RECRUITMENT &
SELECTION
HOW-TO-GUIDE

How-to-Guide RECRUITMENT & SELECTION

<How to recruit and select new employees>

©HR...
How-to-Guide RECRUITMENT & SELECTION

RECRUITMENT
& SELECTION
HOW-TO GUIDE

• This Guide is part of the RECRUITMENT &
SELE...
How-to-Guide RECRUITMENT & SELECTION

ROADMAP OVERVIEW

STEPS FOR RECRUITING & SELECTING EMPLOYEES

STEP I

STEP II

UNDER...
How-to-Guide RECRUITMENT & SELECTION

USING THIS
GUIDE

• Our How-to-Guides, such as the one you are currently
reading, ar...
STEP I – UNDERSTAND THE BUSINESS CASE
& PREPARE THE SEARCH

STEP I
UNDERSTAND THE BUSINESS CASE
& PREPARE THE SEARCH

©HRM...
How-to-Guide RECRUITMENT & SELECTION

UNDERSTAND
THE BUSINESS
CASE & PREPARE
THE SEARCH - 1
Tool Reference:
• Recruitment ...
How-to-Guide RECRUITMENT & SELECTION

...SOME PAGES ARE MISSING HERE...

 Go to www.hrmtoolshop.com
and download the enti...
STEP II – USE THE AGREED RECRUITMENT
MEDIA AND RESPOND TO THE RECEIVED
APPLICATIONS

STEP II

RECRUIT & RESPOND

©HRM Tool...
How-to-Guide RECRUITMENT & SELECTION

RECRUIT &
RESPOND

• Implement the agreed search approach by applying the
identified...
How-to-Guide RECRUITMENT & SELECTION

...SOME PAGES ARE MISSING HERE...

 Go to www.hrmtoolshop.com
and download the enti...
STEP III – CONDUCTING SELECTION
INTERVIEWS AND CHECKING REFERENCES
FOR SHORTLISTED CANDIDATES

STEP III

CONDUCT INTERVIEW...
How-to-Guide RECRUITMENT & SELECTION

CONDUCT
INTERVIEWS &
REFERENCE
CHECKS - 1

Tool Reference:
• Interview Questionnaire...
How-to-Guide RECRUITMENT & SELECTION

...SOME PAGES ARE MISSING HERE...

 Go to www.hrmtoolshop.com
and download the enti...
STEP IV – MAKING JOB OFFER AND
NEGOTIATING WITH FINAL CANDIDATE

STEP IV

MAKE JOB OFFERS & NEGOTIATE

©HRM Toolshop, 2013...
How-to-Guide RECRUITMENT & SELECTION

MAKE JOB OFFERS
AND NEGOTIATE 1

• Prepare the Job Offer Letter (part of the End of
...
How-to-Guide RECRUITMENT & SELECTION

...SOME PAGES ARE MISSING HERE...

 Go to www.hrmtoolshop.com
and download the enti...
How-to-Guide RECRUITMENT & SELECTION

RECRUITMENT & SELECTION
TOOLS OVERVIEW
AVAILABLE TOOLS PER STEP IN THE PROCESS*
I. U...
How-to-Guide RECRUITMENT & SELECTION

HRM
TOOLSHOP

• The RECRUITMENT & SELECTION TOOLKIT is
part of the HR TALENT MANAGEM...
How-to-Guide RECRUITMENT & SELECTION

DID YOU LIKE
THIS PRODUCT?

Explore hundreds of best practice HR documents &
tools o...
How-to-Guide RECRUITMENT & SELECTION

USER TERMS

• You liked this template and you want to share HRM
Toolshop’s Products ...
How-to-Guide RECRUITMENT & SELECTION

WE WELCOME YOU TO THE HRM TOOLSHOP
Together, we combine 40 years of
HR experience ac...
WHO WE ARE

Tania acquired 20 years of
experience through managing
international HR Legal Projects and
Talent & Developmen...
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Recruitment - How to recruit and select new employees - A pragmatic Manual for HR and non HR Professionals across industries and all company sizes

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This Guide helps you to use the tools & templates of the Recruitment & Selection Toolkit. It describes how to determine the appropriate search approach, how to respond to candidates, conduct your selection interviews and manage negotiations with the best matching candidate.

