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Human resource service knowledge article

Recruitment Toolbox

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Talent Management

Pause for Strategic Thinking

Now that you have your job posting ready, don’t jump the gun quite yet. There is one more step before you are ready to announce to the world that you are hiring.

Today we are going to help you develop appropriate processing tools for recruitment and selection. Essentially, providing the administrative instruments to carry out hiring for your growing company.

Flowcharts for Hiring Managers

To start, it might be a good idea to build flowcharts to map out the major milestones within the recruitment process. By doing so, you have a visual to share with hiring managers and HR leaders to showcase when their input is required. How detailed your flowchart becomes depends on the complexity of your recruitment processes. You can even connect these process maps to organizational design and succession planning too. The level of creativity and usefulness is limitless!

At a basic level, these process maps are meant to be a high-level overview, so we would suggest erring on the side of simplicity. It should depict key players, actions steps, decision points, and documents for use. At the end of the day, it answers the “who” and “what” parts of recruitment. IT Staff are a great resource in taking bullet points and transforming them into flowcharts.

Checklists for HR Administrators/Recruitment Coordinators

The next piece is a critical component, it explains the “how” of recruitment. If you walk around your office, you will likely see that employees actually create their own checklists or post-it note reminders to ensure no steps are missed. Thus, checklists may already exist on an informal level within your company.

Our suggestion would be to incorporate these existing lists into standard company-wide procedures for use by everyone. By taking this approach, you encourage procedural consistency and employee input. An example of leveraging the collective brainpower within your organization.

Checklists should mirror the process maps, but also detail each step clearly from an administrative standpoint. These documents can also be coupled with training manuals that include screenshots too. Operations employees would be a good resource, because they often have their own set of standard operating procedures.

Recruitment Scripts for Recruiters

The last piece is the messaging. Even though most recruitment communication is standard, this is a huge opportunity to build your employer brand and make the candidate experience a positive one. Take the time to train your team on the message you want to share with your job seeking audience. This should take into consideration every interaction point. You may choose to create interview and reference check questionnaires too. Always keep in mind that candidates should be evaluated based on your requirements, not compared to each other. That way you will be able to identify people who best fit your search criteria. Each question and step should have a purpose to allow you to gather desired information.

Employees with a background in communications, marketing, or public relations would be a good resource to consult. Don’t forget to ask for input from your legal counsel too. Promises made by your recruiters are binding, be careful that they don’t over promise. Risk management should be a concern in all business areas, but recruitment is a special area that requires extra due diligence to keep your company out of trouble.

Here to Help

For assistance developing your own company-specific Recruitment Tools, we can be reached for a free confidential consultation at +1-403-470-5350 or [email protected] For further details on additional HR service offerings, please visit our website at or follow along for more informative tips by joining us on LinkedIn, Facebook, Twitter, or Instagram. We also run a complementary LinkedIn and Facebook group called “Insights by HonivaHR” where you can access free information on how to become an effective and legally compliant employer. Or you can sign-up for our monthly newsletter to have help sent straight to your inbox from our company homepage.

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