What is a Recruitment Process?

Isabelle Wuilleumier Salemme
HR team talking about recruitment.

Although the concept itself may seem obvious, many people still don’t properly understand what a recruitment process is, what it involves and why it is so important. Being one of the most critical processes managed by HR, recruiting is the key to hire the right and best talents with the necessary skills and mindset to make your business grow.

Long story short, this process is the sequence of steps to search, sort, select and hire new employees in a company. 

A disorganized recruiting process might end up in the hiring manager hiring people who are not ideal for the job position. Other common issues caused by the lack of efficiency in this operation are delays for filling a needed position, unqualified candidates attracted by wrong or poorly written job descriptions and job postings or overlooked CVs, and badly planned interview processes.

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 know, the textbook concept of this process encompasses the following activities:

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

Although the activities related to creating requisitions, recruiting and hiring are most commonly attributed to Human Resources departments, they vary depending on the organizational structure of each company.

If we wish, we may break down the larger process, usually 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 one of them remain similar.

Recruiting 101: step-by-step to finding and hiring new team members

Learn more about the recruitment process steps, from the application process to the final job offer,  and build a strong and efficient selection process in your company.

The strategy

Mostly large companies, but also SMBs that are process-driven, have well-defined recruitment strategies that will guide all of the company’s recruiting efforts throughout the year. Since this may widely vary from company to company, we’ll stick to the textbook steps for any recruitment process.

The Job Description

What usually kicks off a recruitment process is the need for a new employee or the creation of a new position. It begins with the identification of the profile desired and then moves on to the specification of credentials, skills, certificates and so on, in a detailed and comprehensive job description.

Take your time while drafting this description: thoroughly specifying the expected abilities and future activities may be exactly what you need to do to help you attract only the right candidates —those that are properly qualified and apt to perform the activities in question — and build a pool of candidates that meets your business’s needs.

Don’t forget to include complete and detailed descriptions for:

  • Skills, experiences and academic degrees the job applicants must have
  • Desirable abilities, experiences and competencies
  • What the future employee will do in your company
  • What are the benefits of that position
  • A quick description of your company culture and goals

Having all these details highlighted will help you filter the job seekers even before they start applying, which will help you optimize the process from the beginning.

The Searching Journey

With the job description ready, it’s time to start the search for candidates. Depending on the company, the vacancy can be advertised internally or externally. The benefits of both recruitment ways are many, but these are the main advantages for each:

Internal recruitment benefits

  • The person has already cultural alignment, which is something that should be widely valued
  • It’s an opportunity to offer career growth for your current team, keeping them motivated
  • It’s cheaper and faster than external recruitment
  • The risk of getting someone who’s not suitable for the job is lower
  • It’s a way of reinforcing and promoting your culture and values

External recruitment benefits

  • That’s an opportunity to find new ideas and points of views
  • There’s the possibility of recruiting someone with specific skills that the team doesn’t have yet
  • There’ll be more applicants, which increases the possibility of finding unique talents
  • There’ll be a wider range of experience
  • It’s a great moment for spreading your culture through employer branding and you can always ask for employee referral

It doesn’t make much of a difference where you choose to search for candidates (LinkedIn, other social media, job boards or Pipefy HR); once you do, candidates will begin to show up and fall dawn on your talent pool. Then, it’s time to get to know them better.

The interviews and definition

Before moving on, whether you’re doing video interviews or meeting candidates in person, you should do a preliminary screening process on the talent pool you just created. Take time to analyze CVs, cover letters, LikedIn profiles and all other data you may have collected, such as portfolios and other information to ensure candidates fit the job requirements.

Once the information of each candidate is analyzed, it’s time to select those that’ll move on to the interviews phase. Even though this is not a rule, many companies choose to do a first interview over the phone or online to get a feel of the candidate. Only then, they schedule a final interview in person with the ones they believe are more suitable for the position.

If your company is global and you’re interested in candidates speaking a specific language, it can also be interesting to schedule an exclusive interview to evaluate the candidates’ proficiency and abilities in that language.

At the very end of the process—usually, after you’ve narrowed the pool down to only the top candidates —it’s time to do a reference check and, finally, choose the one(s) that’ll be hired.

At this point, it’s essential to adapt your process according to your location. In some countries and US states, background check, for example, isn’t allowed during this process. Make sure you have a tool to support you no matter the specific modifications you’ll need to make for each recruitment process.

The Feedback

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

Give them feedback on the process’s current status and whether they’ve been approved or not. If necessary, don’t hesitate to explain why they weren’t chosen this time, how they can improve, and even why the process was canceled if that’s the case.

Not only is this polite and ethical, but will also leave the door open if the candidate was not ideal for the current opportunity, but might be a good fit for another job position in the future. In addition, the candidate will leave with a good impression of your company, keeping them interested if any opportunity comes up.

Next steps and improvements for your recruiting process

There are also other points to consider during the recruiting process. One of them is the importance of building a recruitment process aligned with your culture. It will be important for the entire Employee Journey (check our guide to learn more about this topic). And, of course, tips to optimize your recruitment and hiring processes will always be welcome.

Now that you already understood the concepts of the Recruitment and Hiring Processes, you might think that they are simple processes. Actually, they are easy to explain, but, sometimes, they can be laborious or even painful if they aren’t effectively managed. 

That’s why Pipefy HR is the perfect tool to manage your process and keep track of all the candidates. The best part? We already have a pre-modeled, ready-to-use template for recruitment.

Find a tool that will support you throughout the entire process

Recruiting, hiring and even onboarding can be a lot to process without the support of a dedicated tool. A BPM software dedicated to making Human Resources workflows simpler, more efficient and assertive, like Pipefy HR, can help you achieve great results. Here’s how:

Improve your efficiency by automating tasks

Use automation to ensure an accurate recruitment process, updating candidates in each phase, creating approval flows to notify the managers involved and send emails with offer letters or denials at the end.

This will save your team a lot of time, which will help you focus on what really matters: finding the best fit for each new position in your company.

Centralize and cross candidates’ information

Create a pool of talents and manage it in a single place. Candidates can apply to new positions using self-service portals, online forms, and getting the necessary information intuitively.

This way, you’ll be able to check all information provided in each phase of the process, from candidates filling in the application to managers and recruiters adding comments and exchanging emails throughout the recruiting.

Easily standardize your entire process

Apply your business rules to the process, standardize the way recruitments and hires are done and optimize your entire Human Resources operation.

In Pipefy HR, you can add mandatory information and actions in each phase, delegate tasks, ask for different types of data upfront (explore fields like dropdown, attachment and long/short text, for example) and even integrate other tools with the platform.

Create a truly integrated HR operation

Integrate tools, such as Workday, LinkedIn, Oracle, Google Apps, DocuSign and even SMS with your processes in Pipefy, to ensure no data will be lost in your processes.

And in case you manage more processes within Pipefy such as onboarding, smoothly transition your new hire to the next step of their journey with your company.

Recruiting top-level professionals is easy

Count on a powerful tool to put all these tips into action and say goodbye to long recruiting flows, messy talent pools and unstructured processes. Taking your HR workflow to another level can be easy with Pipefy HR. Check it out and get started with our free plan.

Written by
Isabelle Wuilleumier Salemme
Head of Customer Support @Pipefy. She uses her extensive Pipefy knowledge to help users make the best of Pipefy via support and writing informative content pieces. Besides being in charge of support, she's an avid reader, a coffee lover, and a professional photographer.

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