What is a hiring process?
An efficient and effective hiring process is a step-by-step process for hiring a new employee, whereby an organization
identifies its talent needs, recruits from its talent pool and eventually hires the most qualified candidates. Most companies
have their own hiring processes. What follows are the most common steps in the hiring process across industry and
regardless of company size. Keep in mind, however, that the specific details of the hiring process are unique to each
company.

Steps of the Hiring Process

1. Identify the hiring need
The hiring process begins by identifying a need within your organization. This need could vary from filling a vacated
position, better managing a team’s workload, or expanding the reach of organizational tasks. Positions are, in other words,
either newly formed or recently vacated.

2. Devise A Recruitment Plan
Once an organization identifies a hiring need, it should begin recruitment. In the case of newly formed positions,
organizations should clearly identify how the new role aligns with its goals and business plan. Organizations should also
keep relevant internal teams and employees apprised of the new position at each stage of the hiring process. It’s
important that all those involved in the hiring decision agree to the hiring process, steps, and appropriate communication
channels. Recruitment also includes strategizing how to publicize the new position, both internally and externally; criteria
for initial candidate screening; what the interview process will look like; and who will conduct interviews.

3. Write a job description
The hiring staff should start by generating a job description that includes a prioritized list of job requirements, special
qualifications, desired characteristics, and requisite experience. The job description should also include information
regarding salary and benefits.

4. Advertise the Position
Identifying highly-qualified potential candidates begin internally. Start, therefore, by notifying current employees of the
opening. Advertising the job may stop there, if you are determined to fill the position internally. If, however, you are
interested in external candidates, you should include this information when you notify internally. External publicity will
likely consist of utilizing a combination of the company’s website and social media platforms, job posting sites like
LinkedIn, job fairs, industry publications and events, local newspaper advertisements, and word-of-mouth recruitment.
Publicity will likely consist of utilizing a combination of the company’s website and social media platforms and job posting
sites like LinkedIn, industry publications, and local newspaper advertisements.

5. Recruit the Position
Beyond simple job posts, the hiring staff should reach out directly to desirable candidates via LinkedIn, social media, and
job fairs. Active recruitment will help generate applications from potential candidates who are not actively searching for
new jobs but may be perfect for the available position.

6. Review Applications
Your organization likely already has a mechanism in place to receive applications–via email, an applicant tracking system
(ATS), etc. In many cases, the review process begins with Human Resource representatives who review the applications
and eliminate any candidate who does not meet the minimum requirements for the position or the company more
generally. In other instances, the hiring team or hiring manager may prefer to review each application. Once a batch of
qualified applications are assembled, the hiring staff should review the remaining candidates and identify those they want
to interview.

7. Phone Interview/Initial Screening
Initial interviews typically begin with phone calls with HR representatives. Phone interviews determine if applicants
possess the requisite qualifications to fill the position and align with an organization’s culture and values. Phone interviews
enable organizations to further pare down the list of candidates while expending company resources efficiently.

8. Interviews
Depending on the size of the organization and hiring committee, one or several interviews are scheduled for those
remaining candidates. Interviews include:
• Early interviews are typically one-on-one, in-person interviews between the applicants and the hiring manager.
Early interviews conversations typically focus on applicants’ experience, skills, work history, and availability.
• Additional interviews with management, staff, executives, and other members of the organization can be either
one-on-one or group interviews with the hiring committee. They may be formal or casual; on-site, off-site, or
online via Skype, Google Hangouts, etc. Additional interviews are more in-depth; for example, in interviews
between a candidate and multiple members of the hiring team interviewer, each member of the hiring team
focuses on a specific topic or aspect of the job to avoid redundancy and ensure an in-depth conversation about
the role and the candidate’s qualifications and experience. Note: at this stage, you should also inform the
candidates you elect not to request an interview that the search has moved forward and they are no longer under
consideration.
• Final interviews often include conversations with the company’s senior leadership or a more in-depth discussion
with an interviewer from an earlier stage in the hiring process. Final interviews are typically extended only to a
very small pool of top candidates.

9. Applicant Assessment
Once the interviews are completed, or during their completion, company’s often assign applicants one or more
standardized tests. These exams measure a wide range of variables, including personality traits, problem-solving ability,
reasoning, reading comprehension, emotional intelligence, and more.

10. Background Check
Your initial job posting should indicate that all candidates are subject to a background check. Background checks review
candidates’ criminal record, verify employment history and eligibility, and run credit checks. Some organizations also
check social media accounts (Facebook, Twitter, etc.) to make sure potential employees are likely to represent the
company in a professional manner. Drug testing may also be warranted, depending on the position.

11. Decision
After conducting background and reference checks, the hiring staff identifies their top choice. The hiring staff should also
select a backup candidate, in case the top choice declines the offer or negotiations fail to produce a signed offer letter. In
the event that no candidates meet the hiring criteria, the hiring staff should determine whether or not to start the hiring
process over. If so, the hiring staff should discuss whether or not to adjust or alter the hiring process in order to yield
more favourable candidates.

12. Reference Check
Reference checks should verify any pertinent information shared by the candidate about previous employment–job
performance, experience, responsibilities, workplace conduct, etc. A typical question to ask references is “Would you
rehire this person?”

13. Job offer
Once a top candidate is identified, the organization should extend an initial offer. The offer letter should include the
position’s salary, benefits, paid time off, start date, potential severance pay, working remotely policy, included company
equipment and other terms and conditions of employment. Negotiations are likely to follow. Therefore, the hiring staff
should determine internally which elements of the offer letter are negotiable, and which are not. It is typical for terms
like salary, flexible work schedule, and working remotely to be negotiable.

14. Hiring
After negotiations, once the candidate accepts the job offer, they are hired. An accepted offer letter begins a process of
filling out and filing paperwork related to employment. Forms and paperwork might include:
• State Withholding and Registrations
• A checklist with all required paperwork to be completed by new employees
• An organization’s employee handbook

15. Onboarding
Hiring a new employee does not conclude the hiring process. Onboarding your new worker in a welcoming and
professional way will help integrate them in a manner that lays the groundwork for a long-term productive relationship
between them and your company. A welcome letter is strongly advised. From there, relevant management should reach
out to the employee before their start date to welcome them to the organization. Their work space should be prepared,
cleaned, and equipped with the necessary credentials and equipment before their first day. If an orientation is part of the
onboarding process, make sure your employee has a clear understanding of the expectations and scheduling of those
events. Lastly, consider assigning your new employee a mentor, which will help them settle in to their new position and
organization, and set them up for long term growth and success.