JCG Recruitment Process


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Sample Presentation of Best Practices in Recruitment, Staffing and Sourcing. This was developed for one of my previous clients to help streamline their recruiting process.

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JCG Recruitment Process

  1. 1. The ABC Company, Inc. Recruitment Process Developed by J. Cameron Gantt – Recruiter
  2. 2. Recruitment Plan I. Research and Development II. Sourcing Strategy III. Candidate Identification and Selection IV. On- Boarding
  3. 3. Research and Development  When determining the staffing needs of ABC, it will be important that HR partner with leadership from each business unit in order to research and develop best practices within our recruiting process.  In this stage we will be able to: a. Establish the budget to be used for each search assignment (Sourcing, Salary, Relocation, etc…) b. Gain valuable information regarding position duties, departmental culture, preferred experience and desired characteristics c. Determine and prioritize our needs by urgency and cost- effectiveness d. Establish goals and create timelines, along with deadlines for each position to be filled e. Create job requisitions and descriptions via ATS
  4. 4. Sourcing Strategy  In order to attract talent that rank in the top 20% in their field, we will need to utilize targeted sourcing methods  These methods would include: a. Internet Recruiting (Niche Job Boards, Resume Mining, Boolean Searches) b. Cold Calling and Referrals (Competitors, Employee Referrals) c. Networking and Job Fairs d. Online and Social Networking (Linkedin.com, Plaxo, Twitter, Jigsaw, Facebook etc…) e. External Staffing Resources (Industry Staffing Agencies)
  5. 5. Candidate Identification and Selection  Identifying and selecting your candidate(s) is a very important part of the recruitment process because it serves a dual purpose. a. Marketing b. Recruitment  This stage allows you your market ABC as a leader in its industry while recruiting talent to join your team. Both roles should be held at the highest regard. * Remember… Recruitment is about building relationships. Building strong relationships with your employees, potential employees and external contacts will help you ensure success
  6. 6. Candidate Identification and Selection - continued  Marketing - As a Recruiter, you will represent your organization by promoting your name, face and personality along with the ABC image in the community. A great way of bridging the gap between ABC and potential hires would be the ARC method – Announce, Review and Create  Announce Yourself - Introduce yourself and give a brief overview of ABC. Who, What, When, Where and How?  Review the Opportunity – Describe the opportunity, the motivation behind the opportunity and the type of candidates you are seeking.  Create Excitement – This is your chance to sell the opportunity and ABC as a potential employer. You can do this by mentioning some of ABC’s accomplishments, upcoming projects, associated benefits and the growth potential of the opportunity * Remember… In recruiting, “Word of Mouth” is the strongest method of promotion
  7. 7. Candidate Identification and Selection - continued  Recruitment - You are recruiting, evaluating and selecting talent to join ABC with the goal of each hire to meet or exceed the service level provided to the community I. Initial Contact a. Initial contact should be made by telephone or email. Whenever possible, it is definitely a good idea to speak with your potential candidate via telephone as this will allow you to gauge your candidates’ personality, learn more information regarding their background and utilize the ARC method to market your opportunity b. If your candidate is interested in pursuing the opportunity, you will then schedule them for a telephone interview. If not, you can definitely ask for referrals. *Remember… Either way, your candidate should leave the conversation with a clear understanding of ABC’s mission and current needs
  8. 8. Candidate Identification and Selection - continued II. Telephone Interview  The purpose of the telephone interview is to screen your candidate and gain as much information about them as it pertains to your available position. By screening your candidate via telephone, it will determine if a face to face interview is necessary. If the candidate is selected to meet Hiring Manager in person, this will also allow the manager to focus on getting to know the candidate better  Your telephone interview should consist of 3 steps a. Re-introduction - Give a detailed description of the opportunity and confirm your candidates interest b. Interview - Conduct a behavioral screening with questions that relate directly to the job description c. Q&A - Allow your candidate to ask questions regarding the opportunity and organization
  9. 9. Candidate Identification and Selection - continued  After the telephone interview, take the time to evaluate your candidates’ interest in the opportunity, salary requirements, credentials, responses to behavioral questions and overall communication. If you feel that this candidate clearly stands out against other candidates, you will communicate your findings to the Hiring Manager and determine if a face to face appointment is needed.  If you feel that this candidate is not right for the position, you will need to communicate this via a declination email or phone call. *Remember… Treat your candidates with professionalism and respect. If a candidate is not right for a position, it’s a good idea to retain the relationship and the candidates information. This candidate may be able to offer referrals or possibly fit a position with your organization in the future.