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Recruitment - How to recruit and select new employees - A pragmatic Manual for HR and non HR Professionals across industries and all company sizes

  1. 1. RECRUITMENT & SELECTION HOW-TO-GUIDE How-to-Guide RECRUITMENT & SELECTION <How to recruit and select new employees> ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  2. 2. How-to-Guide RECRUITMENT & SELECTION RECRUITMENT & SELECTION HOW-TO GUIDE • This Guide is part of the RECRUITMENT & SELECTION TOOLKIT. This toolkit helps you to reach a pool of candidates and select the most appropriate candidate for a vacant post in your company. • Step by step, this Guide describes how to determine the appropriate search approach, how to respond to candidates, conduct your selection interviews and manage negotiations with the best matching candidate. • For each step in the Guide, you will be introduced to the relevant tools and templates and how to complete them: a template for defining your Search Approach together with the Hiring Manager, an interview template, a list of interview questions to choose from, examples of standard replies to candidates and so much more. ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  3. 3. How-to-Guide RECRUITMENT & SELECTION ROADMAP OVERVIEW STEPS FOR RECRUITING & SELECTING EMPLOYEES STEP I STEP II UNDERSTAND THE BUSINESS CASE & PREPARE THE SEARCH RECRUIT & RESPOND ©HRM Toolshop, 2013, all rights reserved STEP III CONDUCT INTERVIEWS & REFERENCE CHECKS STEP IV MAKE JOB OFFERS & NEGOTIATE www.hrmtoolshop.com O N B O A R D I N G
  4. 4. How-to-Guide RECRUITMENT & SELECTION USING THIS GUIDE • Our How-to-Guides, such as the one you are currently reading, are limited in application: each customer can consult our How-to-Guides, but they cannot be shared, edited, customized, etc... in any format or context. These Guides only serve as comprehensive manuals for you in applying all the HRM Toolshop Tools & Templates, and should be used for that purpose only. • Each of our How-to-Guides is therefore only offered in a non-customizable or non-editable format. • On the other hand, you are allowed to use the Tools & Templates for which you bought a license, and customize these to your needs, subject to the limitations under the License. • For more information: see our General Conditions on www.hrmtoolshop.com. ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  5. 5. STEP I – UNDERSTAND THE BUSINESS CASE & PREPARE THE SEARCH STEP I UNDERSTAND THE BUSINESS CASE & PREPARE THE SEARCH ©HRM Toolshop, 2013, all rights reserved How-to-Guide RECRUITMENT & SELECTION • Critical HR Competencies to have: – Business Understanding – Analytical Thinking www.hrmtoolshop.com
  6. 6. How-to-Guide RECRUITMENT & SELECTION UNDERSTAND THE BUSINESS CASE & PREPARE THE SEARCH - 1 Tool Reference: • Recruitment & Selection Manual for Hiring Managers • Vacancy Request Form • Job Description & Job Profile Form • Search Approach Preparation • Search Approach See also HR Policies (Recruitment & Selection, Internal Transfer, Temporary Replacement Policies) & HR Procedures Manual (Hiring & On-Boarding Procedures) • If a position becomes vacant, check with the HR Business Partner (or directly with the responsible line Manager if the role of HRBP does not exist in your organization) which solutions are feasible or have already been anticipated in the Workforce Planning (if your Company conducted such exercise). Some questions you may ask during such meeting with the HRBP or the Line Manager responsible for the vacancy (hereafter the “Hiring Manager”): – Is a (temporary) external solution feasible? – Is it possible to reorganize tasks & responsibilities amongst current employees in the team/ another team? – Is it an option to reallocate responsibilities to employees in a ‘Mobility Program’, e.g. employees having to be redeployed, employees returning from long term leave, employees who have been working on a project reaching its end date, …. If a Temporary Replacement or an Internal Transfer is a feasible option, the relevant procedure should be followed (see Internal Transfer Policy & Temporary Replacement Policy). ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  7. 7. How-to-Guide RECRUITMENT & SELECTION ...SOME PAGES ARE MISSING HERE...  Go to www.hrmtoolshop.com and download the entire How-to-Guide ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  8. 8. STEP II – USE THE AGREED RECRUITMENT MEDIA AND RESPOND TO THE RECEIVED APPLICATIONS STEP II RECRUIT & RESPOND ©HRM Toolshop, 2013, all rights reserved How-to-Guide RECRUITMENT & SELECTION • Critical HR Competencies to have: – Planning & Organizing – Facilitating & Consulting www.hrmtoolshop.com
