All the businesses worldwide have some similar challenges – how to provide the best customer service, how to minimize the expenses without compromising the quality of service, how to stand among the competition etc. You may have all the best procedures, but the only way to ensure that they are implemented and followed adequately is if your team is properly trained and motivated. But first, you need to ensure that you are hiring the best available talent and allow them to grow and fulfill their potential.

To accomplish this goal, the management team must follow a structured hiring process. A structured hiring process is an approach where the structure is inserted into the hiring process from beginning to end and at every point in between. This process consists of the following stages:

1. Planning
2. Recruiting
3. Interviewing (Panel or Group)
4. Finalizing the Candidates

The purpose of this article is to sketch the basics of the process and ensure that you have the tools necessary to hire the best candidates. Following this process will also create a positive experience for candidates and build an outstanding reputation for your business.

Planning

“Planning” is the first stage in the hiring process and one of the most important because it sets the remaining steps’ foundation. When planning, the management team must first set up a meeting to discuss the following topics:

• Your business hiring needs
• Past hiring experiences
• Roles and responsibilities throughout the hiring process

Identifying the company’s hiring needs can help avoid conflicts, such as over hiring. When companies overhire, staff do not receive enough hours; therefore, they begin looking for new jobs. It can also avoid posting lead or supervisor positions when current employees meet the qualifications to be promoted.

When discussing previous hiring experiences, the management team can identify and create a list of characteristics, qualifications, and expertise needed for the position they want to fill.

Recruiting

Recruiting is the second stage in the hiring process, and it involves finding the best and most qualified candidate for a job opening. It consists of the following steps:

1. Resume and application screening
2. Accepting or rejecting applicants
3. Setting up interviews

After candidates submit their resumes and applications to your business, these documents must be screened. Screening is the procedure of sorting resumes and applications to disqualify candidates who do not meet the required education, experience, or qualifications needed for the open position. For example, if the job description states that the candidate must have some college coursework, and the candidate is only in high school, then the candidate may be disqualified. Another reason for disqualifying a candidate is if she/he/they are only available Monday through Friday mornings, and the job description clearly states that they will be needed weekends and evenings. The best way to complete screening is to print the job description and compare it to each resume and application. This process can easily save time and money by avoiding unnecessary interviews.

The candidates who pass the screening must be sent an acceptance letter with an interview date. If candidates have an outstanding resume or application, there is a higher possibility that they will be contacted by other companies. The management team at your company must communicate the positive results as soon as possible before candidates accept other job offers. When sending an acceptance letter with an interview date, the management team must decide which interview technique will work best for that candidate.

Interviewing

The management team must decide which interview technique they would like to use with the candidates. Each interview technique has its advantages and disadvantages and maybe more helpful depending on the position. For example, if several operation positions need to be filled, it is recommended to use a group interview. Because the operations staff members must work in a team to complete several tasks, a group interview would help identify how individuals work with other people. When you interview individuals for, let’s say, a Management position such as an event coordinator, we recommend using a panel interview. It is the perfect way to identify how the individual might react under pressure, like at a conference meeting with organizations.

Let’s look into the process of both technique:

Group Interviews

Objective: During group interviews, candidates can demonstrate their personalities and prove why they are an excellent fit for your business. This interview is designed to show

each candidate’s primary qualities, such as problem-solving, engagement, creativity, and teamwork.

Introduction: Welcome candidates to make them feel comfortable. Review how many candidates are being considered for the position, the group interview agenda, and what to expect after the group interview.

Complete Applications and Assign Groups: Provide employment applications to all the candidates. Once applications are completed, facilitators must review applications for any missing information.

Group Exercise: Current team member must introduce him or herself, explain group exercise, complete group exercise, fill in evaluations, and then lead employees back to the main area.

Conclusion: Compliment the candidates on their effort and explain that their evaluations must be completed, and they will be contacted with the results within a specific time frame. After they leave the facility, sit down with the other team members to complete evaluations, and decide who will be rejected or offered a follow-up interview. Send rejection emails or call candidates to set up a follow-up interview.

Panel Interview

Objective: During a panel interview, a candidate is interviewed by two or more current team member of the business. It can be a useful way to determine how candidates maintain a professional demeanor under a high-pressure situation, which they might encounter while working at your facility.

Introduction: Welcome the candidate to make him, or her feel comfortable. Review how many candidates are being considered for the position, the schedule for the day, and what to expect after the interview. Provide the candidate with an overview of the company’s history, culture, values, services, and programs. Engage the candidate, as he or she is also looking for the perfect job.

Interview: During the interview, use an interview questioner and follow-up questions to validate the information from the candidate’s resume and application. Also, discuss hobbies and extracurricular activities, as candidates may have gained valuable skills from these.

Conclusion: Thank the candidate and inform him or her when they will be contacted. After the candidate leaves the facility, sit down with the other facilitators to fill out an interview report and decide if the candidate will be rejected or if a reference check should be completed to verify the applicant’s experience, predict success, and uncover any background information. If the candidate is not a good fit, send a rejection letter. If the candidate is a great fit, begin the New Team Member Guide to learn the proper steps to accept the candidate.

Interview Guide Summary

1. Begin the hiring process by planning the company’s hiring needs, discussing previous hiring experiences, determining roles and responsibilities, practicing the interview process, and posting details online or at the job fair.
2. Compare resumes to your facility’s desired qualifications, characteristics, education, experience, knowledge, and skills.
3. Send rejection letters or set up interview dates with candidates (decide if a group or panel interview would be the most appropriate).
4. After a group interview, send rejection letters or set up a follow-up interview.
5. After a follow-up interview or a panel interview, send a rejection letter or begin the New Team Member Guide to learn how to accept candidate
6. After completing the hiring process, it is recommended to determine if any adjustments are necessary to improve the process for future use.