Tools, and Streamlining the Process
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Reviewing Talent Standards
First, the HR team needs to review the criteria for assessing talent, focusing on understanding the fundamental factors related to them. To achieve high performance, a talented individual needs a consistent combination of passion for the profession, personal traits, and professional skills. This can be expressed through a simple formula: 'Talent = Passion * Ability (Traits, Skills)'.
Next, it's important to describe the job related to the talent selection process. Job requirements, specific tasks should be regularly reviewed and updated to ensure that the workforce has the capability to meet the job requirements. Adequate capability should include knowledge (K), skills (S), and traits/attitudes (A). Additionally, the HR team should build a 'Competency Map' for each position in the company to ensure reasonable alignment when selecting talent.
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Project |
Content |
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(I) Basic Information about the Position |
Unit, Department, Position Title, Job Grade, Position, and Score |
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(II) Positioning the Job and Responsibilities |
The job objective is to establish the position, highlight the value and significance of the position's existence, and explain the scope of responsibilities. |
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(III) Positon |
This position within the organization is placed at an intermediate level, following the three-tier hierarchy principle: upper, middle, and lower levels. |
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(IV) Job Description |
Job objectives, task content, weights, regulatory basis, performance criteria. |
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(V) Scope of job communication |
Stakeholder groups within and outside the scope of job management. |
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(VI) Functional requirements for the job |
Basic requirements for employees, certificates, experience, skills (behavioral characteristics), professional competence, and professional skills. |
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(VII) Others |
The content that an ideal job description should have
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Assessment tools
By using reliable talent assessment tools, the chances of finding suitable candidates can be improved. For example, there are assessment tables for professional behavior, job values, personality, leadership style, and individual traits. Each business needs to choose an assessment tool that suits its specific needs.
Once a suitable assessment tool is selected, a business can establish a team of experts to build a standardized model. This can be achieved through collaboration between department managers or through expert group discussions to define competency requirements for each position. The result will be a competency standard that can be applied to the recruitment and selection process for future workforce planning.
Additionally, some businesses may use feedback from outstanding employees in each position to build a foundation for the competency model. This information can be an average of the department or suggested by the department manager.
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Optimizing the Recruitment SOP
Currently, in the era of talent competition, every second is crucial. How to efficiently screen resumes, invite for interviews, announce selection results, and digitize the recruitment process becomes vital. In optimizing the Recruitment SOP, the HR team can focus on timeliness.
From the selection stage to the interview, the self-assessment table, and the recruitment SOP can be as follows:
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No. |
Content |
Result |
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1 |
Is there a job description for the recruitment position? Is it comprehensive? | |
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2 |
In the job description, is there any section that describes the job responsibilities and corresponding skills? | |
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3 |
Does the company have a form for requesting additional personnel? | |
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4 |
Has the company established SOPs for recruitment and employee selection? | |
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5 |
Does the company have a designed human resources information sheet corresponding to key points in talent selection? | |
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6 |
In the process of recruitment and employee selection, has the company clearly defined the rights and responsibilities of the HR department and the labor utilization department? | |
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7 |
Is the interview arrangement using an open space (such as a meeting room)? | |
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8 |
Does the company use professional selection tools? | |
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9 |
Does the company use personality-based selection tools? | |
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10 |
Does the company have a standardized interview process? | |
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11 |
Does the company have a standardized interview note template? | |
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12 |
Before the interview, do you review the relevant information about the candidate and note down key points to ask? | |
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13 |
During the interview, does the interviewer talk more or listen more? | |
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14 |
During the interview, do your questions effectively correspond to the skills and qualities required for this position? | |
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15 |
Does the company provide an official notification for the recruitment decision, whether it's hiring or not hiring? |
Self-assessment form for selection and interview
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Job Description |
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Staff Requirements: The department will fill out the 'Supplementary Staff Request Form,' along with the job description and organizational chart, then submit it to the HR department for review and forwarding to the authorized manager for approval. |
| Recruitment: Conduct recruitment through various channels. |
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Resume screening and interviews: (1) Candidate/recruitment information form (2) Evaluation (3) New employee interview evaluation form. |
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Reporting: The recruited person will receive a recruitment notice from the HR department. |
Recruitment SOP
In the development stage, we optimize recruitment texts and diversify strategies.
With the emergence of HR ambassadors, the crucial tasks of the HR team include managing the employer brand, overseeing school relations, community management, and optimizing platform data analytics. Maintaining and curating content for marketing pages on recruitment platforms also plays a vital role.
Every step in the recruitment process is a "marketing point." The first interaction that candidates have is not with the company's website but with the job postings on HR platforms. Therefore, optimizing job postings is a critical factor.
Exceptional recruitment text can attract the attention and profiles of candidates. When job seekers are looking for employment, they are interested in the company's culture, salary benefits, training, career development, and company stability.
When crafting text, the HR team should ask themselves questions such as: "Does our job posting content reflect the perspective of the 'job seeker'?" "Have we clearly defined the business definition?" "Have we emphasized the importance of the company in the industry?"
For different target audiences, the HR team needs to have a flexible recruitment strategy, utilizing various recruitment channels, from popular community platforms to LinkedIn for professionals. They should also design a flexible recruitment plan and maximize the effectiveness of job advertising.
Given the impact of the pandemic, interviewing candidates directly has become challenging. Businesses may consider providing remote interview tools to minimize the risk of infection while continuing the interview process efficiently.
Hope this article from Aniday is helpful to you!