  9. 9. How-to-Guide RECRUITMENT & SELECTION RECRUIT & RESPOND • Implement the agreed search approach by applying the identified recruitment media (e.g. contact recruitment agency, draft job advert, organize student mailing, etc.). • Respond promptly and appropriately to all applications (see ‘Responding to Applications’ Templates). • Liaise regularly with the Hiring manager, either as a general update or when the Hiring Manager’s specific input is needed, e.g. to approve an advert. Tool Reference: • Responding to Applications Templates • CV-Based Shortlist • Vacancy Update Report ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  10. 10. How-to-Guide RECRUITMENT & SELECTION ...SOME PAGES ARE MISSING HERE...  Go to www.hrmtoolshop.com and download the entire How-to-Guide ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  11. 11. STEP III – CONDUCTING SELECTION INTERVIEWS AND CHECKING REFERENCES FOR SHORTLISTED CANDIDATES STEP III CONDUCT INTERVIEWS & REFERENCE CHECKS ©HRM Toolshop, 2013, all rights reserved How-to-Guide RECRUITMENT & SELECTION • Critical HR Competencies to have: – Planning & Organizing – Facilitating & Consulting – Interviewing & Assessment www.hrmtoolshop.com
  12. 12. How-to-Guide RECRUITMENT & SELECTION CONDUCT INTERVIEWS & REFERENCE CHECKS - 1 Tool Reference: • Interview Questionnaire • Interview Template • Interview Shortlist Report • Employment Recommendation Form • Reference Request Form • Plan your selection interview with the candidate and, if agreed in the Search Approach, together with the Hiring Manager. • Prepare the selection interview together with the Hiring Manager. In principle the format, content and style of the interview have already been discussed in the Search Approach. However, it is advisable to walk the Hiring Manager briefly through the different parts of the interview and each interviewer’s role, expecially if the Hiring Manager is not frequently involved in a selection procedure. • You can use the Interview Template to guide you through the steps of the interview and to summarize the candidate’s answers and write down your comments. ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  13. 13. How-to-Guide RECRUITMENT & SELECTION ...SOME PAGES ARE MISSING HERE...  Go to www.hrmtoolshop.com and download the entire How-to-Guide ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  14. 14. STEP IV – MAKING JOB OFFER AND NEGOTIATING WITH FINAL CANDIDATE STEP IV MAKE JOB OFFERS & NEGOTIATE ©HRM Toolshop, 2013, all rights reserved How-to-Guide RECRUITMENT & SELECTION • Critical HR Competencies to have: – Planning & Organizing – Negotiation – Communication www.hrmtoolshop.com
  15. 15. How-to-Guide RECRUITMENT & SELECTION MAKE JOB OFFERS AND NEGOTIATE 1 • Prepare the Job Offer Letter (part of the End of Negotiations Letters) using the appropriate information regarding the grade/job family of the candidate and the personal remuneration package being offered and the information contained in the HR Policies regarding benefits. • Prepare a Job Offer File containing the following documents: – 2 copies of the Job Offer Letter, – Enclosures to the Job Offer Letter: Tool Reference: • End of Negotiations Letters • Pre-Employment Checklists • the Summary of Key Terms & Conditions, • the “Employment with <<COMPANY>>… the next steps” Note and • the Reference Request Form (if yet to be completed), – A copy of the signed Employment Recommendation. See also On-boarding & Orientation Toolkit Send it to the HR Director and Head of Division for their approval. • Telephone the candidate to inform him/her of the Job Offer being made. ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  16. 16. How-to-Guide RECRUITMENT & SELECTION ...SOME PAGES ARE MISSING HERE...  Go to www.hrmtoolshop.com and download the entire How-to-Guide ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  17. 17. How-to-Guide RECRUITMENT & SELECTION RECRUITMENT & SELECTION TOOLS OVERVIEW AVAILABLE TOOLS PER STEP IN THE PROCESS* I. Understanding the Business Case and Preparing the Search II. Attracting the right candidates & Responding to their application III. Conducting Interviews and Verifying References IV. Making Job Offers and Negotiating with the Final Candidate  Recruitment & Selection Manual for Hiring Managers  Vacancy Request Form  Job Description & Job Profile Form  Search Approach Guidelines  Search Approach Template  Responding to Applications Templates  CV-based Shortlist  Vacancy Update Report  Interview Questionnaire  Interview Template  Interview Shortlist Report  Employment Recommendation  Reference Request Form  End of Negotiations Letters  Pre-Employment Checklists See also Hiring & Onboarding Policies and HR Procedures Toolkit (Hiring & On-boarding Procedures) * Each tool is also separately available and fully customizable to your needs. ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com See also On-boarding & Orientation Toolkit
