Hiring is one of the most important aspects of running a business. Yet this process can be difficult to manage, especially for startups and organizations hiring new employees at scale. By creating an official hiring process, you’ll have a better chance of attracting top-level talent and filling open positions faster.
This tutorial will walk you through how to create a hiring process with Workable. I chose to use Workable for this guide because it’s an industry leader in the recruiting software space, making it easy for anyone to streamline their hiring workflow. This in-depth tutorial will also cover some of the top challenges you might face while creating a hiring process. I’ll also provide you with some viable alternatives to consider for specific scenarios.
Step-By-Step Guide to Creating a Hiring Process
Step 1: Identify Your Hiring Needs
The first thing you need to do is determine the scope of your hiring process. Is this something that will be ongoing indefinitely? Or are you just needing to fill one or two positions infrequently?
Don’t just hire people for the sake of adding new people to the team. You must have a specific need that a new hire will fulfill.
Depending on the size of your company, you might assign a dedicated hiring manager to oversee the entire process for all new hires. Or maybe you’ll change the hiring manager based on the role needing to be filled.
Once you’ve identified your needs, you want to sign up for a recruiting solution to start the process. Workable will be a top option for most businesses.
Plans start at $99 per job opening. You can try it for free with a 15-day trial to get started.
Workable is used by over 20,000 companies to hire 1.3+ million employees worldwide. More than 83 million candidates have been vetted through Workable’s platform.
Choosing the right recruiting software will set the foundation for the rest of your hiring process. So it’s important to use a quality and proven solution.
Step 2: Formulate a Recruiting Plan
Once you’ve selected a tool, you need to devise a recruitment plan. This is an often overlooked aspect of creating a hiring process.
How are you planning to recruit and hire new employees?
The steps need to be clearly identified, so everyone involved in the hiring process knows their expectations. You can create a recruiting pipeline in Workable to get started here.
Just select Workflow from the Recruiting menu on the left side of your screen.
From here, you will add new stages to your recruiting process and can also change the order of your stages or re-label certain phases of the recruiting process.
Now is also the time to evaluate how you’ll handle recruitment—whether in-house, via employee referrals, or using an external recruiting agency. For those interested in using a third-party recruiter, I’ll show you how to address this challenge a bit later on in the tutorial.
Step 3: Craft Detailed Job Descriptions
Next, you need to prepare job descriptions for your open positions. Click Create a New Job on the Jobs menu of your Workable dashboard to proceed with this step.
From here, Workable will provide you with different forms fields to fill out related to the position. This includes things like:
- Job title
- Job function
- Employment type (full-time, part-time, contract, etc.)
- Education experience
- Annual salary
The biggest sections of the description will include the job details, requirements, and benefits. Fortunately, Workable has 700+ templates that you can use to streamline this process.
Based on the job title, Workable will automatically pull potential phrases and items to include in your description. Then it’s just a matter of selecting what fits the best for the position.
You can use these templates to create job descriptions in minutes without writing anything on your own or supplementing the existing information.
Step 4: Post Open Jobs Online
After you’ve crafted the job descriptions, you need to list your open positions online. Rather than individually going to each job board, creating an account, and manually going through this process dozens of times, Workable lets you publish open jobs everywhere with a single click.
Just navigate the Find Candidates tab of the job you created in the previous step.
From here, you can post to 200+ job boards, target candidates via social media, or use Workable’s AI recruitment feature to match the position with qualified candidates.
You can even copy the job’s shortcode to share via email or embed it on your website. Workable gives you plenty of options for getting the job listing out in the public eye.
Step 5: Prepare The Interview Process
Next, you’ll need to identify a way to sort through applications and create a shortlist of the most qualified candidates. Narrow your list down to roughly three to five people, and get ready to interview them.
The interview process might change based on the position you’re hiring for. In some cases, a general hiring manager can do all of the interviews on their own. Alternatively, a department head or department-specific manager may interview candidates for a specific role.
For example, it wouldn’t make sense for your CFO to interview a sales rep. The sales manager who will ultimately oversee that filled position will be a much better option for the interview.
Preparing interview questions can be difficult, especially if you’re new to this process. But Workable has hundreds of interview question templates to guide you in the right direction.
Even if you’re not conducting interviews via Workable, the templates are an excellent resource to utilize during the interview process.
Step 6: Send a Job Offer and Identify the Onboarding Requirements
Sending a job offer and onboarding the new hire will be the final stage of the hiring process. You can use Workable to write offer letters and send them to candidates in your pipeline.
The offer letter templates are available in the Templates section of the Recruiting menu. Then you can customize the letter based on the specific person you’re sending it to.
Here’s an example of an offer letter template you can use:
In addition to the letter, you might want to attach certain forms or documents to speed up the onboarding process.
