What is a Recruitment Process?


Even though the concept in itself may seem rather obvious, many people still don’t properly understand what a recruitment process is and what it involves. Because of that, we’ve decided to write a short article explaining what it is and why is it so important to properly manage your company’s recruitment process. According to the Business Dictionary, recruitment is:

The process of finding and hiring the best-qualified candidate (from within or outside of an organization) for a job opening, in a timely and cost effective manner. The recruitment process includes analyzing the requirements of a job, attracting employees to that job, screening and selecting applicants, hiring, and integrating the new employee to the organization.

As you may already be aware of, the textbook concept of recruitment process encompasses some activities:

  1. Searching
  2. Screening
  3. Interviewing
  4. Hiring

Though the activities related to recruiting and hiring are most commonly attributed to Human Resources departments, it largely depends on each company’s organizational structure.

If we wish, we may break down the larger process, normally referred to as “recruitment and hiring” into smaller, interdependent processes. Even though the names of these smaller processes may vary from company to company, the order and attributions of each of them remain similar.


Recruitment process 101: Steps to recruiting a new employee

The Strategy

More often than not, companies (especially larger ones) have a defined recruitment strategy that guides all the company’s recruitment efforts. Since this may vary (a lot) from company to company, we’ll stick to the textbook steps for any recruitment process.

The Job Description

What normally kicks off a recruitment process is the need for a new employee or the creation of a new vacancy to be filled. It starts by identifying what is needed and then proceeding on to specifying everything in a detailed and comprehensive job description.

Take your time when drafting the job description: thoroughly describing the candidate’s necessary abilities and future activities may be exactly what you need to help you attract only those candidates that are properly qualified and apt to perform the position’s activities.

The Searching Journey

With the job description in hand, it’s time to go searching for candidates. Depending on the company the vacancy can be advertised internally or externally. We’ve already discussed the benefits of both internal and external recruitment here before, so I’ll skip this part.

It doesn’t really make a difference where you choose to search for candidates (LinkedIn posting, social media, specific websites, recruitment form using Pipefy’s Public Form feature, etc.), after you do, candidates will start to appear.

The Interviews and Definition

Before moving on to the interviews, you should do a preliminary screening analyzing their CVs, LinkedIn profiles and all other information you may have demanded, such as recruitment essays. After analyzing each candidate’s information, it’s time to select those that’ll move on to the interviews.

This is not a rule, but many companies choose to do a first interview over the phone to get a feel of the candidate and only then move on to scheduling an interview in person with the ones they believe would suit the position best.

At the very end of the process – normally after you’ve narrowed it down to a couple of candidates – it’s time to check references and, finally, choose the candidate(s) that’ll be hired.

The Feedback

Even though recruitment and hiring processes may vary from organization to organization, one thing should always remain the same: always be transparent with the candidates. 

Inform them of how the process is going and whether they’ve been approved (or not) and why, if needed.

Next steps and improvements for your recruiting process

Now you already understood the concepts of a Recruitment and Hiring Process, you might think it’s a simple process. Actually, the process is easy to explain, but sometimes laborious or even painful if it’s not being managed effectively.

But also there are other points to being considered during the recruiting. One of them is the importance of building a recruitment process aligned with your culture. It will be important in the whole Employee Journey (we have a guide that explains it).

And, of course, tips to optimize your recruitment and hiring processes there will always be welcome. So, if you want to know more, take a look at it.

Pipefy has a Recruitment Template ready to use.

Manage Your Recruiting Process With Pipefy

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Written By

Isabelle Salemme

Head of Customer Support @Pipefy. She uses her extensive Pipefy knowledge to write informative pieces teaching users to make the best of Pipefy. Besides being in charge of product knowledge, she's an avid reader, a coffee lover and a professional photographer.