What is a Recruitment Process?

HR team talking about recruitment.

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

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

A disorganized recruitment process might end up hiring people who are not ideal for the job position. Other common issues caused by the lack of efficiency in this process are delays for filling a needed position, unqualified candidates attracted by a wrong or unclear job description lost or overlooked CVs, and poorly planned interviews.

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 a recruitment process encompasses the following activities:

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

Although the activities related to 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.

How does recruitment process works

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 of 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 usually kicks off a recruitment process is the need for a new employee or the creation of a new job opportunity. It begins with the identification of what is needed and then moves on to the specification of everything in a detailed and comprehensive job description.

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

Include complete and detailed descriptions for:

  • Skills, experiences and academical degrees your candidates must have
  • Desirable habilities and experiences
  • What the future employee will do in your company
  • What are the benefits for the position
  • A quick description of your company culture and goals

The Searching Journey

With the job description at 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 on this blog before, but let’s do a quick recap:

Internal recruitment benefits

  • The person has already culture alignment
  • You 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

External recruitment benefits

  • New ideas and points of views
  • Possibility of recruiting someone with specific skills that the team doesn’t already have
  • More applicants, which increases the possibility of finding awesome talents
  • Wider range of experience

It doesn’t really make a difference where you choose to search for candidates (LinkedIn, social media, specific websites, recruitment form using Pipefy’s Public Form feature, etc.); once you do, candidates will begin to appear. Then, it’s time to know them better.

The interviews and definition

Before moving on to the interviews, you should do a preliminary screening by analyzing their CVs, LinkedIn profiles and all other information you may have demanded, such as recruitment essays. Once the information of each candidate is analyzed, 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 schedule an interview in person with the ones they believe are more suitable for the position.

At the very end of the process – usually, 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

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

Not only this is polite and ethical, but also it leaves the door open if the candidate was not ideal for the current opportunity, but might be a good option for other job position in the future. 

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 whole Employee Journey (we have a guide that explains it).

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

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

That’s why Pipefy 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.

Check out Pipefy’s Recruitment Template

With it, you can:

  • Boost your efficiency by automating tasks
  • Centralize and connect candidates’ information
  • Easily standardize your entire process
  • Transition your new hire into the onboarding process

Check it out and try it for free.

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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