Hiring new employees should be exciting—your organization gets fresh ideas, talent, and a motivated individual to fill a new need or put their own spin on an existing role. With that excitement, however, comes a host of responsibilities that can make the human resources hiring process draining, especially since the average interview process now takes 23 days—13 days longer than it took in 2013.
Whether you’re a hiring manager, a recruiter, or a manager conducting the search on your own, trust Lucidchart to guide you (and keep you sane) with a hiring process flowchart that keeps you on track. Read on to find out how.
Steps in the Hiring Process
Plan your search
As the first step in your employee hiring process, the planning phase provides you with an opportunity to streamline your hiring process steps and create goals for a reasonable hiring process timeline. By laying out the basic steps you’re going to take from start to finish, you’ll make sure you’re prepared for and aware of the work that lies ahead. It might even inspire you to make a hiring process checklist to stay accountable.
At the highest level, here’s an example of what the hiring process looks like:
After creating a flowchart for the entire hiring process, try making a separate Lucidchart document just for the planning phase. It’ll help you keep multiple positions organized, and ensure you have clear goals during this important step.
While you’re planning, you’ll need to ask these things:
- What is the need? Identify the specific skills this person will bring to your organization and the goals they will help to accomplish. Establish the scope of the position, whether it’s new or existing, and outline how this job will fit within the department and rest of the company.
- Who will be involved in the hiring process? Assemble a team to help you fill this position, and make sure each person has an understanding of the role itself, as well as their role in the hiring process.
- Do you have approval? Don’t make any assumptions. Going through a hiring process and finding a viable, interested candidate, only to be denied approval by higher-level management when you are about to offer a position reflects badly on your organization. It also wastes valuable time and resources for both you and your candidates. Communicate your team’s needs early and make sure you and upper-level management are on the same page before you start the process.
Create and post job description
Once you have a firm understanding of what needs the job in question will fill, you’ll be able to write a clear description that explains the available role to potential candidates.
As you’re writing, be aware of polarizing or alienating language that could discourage more diverse applicants. Use neutral but articulate language that will appeal to a broad range of qualified candidates with different demographic backgrounds. Take out traditionally masculine language, and if hiring for multiple positions, observe how changes to your descriptions affect the types of applicants you attract.
When you’re ready, target the applicants you want by posting your description where they’re likely to find it. At this point in the process, you’ll be glad to have had a solid grasp of the position and its goals from the beginning. With that knowledge, you can tailor your search by either casting a wide net to search engines and university career fairs or reaching out to more specialized circles, including professional networks or social networks like LinkedIn, depending on the candidates you’re hoping to attract.
As you receive responses to your job posting, you’ll need to have a system in place to narrow down your applicant pool. Depending on your company’s structure, you may have help screening initial applicants from an HR team, or you could be responsible for the entire interview process yourself. Either way, encourage organization and communication by creating a Lucidchart document that outlines each step of the identification process. With multiple candidates potentially submitting work samples, references, and other materials, this part of the process can become confusing quickly without efficient organization.
As you’re identifying candidates, follow these tips at each interview stage:
- Phone interviews: This step ensures the candidate meets minimum qualifications for the role, and that job expectations and salary range meet their needs as well.
- In-person interviews: During this step, a structured interview will serve you far better in predicting an employee’s performance than an unstructured one will. In fact, research shows that an unstructured interview demonstrates just 14% of a potential employee’s job performance, while a structured interview demonstrates 29%. During this step, rely on an interview format planned out ahead of time to procure valuable information, more easily compare candidates, and give your interviewee the best experience possible.
- Second or final interviews: At this point, you should have a small pool of qualified candidates left to consider, and it’s a good time to seek the opinions of other team members involved in the hiring process before making a final decision.
Make an offer
After the intensity of the interview stage, the arrival of a final decision and an offer letter often brings with it a sigh of relief—for both parties. As you extend an offer, negotiations and counter offering may be necessary, but if you planned adequately at the beginning of the process, you won’t have to scramble to figure out the limits of what you can offer to the candidate you feel is best for your organization.
Onboarding and orientation
While the procurance of a signed offer letter seems final, you risk losing the candidate you’ve worked so hard to find if you check out before onboarding and orientation. Making your new employee feel welcome and giving them a roadmap for their first few days in their new role is vital to retention. In fact, the Aberdeen Group conducted a survey and found that 86% of employees decided whether or not they would stay at their company long-term within their first six months of employment.
At the beginning of a new job, new employees are expected to complete paperwork, meet their team, and learn work processes. Make sure you and your team are prepared by creating a Lucidchart template to manage a hiring process checklist for this phase, and then share the template with your newly hired employee to inform them of what their first few weeks on the job will look like. Demonstrating organization and efficient communication from the beginning sends a positive message to your new employee about what they can expect from their workplace.
After you’ve closed the search by removing all postings, you can breathe a sigh of relief—or turn your attention to the next position you need to hire for. Regardless of how frequently you hire, how much responsibility you have, and what your industry you’re in, you and your future employees will benefit from the increased organization and clarity that comes from incorporating Lucidchart into your hiring process.