This document provides a checklist for organizations to consider when embarking on an external recruitment campaign. It outlines key steps including identifying job needs, considering internal candidates, selecting a recruitment firm, developing job descriptions, defining an interview process, managing the project, expanding the search universe, selecting and interviewing candidates, conducting assessments, checking references, making an offer, onboarding activities, and ensuring support for new hires in their first 90 days. The checklist is meant to guide organizations through the entire recruitment process from start to integrating new employees.

1. 2012
Recruitment Process Outsourcing | HRM-HCM Consultant Management
RECRUITMENT PROCESS
GUIDE TO

2. Recruitment Process
R.P.O
The following table sets out a simple checklist of questions to consider before embarking on
an external recruitment campaign. It is not designed to be a definitive list, but is a useful
starting point.
Identify needs
•
•
Why is the job needed?
Can the role be redefined?
• Can responsibilities are incorporated elsewhere?
• What happens if the job isn’t replaced?
• What are the consequences of non-appointment?
• Review whether now is the right time to recruit i.e. is there a
major reorganization pending?
Consider internal
candidates • Are there individuals on the succession plan?
• Could hi-pos be moved sideways for development purposes?
• Should some be seen out of courtesy?
• Consider whether there are candidates within the wider
organization, e.g. in sister companies
Select headhunter • Are they recognized selection experts?
• Do they have a defined methodology?
• Do they have expertise in this recruitment area?
• Have they done similar work before?
• Have you obtained references?
• What success assurances do they offer?
• How will they represent you in the market?
• Costs - what will you pay them?
• What recruitment team will work on the assignment?
• What written progress reports will you receive?
• what project timings do they suggest?
• Do their style and values fit with your organization?
• What are the resources they will assign to your project?
• Do they work for your competitors?
Draw up job • Define key purpose of job
description and
person profile • Define key result areas
• Define critical objectives
• Define role metrics
• Define reporting lines

3. • Identify key reports
• What is the remit of the job in terms of geography and
customer base?
• Where will the job be based?
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4. • What are the competencies?
• What is the budget?
• What qualifications are required?
• What is the personal profile of the ideal candidate?
• What would be contra indications
• Identify key values and vision of organization
• Identify Chief Executive’s “hot buttons”
• What are the likely promotion opportunities for this role?
Define interview • Define client interview processes i.e. stages, key personnel,
and decision format, and formalities
making process
• Define sequence of interviews, psychometrics, if required,
and additional assessment processes
• Define what weight will be given to each interviewer/exercise
in terms of making final
Define project
management • Agree timings for presentation of initial shortlist
process • Agree timings of first round interviews
• Agree feedback mechanisms
Define search
universe • Define criteria which identify relevant organizations
• Develop research team’s list of relevant companies
• Develop client list of relevant companies
• Delete those organizations which should not be on the
consolidated list
• Identify consultants, academics, etc. who may give referrals
• Identify established networks which should be searched
• Use established consultant networks to identify viable
candidates
Additional sourcing • Conduct web posting
• Analysis of head hunter/consultancy database
• Assessment of head hunter/consultancy network
Selecting • Screen CVs against key role requirements
candidates for
interview • Assess content and style of candidate covering letters
• Check out obvious reference points
• Ensure interview courtesies
• Provide detailed overview of role, terms and conditions and
company to candidates
Conduct head
hunter / consultant • Check for knowledge of topic
interviews • Check for knowledge of client organization
• Check for knowledge of business
• Check for interpersonal compatibility
• Check Continuous Professional Development
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5. • Authenticate qualifications
• Obtain names of potential referees
• Check external networks
• Verify current package, notice period and salary expectations
• Ascertain candidates longer term ambitions/aspirations
• Evidence of external reputation
• Confirm, where relocation may be an issue, that candidate
will relocate
• Provide feedback to candidates on interview performance
Head hunter / • Produce written reports on each candidate with strengths,
consultant shortlist
weaknesses and synopsis of the details outlined above
• Discuss each candidate with client
• Confirm final details of client interview process
• Confirm date for first stage interviews
• Advise clients on any aspect of the interview process or
design as necessary
Client interviews
• Advise candidates of interview time, location and process
• Advise candidates to take examples of good work
• Advise clients on interview questions and etiquette
• Client to confirm HR’s role?
• Client to confirm the line manager’s role?
• Client to confirm the line manager’s role?
• Dinner with preferred candidate and their partner
Psychometrics and
Additional • Identify appropriate ability and/or personality testing
Assessment instruments
• Arrange testing
• Provide feedback to candidates and clients
• Consider development recommendations on the basis of the
Assessment
• Ensure coverage of other assessment processes e.g.
Presentation or case study
• Consultant can advise on in-depth psychological analysis if
Required
• Consultant to advise if independent psychological
assessment required
References &
Medical • Ensure thorough pre-employment medical is undertaken
• References taken by consultant or client but should be with
two previous line managers, not necessarily those nominated by
the candidate
Offer Letter This should include the following:
• Basic terms and conditions
• Salary information
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6. • Salary review
• Performance criteria
• Stock options
• Notice period
• Relocation Policy
• Non-disclosure clause
• Restrictive Covenants
• Start date
• Pension Arrangements
• Reporting relationships
• Mode of acceptance
• Expiration of offer
Pre-employment
• Keep candidate abreast of key developments within
organization
• Arrange for candidate’s attendance at critical meetings
• Deal with candidate’s equipment and office requirements
• Brief team of intended start date
• Brief organization on new-hire details
• Don’t assume that acceptance of offer means candidate will
start! Keep them ‘warm’
The first 90 days
• Basic induction - orientation
• Basic induction - products and processes
• Meeting the Board
• Candidate to produce a formal output plan for first 12 months
• Meeting the team
• Initial work plan
• Priorities to address
• Regular compatibility discussions with client
• Compatibility discussion with client
• Arrange meetings with key customers
• Reinforce key objectives, vision and values
• Appointment of mentor or buddy
• Fulfill any promises made during interview process
• Check the domestics
• Check performance against set objectives
• Get candidate’s feedback on progress to date, and on wider
issues as appropriate
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