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Recruiting and Onboarding 101: Everything You Need to Know Read More >>

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A significant shift in the job market has occurred over the past several years. Companies no longer have all of the power. The HR recruiting world has evolved into a cutthroat, candidate-driven market thanks to:

  • Elevated budgets
  • Highly specialized benefits
  • Unique perks
  • Demand for greater transparency 

Today, job candidates have basically become like customers—and they need to be treated as such. 

So, how can your company stand out and win the best talent?

Companies must expand and elevate their recruiting process through a combination of:

I. What is employee recruitment?

Employee recruitment involves everything from the identification of staffing needs, advertising the open position, filling the role, and getting new employees started on the right foot.

Simply put, employee recruitment is an essential part of every company, but especially for growing businesses.

What does the employee recruitment process look like? 

Recruiting and hiring consist of three distinct, but ultimately linked, processes:

  1. Attracting, marketing, and identifying qualified candidates
  2. Interviewing, selecting, and hiring
  3. Onboarding new employees

What steps are involved in the recruiting process? 

There are several essential steps involved in the recruiting process, although each organization requires a unique touch catered to their own needs. 

Here are 15 fundamental steps for every company’s employee hiring process:

Who is responsible for employee recruiting within an organization? 

Depending on the size of the company, the responsibility of recruiting often falls upon a range of people. This typically includes a combination of:

  • Upper management
  • Human Resources
  • Recruiters

Once team leaders and managers bring attention to a position of need, people in these roles execute at different levels of the hiring process.  

While larger organizations utilize professional recruiters or outside firms, smaller companies depend more on managers themselves and HR teams. Companies large and small should utilize recruiting software to more effectively and efficiently source top candidates. Regardless, employee recruitment typically works in conjunction with, or as a part of, Human Resources.

II.  How can HR technology improve employee recruiting?

With the expanding influence of workplace and HR technologies (including recruiting software), the hiring process has evolved a lot in recent years. Despite this evolution, some companies still rely on outdated recruiting methods with diminishing results—overpaying for less qualified applicants.

Ensure your business is keeping pace with the competition through HR software and innovation.

Quicker and more efficient process 

The goal of any HR technology, including recruiting software, is to streamline and improve daily HR functions. With recruiting especially, quick, but insightful decisions are paramount. 

Widespread digital job postings 

Online job boards are the most beneficial places to reach people that are actively searching for employment. Recruiting software can automatically post your listing across multiple job boards.

Personalized experience 

Online applications are generic and impersonal. Personalize your employee recruiting to better reflect your company’s culture. Consider unique motivations and preferences of your target audience.

Candidate-first approach 

In a competitive job market, it’s better to make applicants feel respected and valued through the hiring process. Give more decision-making information upfront before the interview stage. 

Data & analytics 

Gather data and analyze cost to determine whether you can afford new employees. With a better understanding of needs, you can look for certain skills and compatibility when recruiting.

Virtual recruiting and hiring experience 

HR and recruiting software have become essential for evaluating new hires, processing applications online, and tracking the entirety of the hiring process digitally.

Make sure to keep your recruiting software up to date. Even if your current methods are getting a few satisfactory applications, you may be overspending on advertising and missing out on more qualified workers. Take advantage of the lessons from the last few years and make your company more resilient for the future.

III.  What is recruitment marketing?

As with sales, marketing strategies can be applied to the recruiting process. When used to nurture and attract the right candidates to your organization, recruitment marketing expands and elevates your entire hiring process. 

All stakeholders in the hiring process should be familiar with the candidate persona and your overall recruitment marketing strategy. 

How to build a winning recruitment marketing strategy 

Employer branding

Before a candidate even applies, they ideally need to be familiar with your company’s brand. Positive brand recognition ensures you will attract more top candidates, while a negative perception will hinder your employee recruitment process at every step.

Branding should truthfully reflect your company’s mission statement, culture, and goals. Clarity and consistency are important throughout your branding, including: 

  • Company website
  • Social media
  • Specific job listings

Target candidate personas

Personas are more in-depth than just a standard job description. Although they are represented as a single character, personas are a composite of information taken from several sources, including managers, co-workers, competitors, and similar job postings.

Each job is different and requires its own persona built from the required skills and personality. Personas should be built from data collected from concrete research, not feelings or assumptions. 

Content strategy

Next, take your candidate personas and map out a comprehensive content strategy that will engage candidates and drive them to apply.

