Recruitment and Selection How-to-guide

RECRUITMENT & SELECTIONHow-to-guide

How to Recruit and Select New

Employees

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Using this

Guide

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HRM TOOLSHOP

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• This Guide is part of the RECRUITMENT & SELECTION TOOLKIT. This toolkit helps you to reach a pool of candidates and select the most appropriate candidate for a vacant post in your company.

• In the Category of TALENT & PERFORMANCE, you can also find the related HR Toolkits for dealing with the Talent Management challenges your company is facing :

– On-boarding & Orientation Toolkit

• Go to www.hrmtoolshop.com for more HR Toolkits & Guides.


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• Does your Company want to professionalize and optimize its recruitment & selection process? Are you struggling to find practical and effective selection tools? Are you a Business Manager, starting to explore the field of recruitment & selection, because your company is growing?

• Step by step, this Guide describes how to determine the appropriate search approach, how to respond to candidates, conduct your selection interviews and manage negotiations with the best matching candidate.

• For each step in the Guide, you will be introduced to the relevant tools and templates and how to complete them: a template for defining your Search Approach together with the Hiring Manager, an interview template, a list of interview questions to choose from, examples of standard replies to candidates and so much more.

About this

guide


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Roadmap OverviewSteps for RECRUITING & SELECTING EMPLOYEES


STEP IV

MAKE JOB OFFERS & NEGOTIATE

STEP III

CONDUCT INTERVIEWS &

REFERENCE CHECKS

STEP II

RECRUIT & RESPOND

STEP I

UNDERSTAND THE BUSINESS CASE &

PREPARE THE SEARCH

ONBOARDIN G

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• Critical HR Competencies to have:

– Business Understanding

– Analytical Thinking

Step I – UNDERSTAND THE BUSINESS

CASE & PREPARE THE SEARCH


STEP I

UNDERSTAND THE BUSINESS CASE &

PREPARE THE SEARCH

• If a position becomes vacant, check with the HR Business Partner (or directly with the responsible line Manager if the role of HRBP does not exist in your organization) which solutions are feasible or have already been anticipated in the Workforce Planning (if your Company conducted such exercise). Some questions you may ask during such meeting with the HRBP or the Line Manager responsible for the vacancy (hereafter the “Hiring Manager”):

– Is a (temporary) external solution feasible?

– Is it possible to reorganize tasks & responsibilities amongst current employees in the team/ another team?

– Is it an option to reallocate responsibilities to employees in a ‘Mobility Program’, e.g. employees having to be redeployed, employees returning from long term leave, employees who have been working on a project reaching its end date, …. If a Temporary Replacement or an Internal Transfer is a feasible option, the relevant procedure should be followed (see Internal Transfer Policy & Temporary Replacement Policy).

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UNDERSTAND

THE BUSINESS

CASE & PREPARE

THE SEARCH - 1

Tool Reference:

Recruitment & Selection Manual for Hiring Managers

Vacancy Request Form

Job Description & Job Profile Form

Search Approach Preparation

Search Approach

See also HR Policies (Recruitment & Selection, Internal Transfer, Temporary Replacement Policies) & HR Procedures Manual (Hiring & On-Boarding Procedures)


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– Planning & Organizing

– Facilitating & Consulting

Step II – USE THE AGREED RECRUITMENT

MEDIA AND RESPOND TO THE RECEIVED

APPLICATIONS


STEP II

RECRUIT & RESPOND

• Implement the agreed search approach by applying the identified recruitment media (e.g. contact recruitment agency, draft job advert, organize student mailing, etc.).

• Respond promptly and appropriately to all applications (see ‘Responding to Applications’ Templates).

• Liaise regularly with the Hiring manager, either as a general update or when the Hiring Manager’s specific input is needed, e.g. to approve an advert.

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RECRUIT &

RESPOND

Tool Reference:

Responding to Applications Templates

CV-Based Shortlist

Vacancy Update Report


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– Facilitating & Consulting

– Interviewing & Assessment

Step III – CONDUCTING SELECTION

INTERVIEWS AND CHECKING REFERENCES

FOR shortlisted CANDIDATES


STEP III

CONDUCT INTERVIEWS & REFERENCE CHECKS

• Plan your selection interview with the candidate and, if agreed in the Search Approach, together with the Hiring Manager.

• Prepare the selection interview together with the Hiring Manager. In principle the format, content and style of the interview have already been discussed in the Search Approach. However, it is advisable to walk the Hiring Manager briefly through the different parts of the interview and each interviewer’s role, expecially if the Hiring Manager is not frequently involved in a selection procedure.

• You can use the Interview Template to guide you through the steps of the interview and to summarize the candidate’s answers and write down your comments.

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CONDUCT

INTERVIEWS &

REFERENCE

CHECKS - 1

Tool Reference:

Interview Questionnaire

Interview Template

Interview Shortlist Report

Employment Recommendation Form

Reference Request Form


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– Negotiation

– Communication

Step IV – Making job offer and negotiating

with final candidate


STEP IV

MAKE JOB OFFERS

& NEGOTIATE

• Prepare the Job Offer Letter (part of the End of Negotiations Letters) using the appropriate information regarding the grade/job family of the candidate and the personal remuneration package being offered and the information contained in the HR Policies regarding benefits.

• Prepare a Job Offer File containing the following documents:– 2 copies of the Job Offer Letter,

– Enclosures to the Job Offer Letter: • the Summary of Key Terms & Conditions,

• the “Employment with <<COMPANY>>… the next steps” Note and

• the Reference Request Form (if yet to be completed),

– A copy of the signed Employment Recommendation.

– Send it to the HR Director and Head of Division for their approval.

• Telephone the candidate to inform him/her of the Job Offer being made.

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MAKE JOB

OFFERS AND

NEGOTIATE - 1

Tool Reference:

End of Negotiations Letters

Pre-Employment Checklists

See also On-boarding & Orientation Toolkit


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RECRUITMENT & SELECTION – Tools OverviewAvailable tools per step in the process


IV. Making Job Offers and Negotiating with the Final

Candidate

III. Conducting Interviews and Verifying References

II. Attracting the right candidates & Responding

to their application

I. Understanding the Business Case and

Preparing the Search

Recruitment & Selection Manual for Hiring Managers

Vacancy Request Form

Job Description & Job Profile Form

Search Approach Guidelines

Search Approach Template

See also Hiring & On-boarding Policies and HR Procedures Toolkit (Hiring & On-boarding Procedures)

Responding to Applications Templates

CV-based Shortlist

Vacancy Update Report

Interview Questionnaire

Interview Template

Interview Shortlist Report

Employment Recommendation

Reference Request Form

End of Negotiations Letters

Pre-Employment Checklists

See also On-boarding & Orientation Toolkit

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