Cracking the Recruiting Process: A Step-by-Step Guide for TA Leaders, HR Leaders, and CEOs/Founders

Are you tired of feeling lost in the recruiting maze? Struggling to define roles, secure approvals, and create a streamlined workflow? You're not alone!

Drawing from Chandra's expertise in guiding startups and Fortune 100 companies, we'll demystify the recruiting process by:

• Breaking it down into manageable, bite-sized steps
• Clearly defining key roles and responsibilities
• Providing intuitive flowcharts to visualize the journey

In this article, discover a step-by-step recruiting blueprint that can be applied to:

• Any startups looking to establish a solid foundation
• Mid-size companies seeking to optimize their process
• Organizations with broken processes in need of repair

Get ready to:

• Clarify stakeholder roles and responsibilities
• Simplify your workflow
• Boost hiring efficiency and effectiveness

Let's get started on transforming your recruiting process!

Step 1: Position and Budget Approval

• Hiring Manager: requests approval for a new position via email to the Leader.
• Hiring Manager/VP/Executive Leader: Creates a job requisition with job description, requirements, and qualifications in the HR System. Submits the requisition for approval to the Finance/TA Leader/HR Business Partner.
• TA Leader/HR Business Partner: Ensures the job description is accurate, up-to-date, and compliant with company policies. Review and approve or reject the request.
• If approved, proceed to Step 2

Step 2: Hiring Manager Calibration

Hiring Manager, Recruiter, and Sourcer discuss:

• Job and candidate requirements
• Companies to target for talent acquisition
• Skillsets, compensation range, experience, and location
• Immigration requirements (if applicable)

Step 3: Sourcing and Candidate Attraction

• Sourcer: Develop a sourcing strategy to attract top talent using social media, job boards, and professional networks. Posts job openings on the company's career page and job boards.
• Recruiter: Collaborates with the Sourcer to identify top candidates. Reaches out to candidates to gauge interest and schedule initial screenings.

Step 4: Screening and Interviewing

• Recruiter: Conducts initial screenings to assess candidate qualifications and fit using the ATS. Schedules interviews with the Hiring Manager/VP/Executive Leader and other stakeholders. Ensures timely communication with candidates, and gathers feedback from the hiring team.
• Hiring Manager: Conducts in-person or video interviews with shortlisted candidates, assessing their skills and fit for the role.
• Coordinator/Recruiter: Coordinates interview logistics.

Step 5: Offer Discussion, Negotiation, and Extension

• Recruiter: Discusses, and extends the job offer with the selected candidate, negotiating salary and benefits as needed.
• Hiring Manager/Business Leader/HR/Comp Mgr: Approves the final offer presented by the Recruiter, ensuring it aligns with company compensation policies.

Step 6: Onboarding and Immigration

• Coordinator: Prepares and sends new hire paperwork and information to the offer-accepted candidate.
• Onboarding/Immigration Specialist: Coordinates the onboarding process, ensuring a smooth transition for the new hire, and handles immigration-related matters (if applicable).

Step 7: Induction/Orientation

• HR Business Partner: Coordinates new hire orientation, benefits enrollment, and IT setup.
• Coordinator: Prepares necessary paperwork and provides administrative support.

Step 8: Employee Buddy/Mentorship (30-60-90 day plan)

• HR Business Partner/TA Leader: Assigns an employee buddy/mentor to the new hire, ensuring a smooth transition and providing guidance on company culture and policies.
• Hiring Manager: Develops a 30-60-90 day plan with the new hire, outlining goals, objectives, and performance expectations.

Step 9: Feedback and Employer Branding

• Candidate: provides feedback on the recruiting experience for improvement. (if any).
• Employee: Shares their recruiting experience on social media channels or with friends for your company branding

Roles and Responsibilities

1. Recruiters

• Manage job postings, candidate sourcing, and application screening
• Conduct initial interviews, assess candidate fit, and shortlist candidates
• Coordinate interview logistics and gather feedback from the hiring team
• Discuss and negotiate job offers with selected candidates
• Extend job offers to candidates, ensuring all necessary details are communicated
• Ensure timely communication with candidates throughout the hiring process

2. Sourcer

• Utilize various sourcing channels to attract potential candidates
• Develop and maintain a pipeline of qualified candidates for future openings
• Collaborate with recruiters to optimize sourcing strategies

3. Hiring Manager

• Initiate job requisition process and define job requirements
• Conduct in-person or video interviews with shortlisted candidates
• Assess candidate skills and fit for the role
• Develop a 30-60-90 day plan with the new hire, outlining goals, objectives, and performance expectations

4. HR Business Partner

• Ensure compliance with company policies and procedures
• Coordinate new hire orientation, benefits enrollment, and IT setup
• Provide guidance on employment laws and regulations
• Do not get involved in the offer extension or negotiation process with the candidate.

5. TA Leader

• Oversee the recruiting process, ensuring efficiency and effectiveness
• Develop and implement recruiting strategies to attract top talent
• Partner with HR/Business Leaders to assign employee buddies/mentors to new hires and ensure a smooth transition

6. Compensation/Finance Manager

• Approve salary ranges and budget allocations for job requisitions
• Ensure final job offers align with company compensation policies
• Manage benefits administration and payroll processing

7. Coordinator

• Collect and organize incoming applications and necessary documents
• Prepare paperwork, benefits enrollment, and IT setup for new hires
• Provide administrative support to the TA team as needed

8. Onboarding/Immigration Specialist

• Coordinate the onboarding process for new hires
• Handle immigration-related matters

Recruiting Tools:

• Applicant Tracking System (ATS): e.g., #Workday, #Greenhouse, #Lever, Taleo, Ashby, JazzHR
• Sourcing tools: e.g., LinkedIn Recruiter, Entelo
• Interview scheduling tools: e.g., Calendly, ScheduleOnce
• Onboarding tools: e.g., #BambooHR, #Namely, #ADP, #Gusto, #Rippling, Trinet, etc.

Bonus Tip: Use data and analytics to optimize your recruiting process! Track metrics such as time-to-hire, source of hire, and candidate satisfaction to identify areas for improvement.

By following this step-by-step recruiting process, TA Leaders, HR Leaders, and CEOs/Founders can ensure a streamlined and efficient hiring process that meets the needs of all stakeholders involved. Clear roles and responsibilities will help prevent overstepping and ensure a positive candidate experience.

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End Notes:

• According to Glassdoor, the average time-to-hire is 38 days. Streamlining your recruiting process can help reduce this time and improve candidate experience.
• A survey by LinkedIn found that 83% of candidates say that a negative interview experience can change their mind about a company. Ensure your interview process is efficient and respectful of candidates' time.
• Did you know that employee referrals are the top source of hires, accounting for 40% of all hires? Encourage your employees to refer top talent to your organization!

GET INVOLVED!

Join the conversation! Share your war stories, successes, and tips in the comments below on the recruiting process and how you've made it more efficient in your organization. What are the biggest challenges you've faced? How have you overcome them? How have you hacked your workflow to find top talent? Let's get the conversation started and learn from each other!