Here are some examples of employee recruiting content you will need:

  • Up-to-date, optimized, and mobile-friendly “Careers” or “Jobs” page on your company’s website
    • Note: Your “About Us,” “Our Mission,” and “Company Culture” sections should emphasize brand values and relay what your company is all about
  • An “FAQ” page geared towards applicants can be helpful
  • Supplemental content pieces like blogs, photos, graphics, and videos should highlight company culture, industry expertise, and career advancement opportunities

Social recruiting

Social media continues to be one of the best ways to reach active job seekers. It enables you to engage with potential candidates through shared interests and networks.

  • Project a unified, consistent message about your company’s values and culture
  • Create social-specific content (especially videos) to engage with potential candidates
  • Crowdsource hiring via your network—including current employees—by encouraging them to share potential job openings
  • Because each social media platform appeals to a different audience, you should tailor your efforts to fit different channels

Digital advertising

Advertising in the digital space has revolutionized employee recruitment. By utilizing highly-targeted strategies, you can ensure your ad spend is more likely to be seen by the top candidates you are looking for.

Consistently stay front of mind for potential job seekers by creating ads with:

  • Eye-catching design
  • Content that provides value
  • Strong brand awareness

Inbound marketing

With inbound marketing, the main element is lead capture. These “leads” are job seekers who have expressed an interest in your job openings and have taken some kind of action. These actions typically include:

  • Filling out a form
  • Submitting an application
  • Asking for more information

These leads must be nurtured through direct engagement and relevant branded content. This allows you to connect with top job seekers, engage directly with them, and boost the candidate experience.

Analytics & reporting

Like all forms of marketing, data is a recruiter’s best friend. By analyzing data, granular insight is gained into what parts of your employee recruitment process are working or not.

A static recruiting strategy is a death wish for companies eyeing growth. An evolving strategy where you experiment, learn lessons, and continuously improve your efforts is essential.

IV.  How can you ensure you make the right hire?

Recruiting is about not only attracting the right job seekers, but also creating a positive candidate experience to ensure your company is their top choice as well. So much goes into the hiring process—and it all culminates with candidate interviews and your final decision.

If you strive to build a strong team, then you need to nail the interview process before, during, and after the actual interview. Here are some items to consider throughout the process to ensure you make the right hire.

Describe the role accurately 

A detailed and accurate job description will attract more candidates who would be successful in that position. Describe the role and responsibilities in detail so there are no surprises. List your desired skills and experience, but remember to be flexible—there’s not always a perfect fit on paper.

Additionally, compare your pay and benefits with similar roles and competitors. Don’t drive away the best workers by underpaying your staff.

Use recruiting software 

Organize and streamline your entire hiring process with a powerful applicant tracking system (ATS). Automatically sift through job application information. Compare candidates in-depth throughout the selection process. Hire with confidence thanks to interview evaluation reports and analysis. Of all our hiring tips, this one will prove to have the most impact⁠—immediately and long-term.

Vet applicants thoroughly 

It’s not enough to just skim resumes for a few basic keywords. To check them more thoroughly, start with a list of minimum requirements. Closely examine all application materials to get a better idea of the person applying.

Do they show an attention to detail and hard work? Are there red flags or employment gaps? Search them online and social media to discover who they are as a person.

Talk with candidates more than once 

Look beyond technical skills 

Some technical skills are essential, and others can be trained on the job. Instead, look for signs of character, personality, and aspirations.

Does the applicant have a history of adapting to different industries and roles? Could their background bring a new perspective to the team?

Consider culture, values, and goals 

Look for applicants who align with your company values and future goals. With each new hire, you’re not just filling an opening, you’re shaping the future of the company.

Check backgrounds and references 

Many employers fail to contact even a single provided reference. It’s time-consuming, but provides valuable insight into each applicant’s background. Come up with a list of questions to guide those conversations.

A criminal background check also takes time, but it will help protect your company. You want to find candidates who are open and candid about themselves.

V.  What is employee onboarding?

Employee onboarding is the process of introducing a newly hired employee to an organization through expectations, routine, and company culture. By implementing a successful onboarding program, new hires experience the best that your company has to offer right from the start.

To encourage innovation and continued growth, employee onboarding allows you to set the tone. You are more likely to make a lasting impression on your new employees and get them up to speed more quickly.

Why is employee onboarding so important? 

More employees are lost in their first 6 months at a company than at any other time as referenced by the below data:

During onboarding, employers make a business deal with new employees. This mutually beneficial “PACT” can be broken down into four key areas of focus:

Planning

Onboarding sets the tone for your employee’s overall experience at a company. To create a lasting, positive impression with new hires, invest more time and planning into the employee onboarding process.

One of the biggest mistakes you can make during the onboarding process is shortchanging the effort and timeframe. Plan your training schedule well in advance, not improvised from day to day.

Administrative

With the right HR onboarding software, you can make the administrative side of employee onboarding paperless and painless—and it should all start well before your new employee’s first day.