  10. 10. Candidate Identification and Selection - continued  Sample – Behavioral Interview Telephone Screening Questionnaire Associate Title J.C. Gantt Recruiter Candidate Position John Doe Account Manager Date 5/5/09 Requisition 0955369 1. This position requires you to have a strong customer service orientation. There will be times when you will have to provide services to upset or irate customers.  Questions used will be determined by I would like for you to tell me about a specific time where you had to deal with an upset or irate the Hiring Manager and the Recruiter customer. Please be specific as to what the problem was, what steps you took in order to resolve the issue and the overall outcome of this situation. Notes:  The Recruiter will use this guide in Candidate gave specific example regarding experience. Had an issue where a customer did not understand charges for services provided. Customer complained to Mr. Doe. order to conduct the telephone Candidate calmed the customer down and probed for information in order to research issue and resolve interview Explained problems and provided solutions to prevent issue from happening again in the future. Resolved issue and the customer left the situation satisfied. *Thanked customer for business.  The Recruiter will score each answer on a scale of 1 -5 with 5 being the highest  This form will serve as a part of the Rate answers on a scale of 1 – 5 with 5 being the highest rating. candidates application profile and it will 5/5 be submitted to the Hiring Manager after the telephone interview for review
  11. 11. Candidate Identification and Selection - continued III. Face to Face Interview(s)  During this stage your candidate is ready to meet with the hiring team in person. It’s important that you set aside a block of time for your candidate to meet with you and other personnel supporting the recruitment process for the position.  Once your interview has been scheduled, it is a good idea to send your candidate a confirmation email including: a. The date and time of the appointment b. Materials to have available (Resumes, Presentations, etc…) c. Appropriate attire for the appointment d. Names and titles of everyone your candidate will be meeting e. Time allotted for the appointment.
  12. 12. Candidate Identification and Selection - continued  During the recruitment process the Recruiter will serve as the face of the organization. Keep in mind that the candidate has only dealt with the Recruiter up to this point and ultimately, it is the recruiters responsibility to make sure that your candidate has a positive experience.  When your candidate arrives for their appointment, it is a good strategy that you greet them in the waiting area. It is ok to take a few moments to go over the agenda and make sure that they are comfortable.  Once you have greeted the candidate, it is highly recommended to escort them to their interviewer(s) *Remember… It has been said that the interviewing process can be one of the most stressful events in a persons life. These gestures add value to the process because it reassures the candidate that you value their time and are serious regarding their candidacy
  13. 13. Candidate Identification and Selection - continued  Once the interview has been completed, the hiring team should debrief in order to determine the next steps for their candidate  There are 3 possible scenarios: a. If it is agreed that the candidate is not a good fit, then the recruiter will need to contact the candidate via email or telephone to inform them of their declination b. If the hiring team is not certain as to whether or not the candidate will be a good fit, there may be a need for an additional interview c. If it is agreed that the candidate is a good fit, the team should prepare the materials in order to present the candidate with an offer
  14. 14. Candidate Identification and Selection - continued IV. Making an Offer  Once you have made a decision to hire a candidate, of course you will need to make a contingent job offer. You will need to work with the hiring team to work out the details of the offer including salary, benefits, vacation, sick time and preferred start date  As the Recruiter, you will present the offer to your candidate and explain that the offer is contingent upon the candidate meeting all pre-employment guidelines. This will include a complete employment, education and criminal background check. This may also include drug testing and any additional screenings deemed necessary by HR.
  15. 15. Candidate Identification and Selection - continued  There may be some negotiation involved however if your candidate accepts the offer, you will then provide them with all of the necessary documents in order to initiate the pre-employment checks. This will include the offer letter, pre-employment waivers and a listing of approved vendors for drug testing. Make sure that the candidate understands that this information needs to be completed and returned to HR within a 24 hour period. a. Once your candidate passes the specified pre-employment checks, both parties will agree on a start date b. In the event your candidate fails the specified pre-employment checks, the Recruiter will need to rescind the offer *Remember… This is a critical stage in the process and it is important that you move as quickly as possible. You may run the risk of losing your candidate to a competitor if you do not act with a sense of urgency
  16. 16. On-Boarding IV. On-Boarding  An employees’ first weeks on the job are perfect to build a successful working relationship. Studies show that on-boarding can either make or break an employee within their organization.  Facts of Interest  89% of new hires don’t have the knowledge needed to “hit the ground running”, according to AIRS  46% of newly-hired employees are projected fail within 18 months, while only 19% will achieve unequivocal success, according to Leadership IQ  It costs 1.5 times the annual salary to replace a worker according to Hewitt Associates
  17. 17. On-Boarding  Our goal is to hire and retain the best talent, decrease turnover, improve productivity and increase respect for management and the organization as a whole  ABC can strengthen the relationship between its new hires and the organization by incorporating a few on-boarding tactics into the recruitment plan.  This will help ensure: a. Your new hire feels welcomed and valued b. Confirm their decision to join ABC as a good decision c. Your new hire gets acclimated with ABC policies, procedures, culture, expectations and the daily responsibilities of their role in the organization
  18. 18. On-Boarding  “Welcome to the Team!” is a strategy that can be used to bring your new hire on-board a. “Welcome to the Team!” b. New hire paperwork (Legal and HR) c. Overview mission and values d. Organizational chart review e. Job function overview f. Work-site tour g. Introduction to others (Training and Network building) h. Decrease the learning curve i. Goals and strategy alignment (Performance plan 30, 60, 90 days)
  19. 19. Q&A  Questions?