Have you ever wondered what makes the selection process genuinely effective? The answer lies in careful screening, thorough shortlisting, and asking the right questions. These steps—along with ensuring that candidates have a favourable view of your organization from the beginning—turn a good talent acquisition strategy into an exceptional one. A recruiter’s job goes beyond just filling a position; it involves identifying the candidate who best fits the company.
But how exactly do you integrate shortlisting and screening into this process? And what about leading an interview to explore the candidates’ skills, experiences, aspirations, and potential cultural fit? Let’s break down the best practices for each step.
Effective Screening
Screening ensures that the time invested in interviews is spent on the most promising candidates. This step involves a deeper look at an applicant’s qualifications and work history to confirm they meet the job requirements. Effective screening can also reduce the risk of bias and help build a diverse workforce. To screen candidates successfully:
- Begin with a review of the work history and education via their resume or application to confirm that they align with the job’s needs.
- Check for relevant certifications or licenses if the position requires them.
- Include a preliminary phone or video call, often called a “pre-screen”, to assess communication skills and professionalism, and to share more about the role and organization. This shouldn’t be an interview – save that for the shortlisted candidates (the next step).
Screening done right improves the quality of the interview pool. Just as critical in this process is shortlisting, which ensures the best possible matches move forward.
Shortlisting Candidates
Shortlisting occurs after the screening process. This step helps narrow down the pool of applicants to those who are most likely to excel in the role. Shortlisting should produce a succinct list of candidates to interview. To shortlist effectively:
- Employ a consistent rating system to evaluate all applicants fairly.
- Maintain an open mind; diverse experiences and backgrounds can contribute unique value to your team.
- Consider balancing hard skills (specific, teachable abilities) with soft skills like teamwork and communication.
Shortlisting will produce a list of candidates to interview, and it’s helpful to keep that list to a reasonable number, typically 5-8. You can always do a second wave of interviews if none from the first short-list prove to be viable.
Interviewing
Preparation Is Key
Before you start drafting your interview questions, it’s critical to have a solid understanding of why you’re hiring for this position. Know the job requirements and what the hiring manager is seeking. Reflect on the company’s goals and the workplace environment as well. This will fuel how you structure your questions and direct what type of information you are trying to get out of the interviews.
Start with Open Questions
Kick off the interview by asking open-ended questions. This approach allows the candidate to lead the conversation, offering detailed responses instead of “yes” or “no.” For instance, instead of inquiring if they’ve worked in design, ask them to describe their creative process for a project they’re proud of. This type of questioning reveals their work style, motivations, and how they tackle their projects.
Explore Behaviour with Specific Questions
Behavioural questions are an effective way to understand a candidate’s potential actions in various situations. Structuring your questions around the STAR method (Situation, Task, Action, Result) helps candidates articulate how they’ve navigated work challenges in the past and the outcomes of their actions.
Dig Deeper with Follow-Ups
If an answer feels vague, don’t hesitate to ask follow-up questions. This can help you gain more detailed examples of the candidate’s experience and show your genuine interest. Remember, candidates are there to discuss their stories and strengths but might need encouragement to elaborate on their points; many people are not used to the stress of an interview.
The Significance of Culture Fit
A candidate’s fit with your company culture is vital for long-term retention. Employees may avoid staying in environments that clash with their values and working style. Inquiring about a candidate’s values, preferred work style, and communication methods helps assess whether they match your organizational culture.
Ask Questions Responsibly
Always focus your questions on the position rather than the individual. While some personal questions can serve as icebreakers, it’s crucial to stay clear of inquiries that probe too deeply into personal matters. Respect the candidate’s privacy and ensure your questions comply with applicable provincial regulations, or federal for those regulated federally. Here is an example of Ontario’s grounds of discrimination via the Ontario Human Rights Commission.
Embrace Feedback Collectively
Remember, interviewers can always improve their techniques. Reflect on whether you obtained the necessary information, if the candidate could share comfortably, and if you presented the organization positively. After interviews, seeking feedback from candidates and hiring managers can guide your approach in future sessions.
Be Prepared
Plan the structure of your interviews, and feel free to share that structure with the candidate at the beginning of the interview. It can help create a smooth flow to have the hiring manager supported by a recruiter as the recruiter can take care of executing the interview, enabling the hiring manager to focus on the conversation instead of worrying about taking notes.
Don’t Forget the Candidate Journey
The candidates’ brief interaction with your company during the hiring process can significantly influence their views and your organization’s reputation. Understanding the candidate’s journey through your talent acquisition strategies is essential.
Statistics show that negative application experiences can deter applicants from becoming customers. Think about a time you ate at a restaurant, and the great food and service prompted you to tell your friends about it. Similarly, if you treat job applicants with respect and make them feel valued, they’ll have a good memory of the experience, even if they don’t get the job. This can spark future partnerships or encourage referrals.
Set the stage for success by creating a welcoming first impression. Craft your interview questions carefully and make every candidate feel comfortable and respected from the beginning. This approach encourages genuine interactions and builds a foundation for positive relationships, regardless of the outcome.
Conclusion
Remember, screening, shortlisting and interviewing are just a portion of a comprehensive talent acquisition program. Zack Fleming, our Director of Managed Recruitment, emphasizes that “talent acquisition is an ongoing process that demands continuous reflection, refinement and improvement.” For small businesses, this task can appear overwhelming. We hope this article and the larger guide it is a part of can help break your recruitment into simpler steps.
Interested in our Managed Recruitment Solution for your business? Head to our Managed Recruitment page to get the support you need for your SME.
