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Recruitment Workflow: Here’s What You Need To Know

September 16, 2022

As we move toward the end of this year, we cannot help but realize how looming recruitment has been for hiring managers. The looming challenge to retain top talents around the industry seemed to have existed post-pandemic. Not only this, the skills gap among the talents has turned out to be a notable factor contributing to the overall slow progress. 

It’s because of factors like skills gap and post-pandemic struggle, recruiters have highly thought of novel recruiting trends. Some of these trends have been around but are gaining prominence now. Organizations that adapt to the newer ways of recruitment process carry more chances of bouncing back soon. 

Engaging candidates at an early stage

A major trend among companies is that they are hiring candidates by proactively engaging with them. You can say that this was a trend usually practiced while hiring C-suite executives. With time, this trend is majorly being tried out for hiring entry-level positions. Why are recruiters embracing proactive engagement in recruitment? It’s because passive recruitment is no more as effective as used to be. 

The new age thinking of recruiters drives them to approach candidates early during the hiring process. The attempt by recruiters is made to build a relationship with candidates to pursue employment. Recruiters do this to find their way among other competitors & pick the top talents for their organization. 

Using the latest screening tools for recruitment

Advanced screening tools are considered one of the most effective recruiting trends at the moment. Skill tests, resume analyzing, and conducting interviews are clearly age-old methods of hiring candidates. However, these methods do not provide quantifiable results on the abilities of candidates. In order to reduce the time taken in screening candidates more effectively, skill tests are important. 

Along with skills tests, many organizations are focusing increasingly on behavioral assessments. Such tests reveal insights into the core attributes of candidates—that reveals qualities such as motivation & work ethics. 

Open to remote work opportunities

The pandemic times has seen companies transitioning into hybrid and remote mode of work. According to McKinsey & Company, more companies were seen to embrace the new style of working. It has been found that remote work brings in more advantages to employees & the company. For most companies, the transition hasn’t been smooth & easy. In all this, organizations found a recruiting trend to focus on— employee experience. 

Businesses are taking employee experience seriously & providing more remote work opportunities. About 77% of employees choose to work remotely as it removes the need to travel every day to work. Turns out individuals have become more productive at work and attained a full work-life balance. Organizations providing remote work options are getting more responses from candidates. 

Now, that we are acquainted with the recruitment trends going on in the post-pandemic times, let’s directly get into recruitment workflows. 

What is Recruitment Workflow?

The first critical step for any hiring process is creating an effective recruitment workflow. The whole point of building recruitment workflow is to have a better idea of how to implement the hiring process. With a recruitment workflow an organization can manage hiring in an easier way. Prepare a streamlined workflow to entirely understand the details of recruiting workflow. 

Your hiring process may include steps that vary with the position you’re trying to fill in. For instance, if you’re looking to hire freshers at entry-level positions, consider job fairs at college campuses as part of your recruitment workflow. On the other hand, if you’re hiring senior executives you must have a different approach. 

Typically, the stages of recruitment workflow consists of four steps:

  1. Identification

The beginning of any recruitment process—when the need for hiring for a position arises. The reason why you need to hire can vary: it can be either because an employee is leaving or you want more people on the team. Try creating a chart for every role works well in this case. 

Usually, the news to fill in a position comes from a senior executive. It is then taken up by a recruiter, who then proceeds to start the hiring cycle. By tracking significant hiring analytics, the whole hiring process runs as per planning. 

  1. Investigation

The second step in the recruitment workflow is going to be the part where research goes into defining the role. Recruiters should speculate & look closely into finding the right candidate. Without proper research or overlooking the details can lead to wrong hires. Take your time and find suitable candidates.

Reevaluate the existing job description, take help of tools like NurtureBox that has personalized JD options so that you can have interesting conversations with prospects. Define the daily activities of the role, talk clearly about the technologies they need to work with, and the deliverables required from the role. 

