Ever fallen in the trap of seeing lots of applications and thinking ‘that’s the job filled then!’ While getting applicants can be challenging, ensuring they receive the right response is even more critical.
Many organisations overlook this crucial step and rush applicants into interviews without proper vetting and communication. However, a structured approach is essential to create a positive candidate experience and select the best talent for the organisation. The following steps outline this necessary structure.
1. Respond Personally, or Set Up an Automated Response Thanking Them for Their Application
The first interaction a candidate has with your company sets the tone for their entire experience. Therefore, acknowledging receipt of their application promptly is vital.
If possible, send a personalised email thanking them for their interest in the position and the company. If the volume of applications is too high, consider setting up an automated response. This automated message should still feel personalised and professional, expressing appreciation for their application and outlining the next steps in the process.
2. Review the Application as Quickly as Possible
Speed is of the essence in the recruitment process. Reviewing applications promptly shows respect for the candidate’s time and keeps your recruitment process moving efficiently. Aim to evaluate each application within a few days of receipt.
During the review, assess the candidate’s qualifications, experience, and suitability for the role. This initial screening will help you quickly identify strong candidates and move them forward in the process.
3. Good Applicant: Call Them Straight Away and Arrange an Interview
For candidates who meet or exceed the job requirements, don’t delay in reaching out. A prompt phone call to arrange an interview demonstrates your interest and keeps the candidate engaged.
Try to schedule the interview as soon as possible to maintain their enthusiasm and reduce the risk of losing them to another opportunity. During this call, provide details about the interview process, who they will be meeting with, and any preparations they should make.
4. Not Suitable: Give Clear and Detailed Feedback on Why It’s a No
For applicants who do not meet the job requirements, it’s important to provide clear and constructive feedback. While it may be tempting to send a generic rejection email, taking the time to offer specific reasons for their rejection can help them improve for future opportunities.
Be kind and professional in your feedback, highlighting areas where they fell short and suggesting ways they might enhance their skills or experience. This approach not only maintains a positive impression of your company but also supports the candidate’s professional growth.
5. Progression: Share the Employer Brand – Point Them to All Online Presence
Once a candidate progresses to the next stage, it’s crucial to immerse them in your employer brand. Share links to your company’s online presence, including your website, social media profiles, and any recent news or blog posts.
Additionally, provide detailed information about the role and the organisation. This might include a more in-depth job description, insights into the company culture, and any unique benefits or perks. The goal is to help the candidate feel informed and excited about the opportunity.
6. Interview: Stick to Timings Rigidly and Don’t Rearrange Unless Absolutely Necessary
Consistency and reliability are key during the interview process. Once an interview is scheduled, avoid rescheduling unless absolutely necessary. Changing interview times can create a negative impression and may disrupt the candidate’s schedule.
Prepare thoroughly for the interview and ensure all involved parties are briefed on the candidate’s background and the role’s requirements. A well-organised interview process reflects positively on your company and helps you better assess the candidate’s fit.
7. Set in Stone a Decision on Hire or Reject for the Day of the Interview
Aim to make a hiring decision as soon as possible after the interview, ideally on the same day. This prompt decision-making process demonstrates efficiency and respect for the candidate’s time.
If additional interviews or assessments are required, communicate this clearly to the candidate and provide a timeline for when they can expect a final decision. Keeping candidates in the loop helps manage their expectations and reduces anxiety.
8. Set a Start Date Over the Phone, with Lots of Congratulations
Once a decision to hire has been made, communicate this to the candidate in person if possible. A phone call or a face-to-face meeting to extend the offer adds a personal touch and can be more impactful than an email. It may be routine for you, but this is potentially life changing for the candidate!
Congratulate them on their new role and discuss the start date. This moment is an excellent opportunity to reinforce their decision to join your company and to express your excitement about having them on board.
9. Share Induction, Company Handbook, and Onboarding Before Day 1
To ensure a smooth transition, provide the new hire with all necessary induction materials before their first day. This includes the company handbook, an outline of the onboarding process, and any relevant training materials.
By equipping new employees with this information in advance, they can familiarise themselves with company policies and expectations, reducing first-day jitters and setting them up for success.
10. Don’t Abandon Them on the First Day
The first day at a new job is crucial for making a positive impression and helping the new hire feel welcome. Plan a comprehensive orientation that includes a tour of the workplace, introductions to team members, and an overview of their role and responsibilities.
Assign a mentor or buddy to guide them through their first few weeks. This support system helps new employees integrate more quickly and feel valued from day one.
11. Hold Reviews Every Week of the First Month
Regular check-ins during the first month are essential for monitoring the new hire’s progress and addressing any concerns they might have. Schedule weekly reviews to discuss their experiences, answer questions, and provide feedback.
These meetings offer an opportunity to reinforce positive behaviours, correct any issues early on, and ensure that the new employee is adjusting well to their new role and environment.
Conclusion
A well-structured recruitment process is vital for attracting and retaining top talent. By following these steps after receiving an application, you can ensure a positive candidate experience, make informed hiring decisions, and set the stage for successful onboarding. Each step, from initial response to regular reviews during the first month, plays a crucial role in building a strong and engaged workforce.