Utilize virtual and remote onboarding tools before new hires even step foot in the office.

Provide a daily itinerary for the new employees’ first few days and overviews of the first several weeks. Additionally, provide a clear set of goals and benchmarks that they should be working towards until their first performance review.

Culture

Set the tone by emphasizing company culture throughout the hiring process. HR, managers, and senior level employees must be entrusted to set the ultimate example. Embody the attitude that you want in your employees when it comes to culture.

Get your new hires excited about joining a valued team at an excellent company. When you make co-worker introductions, take time for employees and new hires to make personal connections.

Training

Get new hires involved as soon as possible. A Learning Management System (LMS) makes it easier to train new employees in their first few weeks, as well as cross-train employees and promote continuous learning throughout the company.

An LMS provides training solutions without adding to the burdens of supervisors and HR. Track new hires as they complete orientation lessons. Add custom training modules to close any important skill gaps.

VI.  How can HR technology improve employee onboarding?

If your company has a solid employee onboarding plan and utilizes onboarding software, you can avoid most of the pitfalls that can ruin the experience for new hires. Improve your onboarding process with a true commitment, more time, and technology upgrades.

Starting before day one 

Hiring new employees is expensive and time consuming. Everything, including paperwork and equipment, should be ready in advance.

New hires should also start paperwork before their first day. By utilizing onboarding software, all employee data can be completed virtually and easily flow to connected HR systems.

Formalized employee onboarding process 

Far too many organizations are missing a formalized onboarding process. While it should be repeatable, your process must be flexible for different roles, responsibilities, and any roadblocks. With a standardized process, you can always adjust for better results.

Streamline administrative tasks 

With any employee onboarding, there’s going to be a ton of paperwork along with it. But don’t let that worry you. With recruiting and onboarding software, these tasks can be easily:

  • Created
  • Assigned
  • Tracked
  • Approved digitally

Begin training immediately 

While all employees benefit from continued learning, new hire training is a critical component of onboarding. Allow new hires to get a preview of their potential professional growth at your company while benefiting from new hire training in their first few weeks. The recruiting software and process are the same, so they are set up for success early on.

Seamlessly incorporate payroll and benefits 

The best feature of HR software is that it is a system executing countless HR functions simultaneously. With the right technology provider, information flows seamlessly from one function to another—including payrolltime & attendancebenefits administration, and more. 

When HR functions are connected and working in conjunction with one another, HR professionals are able to dedicate more time and resources to making human connections, rather than performing administrative tasks.

Measure success through data and analytics 

Aided by onboarding software, your new hire process should be consistently examined for improvements based on data collected and direct feedback. The easiest way to begin collecting data is to standardize your process and establish a baseline. Once enough data is collected, you can analyze your employee onboarding strategy for success and make changes as needed. 

VII.  What is employee offboarding?

Often overlooked, offboarding employees is equally as important as onboarding new ones. Most companies do only the bare minimum when employees leave. 

Offboarding is more than just “going through the motions.” Don’t waste this valuable opportunity to gain insight into your workforce, potential problems, and opportunities to improve.

Leave a positive impression 

Whether you like it or not, former employees function as brand ambassadors for your company. Their views—both positive and negative—can severely affect your reputation.

You can also make an effort to maintain those ties, especially with skilled individuals who continue to work in the same industry. Boomerang employees (those who come back to your company again in the future) can be more efficient because they require less training and already understand your company procedures.

Complete the HR process 

There’s a lengthy list of paperwork issues to resolve and administrative functions to complete when offboarding, such as:

  • Final payroll
  • Expiring benefits
  • Retirement rollover
  • COBRA coverage options

Listen to departing employees 

Employees on their way out are noticeably more honest about real thoughts and frustrations of the staff. So, when conducting exit interviews, use it as an opportunity to make a real difference at the company. 

Encourage employees to voice any concerns with HR and management. It is in your company’s best interest for former employees to feel like their hard work and insight was appreciated. Plus, you can learn from past mistakes to improve processes and policies. 

Manage risk to your company 

Make sure the employee is not being terminated unfairly. Stay legally compliant and follow procedures when offboarding employees. Additionally, exit interviews may uncover bigger issues that need to be addressed. Be proactive about acting on credible allegations.

On the practical side, make sure workers return access badges, keys, and any company assets. Work with IT to ensure computers, phones, or other equipment are returned. Employees must also have their access to company software, social media, and other applications revoked.

Follow company procedures 

Every company should develop detailed offboarding guidelines for how to manage staff departures. Clear communication always makes the transition as simple as possible.

Inform team members when appropriate and ensure there is a transition plan to cover the tasks and responsibilities of the departing worker. 

Discover how Netchex software can help your company when offboarding employees:

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