  1. Communication

As easy as it sounds—effective communication is required. Talk with potential candidates and let them know everything related to the role. The more you speak with the candidates, the better you’ll be able to know what they think about your organization. With more conversations, recruiters can also gauge the intention of each candidate—how serious they are about the interview. 

We would say that this step includes two parts—gathering the information, including some of that information in the job description, and sharing the description with candidates. 

  1. Evaluation

The evaluation step comes right after the application is submitted. The entire recruitment workflow ranges from submitting applications to final hiring. The process includes assessments, interviews, assigned projects, and more. The steps included in the process depends on two major factors. 

The determining factor one would be the role you’re hiring for. If the role requires the candidate to communicate more effectively, schedule more interviews to test their people skills. For a more technical role, test the candidate’s technical skills to solve problems. The second factor would be highlighting the company culture. From this, it’s easy to show whether as an organization you like collaborative team efforts or individual work.  

Technology plays an important role in making each of these steps much easier & faster. That’s why you should check out tools like NurtureBox that makes recruitment processes a cakewalk for recruiters. 

Benefits of Recruitment Workflow

When we ask recruiters about their overall experience of hiring, we find them agreeing on one thing—recruitment is time-consuming. The best way out to turn this over is to have an effective flowchart or a recruitment workflow that defines the way hiring can be carried out. Having a proper roadmap to how you want the hiring to proceed. With a proper mapping of hiring plans, it all becomes clear for recruiters and candidates. 

Create a well-thought out flowchart to visualize the recruitment process. Help your teammates to properly understand the next steps in the process. Everyone involved in the task of finding the suitable candidates—filtering out the candidates that no longer stand relevant. 

Flowcharts made for recruitment purposes are best to define the agenda, requirements, and what is not needed. Recruitment workflow ideally finds relevant candidates based on skills & experience. If you want consistency in the hiring process, then you must invest time in creating the perfect recruitment workflow. Improve communication with the rest of the team or hiring managers with a flowchart. Keep everyone on the same page with a clear understanding of what’s going on with a particular hiring process. 

Finally, hire the most suitable candidates! 

Do you need a flowchart symbol for recruitment workflow?

The answer to this would be a clear “yes”. At the start of creating any workflow, you should know about the symbols thoroughly. With the right recruitment workflow, it’s easier to understand the entire process of recruitment in stages. You can see the roadmap clearly and know the steps you need to follow on the way. Reach your goal in a time that you set. 

Take help of tools that help you with the flowchart symbols and how they work. You can check out edrawsoft for the various symbols they provide for your flowchart. 

How can you build a Flowchart for the Recruitment Process?

We know the significance of a fair and transparent recruitment process that every organization aims to attain. An organization that has a seamless recruitment process is highly preferred by candidates. The recruitment process should consist of clear steps that get added to the flowchart.

  •  Know when you need to hire

Every organization needs a proper recruitment process because there’s a need to hire talent now & then. When talented candidates are hired, it gives more impetus to departments to grow. While hiring, HR must consult with departments to identify the requirements of the role to hire. A detailed discussion about the role can reveal what skills are to look for and how the candidate will fit into the company culture. Settle down to finalize the roles that are to be filled.

  • Create the job description

After deciding on the role to hire, you need to write the job description for the same. Why are job descriptions important? Writing a solid job description is important because they make the first impression on your organization. A well-crafted job description says a lot about the company culture. That’s why sending out the right message is important. 

Take help from NurtureBox’s personalized job description feature that helps you send the right message to candidates. Ensure that the JD has all the information a candidate needs to know about the role. 

Few things to keep in mind while creating the job description:

-Job title

-Working hours

-Compensation

-Job location

-Qualifications & skills required

-Added skills

-Brief description of the role

  • Search for the applicants

Once the requirements for the role & vacancies have been finalized, at this point you must proceed to find candidates to fill the position. Recruiters now make use of social media along with the usual job portals to look for potential candidates. Thanks to the various platforms we have now, advertising for openings have become easier. Social media is a powerful tool now to advertise for jobs and speed up the recruitment process. 

