Recruitment Process in HRM: A Step-By-Step Guide

One of the essential tasks of employers is to recruit the right candidate for the company. According to a recent survey, nearly three-quarters of recruiters struggle to identify the appropriate candidates.

An effective recruitment process is not only essential for acquiring top talent but also for ensuring the long-term success and growth of an organization. To make the task easy we have explained the recruitment process in HRM to save you from the continuous struggle.

Understanding the Recruitment Process

The process of recruitment involves various steps such as sourcing, screening, and shortlisting candidates for potential employment opportunities within an organization. It encompasses identifying the need for staffing and successfully filling those positions with suitable individuals through different methods. 

This method entails attracting candidates to apply, conducting interviews to assess their suitability, selecting the most appropriate candidate(s), and finally onboarding them into the company. Here is a detailed explanation of how an applicant tracking system can improve and enhance the recruitment process.

6 Steps in the Recruitment Process

Each company has its unique hiring process, but different recruitment selection processes are commonly used by most organizations. These include:

1. Initial Preparation Process 

After internal approval is received for a job opening, the recruiter will then reach out to the hiring manager. The preparation steps mainly involve the following:

• Gathering all information about the candidate
• Drafting an accurate job description: An ideal job description must include, the job title, duties and responsibilities of the job, qualifications and skills required, salary /benefits, and location of the job.
•  With this gathered information, the recruiter can draft an accurate and comprehensive job description that outlines all aspects of the role

The purpose of this step is to gather all the necessary information about the position. With a complete understanding of what qualifications are needed for the position, recruiters can create an effective job posting.

2. Sourcing Candidates

After completing the job description, the next important step is sourcing. This involves

 actively seeking out and reaching out to potential candidates who possess the necessary qualifications instead of solely relying on applicants. There are two main ways to source for candidate recruitment.

• Internal Candidate Sources: Recruiting through internal sources has been shown to boost productivity, job satisfaction, and feelings of security among existing employees. This method also leads to lower attrition rates and reduces the overall cost and effort involved in recruitment. The best ways to source candidates is by promoting an existing employee, employing previous applicants, or transferring an employee to a different site/location.
• External  Candidate Sources: Hiring through external sources provides recruiters with a broader range of candidates for consideration. This method also speeds up the recruitment process and reduces the potential for favoritism or discrimination. Some basic ways to hire through an external source are advertising jobs on various platforms such as social media, company sites, placement agencies, and job fairs.

The main objective of sourcing candidates is to attract highly qualified individuals for the role. While recruiters often use various online job post platforms in their search, it should be noted that not every position requires extensive sourcing efforts. In situations where there are already a sufficient number of applications received, additional candidate sourcing may not be needed.

3. Candidate Screening

There are numerous methods for screening potential candidates. 

• The first step is to review the resumes of candidates.
• If the candidate’s qualifications align with the job requirements, then a phone screening can follow where topics such as availability, current position and responsibilities, salary expectations, and notice period can be discussed by recruiters.
• Evaluate applications based on minimum requirements.
• Then, organize resumes with desired qualifications by checking their certifications, relevant work experience, specialized knowledge in the field, technical abilities, and other necessary skills for the position. 
• Afterwards, select potential candidates who meet both the preferred qualifications and minimum requirements.
• Lastly, highlight any uncertainties or questions in the resume to be addressed during the interview process.

4. Selection of Candidates 

This procedure of selecting candidates involves the following;

• Communicating with candidates.
• Administering psychometric assessments.
• Arranging interviews.
• Conducting the interview process, and consistently updating the hiring manager throughout the process. 

Additionally, it is important to maintain a positive rapport with applicants and provide timely updates on their interview progress.

5. Hiring Qualified Candidates

A comprehensive conversation with the applicant regarding their salary expectations and the date when they want to join occurs at this stage. Upon confirmation of these details, an official offer letter is issued to formalize their acceptance. Additionally, in certain cases, this phase may also involve conducting background checks for verification purposes.

6. Onboarding of Candidates

After accepting the offer letter, there is still more to be done before the new hire’s first day. This phase is known as the pre-boarding phase. Major activities during this phase include:

• Verifying References: After making the final decision for a position, it is important to verify the candidate’s professional references and confirm all employment information.
• Creating and Extending a Job Offer: The offer letter should include all necessary details such as start date, terms of employment, work schedule, and compensation. It is important to ensure that each detail is clearly stated and easily understood.
• Onboarding New Employees: Starting a new job can be overwhelming for new hires. By going above and beyond to assist them in adjusting smoothly to their role, you can earn valuable loyalty from your employees.

The criteria listed above occur between when the candidate accepts the job offer and their official start date. It is crucial to maintain communication with your new employees during this time to keep them interested and prevent them from pursuing other opportunities. Part of the pre-boarding phase also involves providing important details such as email access and introductions to team members. Once the official start date arrives, it marks the beginning of onboarding for the new hire.

Tips for Effective Recruitment Process in HRM

Here are some tips for effective Recruitment and Selection:

1. Curate a Captivating Job Description

The role of a job description in recruitment is essential, as it can significantly impact the success of your hiring process.  A well-written and detailed job description effectively communicates what you are looking for, making it more likely to draw in ideal applicants for the position.

A poorly crafted one with ambiguous details about a job description and responsibilities may fail to attract the right candidates. 

2. Refine and Enhance the Hiring Process

The entire recruitment and hiring process, from the initial job posting to the employee’s first day on the job, plays a significant role in shaping their overall experience and perception of the job. 

To refine and enhance the hiring process consider doing the following.

• Simplify the process of completing the required fields.
• Eliminate tedious tasks like repeatedly entering information.
• Ensure mobile compatibility for job seekers applying on their phones.
• Streamline scheduling for screening calls.

3. Widen Your Recruitment Source

By limiting your job postings to specific job boards, you may be overlooking potential candidates who do not visit those sites. 

• To widen your pool of applicants, consider using social media platforms and CV databases in addition to offline adverts. 
• Advertising in newspapers and magazines can also attract a diverse range of talent for consideration.

Conclusion

The recruitment and selection process in HRM is a complex and ever-changing task. It involves more than just filling vacant positions; it entails finding individuals who possess not only the required qualifications but also share the same values and beliefs as the company. An effective recruitment strategy plays a crucial role in an organization’s success by bringing on board talented individuals who can push for progress, efficiency, and expansion. 

You can also learn all about effective business strategies in this comprehensive guide on the meaning and components of business strategies. We hope this has been educating to you, leave us feedback in the comment section letting us know how helpful this has been.