We continue to discuss building a standard, stable recruiting function from the inside out and through the lens of operational excellence. Last month, we discussed creating and approving the requisition effectively. While it may seem simple, the devil is in the details. Whether we are designing the process for a global organization with multiple business units or a domestic firm with a simpler business model, we always find ourselves spending a significant amount of time (far more than one might suspect) on the requisition creation process. Questions related to data entry are just the tip of the iceberg. It is labor intensive, but it’s critical step to get right to avoid rework later on. Once the requisition is created and approved, we move to the second step of the process – post, source, and screen.

  1.   Update your job description library. Sustainable order happens from the inside out!

Update your job description library to avoid multiple descriptions for the same job.  This will make it easier for hiring managers and recruiters to get the job posted. It also means that when candidates search your organization or job description, they are seeing accurate, approved, and consistent descriptions. Outdated information will cause confusion and frustration for hiring managers.

Did you ever have a closet that you kept stuffing things into so that your space looked orderly? Assuming that your answer is yes, then you know what comes next… You open that closet and items come falling out; so, you quickly shut the door. Likewise, many organizations don’t want to take on the job of cleaning out their job description library, so they end up copying and pasting jobs and renaming them, creating clutter that will eventually need to be dealt with. You must organize from the inside out. If your job description library is a bit out of control, tackle it head on. If you need support, we can direct you to the right place!

  1.   Optimize your postings with a job aggregator.

I am still surprised by how many organizations do not use a job aggregator. If you fall into this camp, I encourage you to make optimizing your posts a priority. Your job aggregator manages all of your job postings to web-based job boards worldwide; once it’s set up, it’s done. Posting jobs should not be a time-consuming activity for recruiters, especially when the technology is easy to integrate.  Also, pay attention to industry specific boards where your ideal candidates hang out. Someone who writes code is looking at job boards differently than someone who does marketing or project management.  It’s good practice to do an inventory of the boards that you are posting to, and if you really want to hit it out of the park, conduct a quality of hire study that tells you where your best hires were sourced from. This is something we talk about in our Back to Basics Checklist and that we at Beacon Lane can help you with.

  1.   Encourage employees to serve as brand ambassadors.

Don’t rely on job boards alone – your employees are your ambassadors! Ask them to share job listings and post them on social media. As important as job boards are, nothing is as influential as your current employees. They are your best marketing strategy! Take a look at your Employee Referral Program (ERP). It is proven that referrals are the top source of highest quality hires. If less than 30% of your hires are coming from employee referrals, consider putting structure and rigor to your ERP; this includes implementing a clear process, utilizing the right technology, promoting the program, and celebrating success. If you are at the 30% mark, strive for 40-50%!

  1.   Leverage dedicated sourcers.

There are many options when considering how to leverage your sourcers, particularly when the role of sourcers and recruiters can vary among organizations. In fact, some organizations still operate using an older model where your recruiters are your sourcers.  However, sourcers and recruiters have distinct skill sets, each playing a critical role in the recruitment process. While recruiters are responsible for engaging with the business, understanding their hiring needs, selecting the right candidates to interview, and managing the overall process, sourcers are talent miners who create the talent pool to choose from. Sourcers prioritize candidates that should be contacted first, allowing recruiters to work with hiring managers to find the best fit for a job.

  1. Conduct an efficient screen.

The benefits of technology are changing the recruiting landscape. With this comes the need for new ways of thinking and working as HR professionals.  We must think in terms of efficiency when it comes to the process, especially when managing the top of the candidate funnel. One of the most efficient ways to screen candidates is via a pre-recorded video platform. Recruiters can then do a baseline assessment of the candidates, share the recording with the hiring managers, and decide on whether or not to move the candidates forward.

Efficiencies through technology are brilliant, but they are not to be mistaken as substitutes for human connection. It is imperative that as HR professionals, we think about the human aspect of the candidate experience and find ways to personalize the process. If you opt for a video interviewing solution, be sure to find other human touch points between recruiters and candidates. A quick call or personalized email goes a long way! 

Final thoughts

The applicant process is now candidate-driven, demanding that careful attention be paid to every step. Be certain your job descriptions have the information candidates are searching for, pay careful attention to how and where you post jobs, and find that fine balance between efficiency and personalization when screening candidates. There is a big difference between having a lot of candidates and having a lot of the right-fit candidates.

Not sure how you’re doing? Take our free TA Operational Health Assessment.

Next month, we’ll continue our pursuit of recruiting excellence by talking about the interview and selection process.  We will continue to share our view on how to build what we call a first-level standard process using our global recruiting framework and our methodology Recruiting Excellence 3.0™. This is foundational to any organization looking to build a standard, stable, and scalable recruiting function.  It is also non-negotiable for those implementing a new Applicant Tracking System (ATS), as it prevents automated chaos while saving money and time. As always, I invite you to schedule time with me so that you can ask questions and get clarity.