I’m referring to things like:
- Form W-4
- Form I-9
- Non-compete forms
- Direct deposit forms
- Employee handbooks
- Drug screening forms
- Background check consent forms
This list will vary depending on your company’s needs. You can always consult with an employment attorney if you’re unsure which documents are required for your business to remain compliant.
3 Top Benefits of Creating a Hiring Process
Attract Top-Level Talent
One of the best reasons to create an official hiring process is to improve the quality of your workforce. You want to make sure that you’re attracting the best possible candidates for the job, as new people will significantly impact your company.
Applicants who are highly sought after will not be interested in working for your business if the hiring process is scattered or unorganized. A flawed hiring process could indicate other problems in the company that the applicant doesn’t want to deal with. But a smooth hiring process can help you recruit and onboard new hires who might be fielding multiple offers from different organizations.
Hire New Employees Faster
A clearly defined hiring procedure will streamline your internal process. From the initial job posting all the way through the interviews and final onboarding, you can drastically reduce the amount of time it takes to fill open positions.
The longer jobs are left unfilled, the more money it’s going to cost your business. So it’s critical that you quickly fill voids in the organization without sacrificing the job requirements or experience level.
Find Qualified Candidates
Without a set hiring process, you’ll have a tough time qualifying your applications. Depending on the size of your company, you might be getting dozens of people applying for one open position. If your hiring process is unofficial or nonexistent, the chance of you finding the most qualified candidate in a talent pool of 50 people is slim.
You’d hate to hire someone only to find out weeks or months later that they’re actually unqualified to do the job properly. A specific hiring process will also help you reduce employee turnover by retaining qualified candidates for the long haul.
3 Biggest Challenges With Creating a Hiring Process & How to Troubleshoot Them
There are a few common challenges businesses face as they create a hiring process. But Workable makes it easy to resolve these potential issues and bottlenecks.
Working With External Recruiters
Some businesses prefer to use third-party recruiting firms to assist with hiring new employees. The level of involvement with external recruiters will vary depending on the business.
But sometimes, it’s tough to work with a third-party recruiter if they’re not part of your internal network. Fortunately, Workable allows you to work with recruiters for collaborative hiring in the same software.
Just navigate to Account Members in the Company menu of your Workable dashboard. Then click the External Recruiters tab to continue.
This feature requires an upgraded plan. You can get in touch with a Workable sales rep to activate this capability on your account.
But overall, this advanced hiring tool is perfect for companies who want to outsource part of the hiring process without relinquishing full control. You’ll still be able to see everything that’s happening within your Workable dashboard when you work with a third-party recruiter.
Managing Remote Interviews
Many companies today are hiring remote workers. In these scenarios, it’s usually unrealistic and inefficient to have in-person interviews. Even if you’re hiring for an in-person position, it’s much easier for everyone if you conduct the interviews remotely.
With some recruiting software, you’re forced to handle interviews outside of the platform using third-party tools. While this is fine, it’s not the best way to streamline your hiring process.
You can integrate Workable with Zoom in seconds and use this feature to handle your interviews within a single source of truth.
Just head to the Recruiting menu and select Integrations. Then scroll until you see Activate Zoom and toggle the icon to the enabled position.
This feature will make your life much easier, and you’ll be able to manage more interviews without having to set up in-person meetings.
Promoting Jobs on Your Website
Many companies have a tough time utilizing their own website to promote open jobs. While you’ll definitely want to post openings on third-party job boards, these positions should also appear somewhere on your website.
Doing this manually is a pain. You’d have to create a dedicated landing page and manually update it with every new position. This is a big waste of time.
Instead, select Careers Page from the Workable Recruiting menu.
Just add some background information about your company, choose your branding colors, and you’re all set.
Workable will automatically add new jobs to your careers page without any extra work or steps required on your end. It’s by far the easiest way to incorporate your website into the hiring process.
Other Options For Creating a Hiring Process
This post showed you how to create a hiring process using Workable. But there are plenty of other great options to consider depending on your unique situation.
If you’re hiring employees at scale, you might find Workable’s plans to be a bit restricting and less cost-effective based on the pricing structure. In this case, you’d be better off using JazzHR, as it has plans for unlimited users and unlimited open jobs.
For those of you with infrequent hiring needs, you may be a bit overwhelmed by all of Workable’s features and capabilities. Recooty is a simple tool that’s perfect for small businesses. It’s free to use for up to three active job openings as well.
If you’re a recruiting agency that’s creating a hiring process for your clients, you’ll likely find Workable to fall a bit short for your specific needs. For this scenario, try Bullhorn—an all-in-one solution for recruiting and CRM built specifically for staffing firms and agencies.
- JazzHR — Best for hiring at scale with unlimited users and unlimited open jobs
- Recooty — Best simple recruiting tool for infrequent hiring needs
- Bullhorn — Best way to create a hiring process for staffing agencies