The hiring process often includes a number of stakeholders, methods, and tools. And even in the same company, hiring in one department can look much different than it does in another department.
For some managers, the hiring workflow process starts the moment they realize they need a new worker—whether there’s an actual opening or not. Others are more methodical, and see the requisition as the beginning of the hiring process.
The Hiring Workflow Process: From Job Post to Offer
From there, companies will follow a number of steps, from writing the job post, to deciding how and where to post it, to asking for employee referrals—and this is just the beginning. Eventually, HR and managers will collaborate to settle on top candidates, conduct pre-interviews, and complete multiple rounds of interviews, just to get to the point where they can make an offer.
Looks simple on screen, right? What about in real life?
If you’re using an applicant tracking system (ATS) to support your hiring process, then you probably know how your ATS can help keep you organized during the hiring process. Another tool that pairs well with your ATS is a hiring process flowchart.
A hiring flowchart is a visualization of various recruiting steps, and how the steps connect.
Hiring flowcharts break down each step in the hiring workflow visually. They can help HR, hiring managers, and others involved communicate and follow the hiring process from start to finish. Below we’ll explore some of the ins and outs of building and using a hiring flowchart.
Reviewing resumes, screening applications, and narrowing down your candidate pool are all key steps in the hiring workflow. But doing so can create unwanted bottlenecks if you don’t have the right tools. Read our report, “Reviewing Resumes,” and discover simple tips and tactics that can help you simplify the process.
Not All Hiring Process Workflows Are Alike
It’s true that not all hiring processes are alike. There’s a big difference between recruiting a senior executive from across the country, and hiring a new retail worker who can work weekends at your busiest store.
- If you’re hiring an executive, you might be working with an executive search firm, and therefore digging a little deeper into your recruiting budgets.
- If you’re hiring a retail worker, you might post an ad to a job sites, highlight the opening on social media, and ask your current employees if they know anyone looking for a job.
All of which begs the question: does it make sense to create a universal hiring flowchart, or customize one for each hire? The answer is: it depends. That’s because almost all hiring processes share a number of key elements. Therefore, asking hiring managers to create a new hiring flowchart every time your company hires might not be the best use of their time.
Working from a consistent hiring flowchart is one way to help teams know and follow specific steps, and take on different roles in the process.
So, what’s the best way to build a hiring process workflow? To start, your ATS can help you create and follow a consistent hiring workflow. From there, managers can customize the workflow if and when they need to.
Here’s an example of a simple, one-page guide with a visual hiring workflow:
Once completed, your hiring flowchart can help guide hiring across different parts of your company.
A shared hiring workflow can help inform team members about timing, roles, and expectations during different phases of the hiring process, including:
- HR staff who will review applications, and conduct pre-interviews.
- Hiring managers who will review resumes from candidates, and prepare interviews.
- Employees who will take part in group interviews with top candidates, and offer feedback.
- Executives who want to meet one-on-one with finalists.
- Those involved in presenting the offer and negotiating salary and perks.
A hiring flowchart can also help your hiring team stay on top of the steps that take place within each phase.
For instance, reviewing resumes is a critical aspect of nearly every hiring workflow. It’s also a point where companies sometimes get bogged down. Your workflow can help you address and answer a number of concerns related to resumes, including:
- How long should you wait for resumes to come in?
- Which member of your resume review team provides the first level of pre-screening?
- How are you scoring or sorting your resumes?
- How long does that first member of your resume review team have to complete their pre-screening? And how should they pass the resumes on?
- What’s the turnaround time between the final resume review, and reaching out to candidates?
When all goes well, the hiring workflow culminates in an accepted offer, and spills directly into onboarding. To get there, outline a process that people throughout your company can get behind and follow.
myStaffingPro’s feature-rich, customizable approach to recruiting, qualifying, hiring, and onboarding top talent helps you streamline administrative tasks and focus your recruiting efforts on the most qualified candidates. Contact a myStaffingPro representative to learn more about how our applicant tracking system can support your hiring process.