Job advertisements can be published on newspapers, career websites, notice boards, job fairs, and social media. About 4.48 billion people use social media worldwide, it’s no surprise that everyone is on some social media platform now. 

Recruiters are using so much of the social media now to hire candidates of their choice. This is a great way to fill the roles quickly than ever before.

Let us take a quick look at the best ways to post for jobs on social media

  • LinkedIn job posting

The most preferred platform for candidate search, LinkedIn is the go-to place for any recruiter. You can literally find all active and passive candidates on this social media platform—which has expanded exponentially over the years. Make use of LinkedIn’s paid job postings to reach to your target audience. Include the ‘easy apply’ feature on LinkedIn to help candidates speed up their application process. 

  • Facebook’s ‘We are hiring’

Facebook has an approximately 2.9 billion monthly active users—which proves that the platform is still going strong. Posting on Facebook about job openings isn’t a bad idea afterall. In fact, there are Facebook groups that are particularly created for sharing information on job openings, new roles, and more. Like LinkedIn, sharing job posts on Facebook can increase your chances of getting hold of suitable candidates.

  • Twitter job posting

Twitter is considered a place where information, views on current events, political opinions are shared. In such a platform, it’s not hard to find companies posting or sharing about their job openings. Of course, there’s a character limit—that’s why you need to post exactly what you need to! For a job posting, you need to share a brief about the role, few other details, and link to the full job description. Keep the job title, job location, and responsibilities clear in the tweet. Remember, you need to grab attention from prospective candidates from this one tweet!

  • Review the applications

After the job postings have gone live, you’re sure to receive thousands of applications. Applicantions are going to flow in from different sources and you need to keep track of them all. It is your time now to screen the candidates and filter out the ones that fit the bill closest to your requirements. Before moving onto the next step of interviewing candidates, ensure that you filter out most candidates & narrow down to the least. 

Keep few points in mind while you’re narrowing down on your potential candidates list. This has no formula—each organization can have their own of looking at things. But, a good practice for HRs is to be open to all possibilities. For instance, freshers with zero experience can stand out as a potential candidate, probably because they impress hiring managers during interviews.

  • Interviewing the right candidates

Once you’re sure with the candidates you have shortlisted, it’s time for the next step—interviewing them. This step stands most important in the recruitment workflow process. Hiring managers need to go ahead and start interviewing candidates for direct communication. The steps included in interviews vary with each organization. Some organizations believe in having face-to-face conversations from the beginning. Through interviews, abilities and skills of each candidate is evaluated. Always keep the information on candidates ready with you for a better interaction. 

  • Pick candidates and make offers

The recruitment workflow process ends with this step. After carefully assessing the candidates based on their merit and abilities, you know who to hire. Once you have the candidate/candidates’ list in hand, talk to the referees of each one of them. Know about their work attitude or achievements. Many organizations take note of the LinkedIn recommendations a candidate has on their profiles. When a candidate looks good to go for, proceed to send out the offer letters. 

While sourcing candidates isn’t easy, sourcing the ideal fit may be a daunting task. But, when you have the right tool to walk you through the process easily, finding candidates takes less time & effort. One such sourcing automation platform is NutureBox that acts as a game-changer for all recruiters. Reducing the overall time taken in hiring a candidate to creating the perfect talent pipeline for the next hire—it’s all done in one place! 

NurtureBox provides some unique features like personalized JD option where you can send personalized JDs to candidates—increasing possibilities of a positive recruitment. Interacting with candidates becomes easier with the quick WhatsApp messaging option. Integrations such as Greenhouse, recruitee, Lemlist help recruiters extract candidate data and reachout to them in no time. Recruiters also get to send timely email reminders and email campaigns. 

It all boils down to the point of making effective hiring with the right recruitment techniques. While recruitment workflow creation is an integral part of the process, we cannot undermine the role of advanced tools in it. Tools such as NurtureBox act like the perfect partner to every recruiter while they’re trying to catch the ideal fit for the roles. Have the perfect recruitment workflow out in front of you before you’re set to hire next and don’t forget to try out NurtureBox!

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