  18. 18. How-to-Guide RECRUITMENT & SELECTION HRM TOOLSHOP • The RECRUITMENT & SELECTION TOOLKIT is part of the HR TALENT MANAGEMENT category, where you can also find the related HR Toolkits for dealing with the Talent Management challenges your company is facing : – On-boarding & Orientation Toolkit – Management Assessment & Development Toolkit (under construction) • Go to www.hrmtoolshop.com for more HR Toolkits & Guides. ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  19. 19. How-to-Guide RECRUITMENT & SELECTION DID YOU LIKE THIS PRODUCT? Explore hundreds of best practice HR documents & tools on www.hrmtoolshop.com You can also find us at: ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  20. 20. How-to-Guide RECRUITMENT & SELECTION USER TERMS • You liked this template and you want to share HRM Toolshop’s Products with other HR Professionals or Business Professionals with HR Responsibilities? Thank you for respecting our Intellectual Property Rights and referring other interested professionals to www.hrmtoolshop.com! • Reproduction, adaptation or translation without permission is prohibited. All HRM Toolshop products are protected by copyright laws and you do not have the right to sell, relicense, sublicense, distribute or assign any of these Products. For more information: see our General Conditions on www.hrmtoolshop.com. • The HRM Toolshop products are HR Tools & Templates provided on an “as is” basis with no warranties or guarantees, including all express, statutory and implied warranties of merchantability, fitness for a particular purpose, title and non-infringement. HRM Toolshop does not warrant that its Products are accurate, reliable, correct, or applicable to your situation or jurisdiction. ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  21. 21. How-to-Guide RECRUITMENT & SELECTION WE WELCOME YOU TO THE HRM TOOLSHOP Together, we combine 40 years of HR experience across industries and geographies. It all started years ago, when we ourselves, as HR Professionals, came to realize the hard way, that it is highly time-consuming to find ready-touse, straightforward HR information on the internet. The option to work with expensive consultancy firms being a budgetary challenge in the economic down-turn, we looked for other EFFICIENT ways for designing and customizing our HR instruments ourselves at a high standard. That is how our idea grew to develop pragmatic and generic how-to HR guides around HOT HR processes, such as Strategic Planning, Change Management, Performance & Talent Management! We also wanted to offer great HR tools & templates that people could download quickly and then customize to their own needs. Just like a very professional Do-It-Yourself store for all kinds of HR issues! To ensure the widely applicable usage of our products, we started connecting with senior HR think alikes across the globe, to help create and/or validate our Toolkits. As you read this, we are producing more practical tools & templates for you with this team. Don’t hesitate to send us a query through our web shop if you think of something particular you can’t find anywhere! Anne & Tania, Brussels, 2013 ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com
  22. 22. WHO WE ARE Tania acquired 20 years of experience through managing international HR Legal Projects and Talent & Development Programs across industries. How-to-Guide RECRUITMENT & SELECTION My fascination for Talent Management grew as I moved up the hierarchic ladder: as an eager young search professional in the Retail Sector I came to realize the importance of efficient hiring & onboarding processes and skills. As I moved on in various leadership roles, one of them in the Federal Government, I often was challenged with matching people their competencies in critical roles effectively. Over these years, I gained a lot of experience in Talent Development and Competency Management. At that time, Compliance became an important concern in many organizations, and I decided to obtain a Master’s Degree in Labor Law. Once graduated, I started applying these new HR Legal competencies in my assignments as HR Consultant, mainly in the Energy sector, where I mainly focused on HR Transformations and HR Policy design work. To really specialize in the HR Legal side of business, for projects around restructuring, employee relations, wellbeing, etc. ..., I joined a well-known international legal firm as a senior legal consultant for a couple of years. Today I am fully dedicated in managing my own HR consultancy firm, offering specialized services in Talent Management besides running the HRM Toolshop. I started my career in the Oil & Gas Industry within the Learning & Development area, and then moved into a senior HR consultancy role at a BIG 5 Consultancy Firm where I became trained in Organization Design, Change Management and HR Transformation through theory and practice. Interesting times, lots of international traveling, but I felt that I needed to get exposed to the down-toearth, operational side of HR! I took up several international HR Director roles in Europe and the Middle East, in various industries: working within different cultures, and how to apply HR practices across locations became my key lessons learnt those years. Summarizing all the things I saw and experienced during my career up until now would be as follows: “Running a Successful Business is Being very Smart about how you manage your People and Starts with Genuine Respect”. Any successful HR action will derive from this principle. ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com Anne gained 20 years of experience in guiding businesses through change, leadership development and strategic HR planning programs internationally.

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