A hiring process or a recruitment process is the steps involved in selecting new employees.
Companies always hire new employees to fill up vacant positions. To successfully get the right candidates for a job, these companies need to properly draft a recruitment plan.
This recruitment plan is designed as a hiring process flowchart.
The hiring process flowchart is a visual diagram that shows what steps the company will use in acquiring new talents.
In this article, we’ll be discussing what hiring process flowchart means, the benefits of a hiring process flowchart, and how you can create it.
What Is A Hiring Process Flowchart?
A hiring process flowchart is a visual representation of the various recruitment steps and how they connect.
This hiring process flowchart is great for visually communicating your recruitment plan solidly and memorably to your hiring team. This hiring process flowchart gives structure and organization to the recruitment process.
It makes the hiring team know where to stay from and how to go about the recruitment process. The recruitment process flowchart will also enable the organization or company to know how much they’ll spend on hiring new candidates.
What Are The Benefits Of The Hiring Process Flowchart?
One important benefit of a hiring process flowchart is that it makes it very easy to understand the steps involved in recruiting new candidates.
Most people easily understand information represented in diagrams, pictures, or any other visually appealing content. Using a hiring process flowchart will keep things easy and organized.
At a point in the recruitment process, you or your hiring team might get overwhelmed with the entire hiring process. You might even miss some vital steps, but with the hiring process flowchart, you’ll be able to get back on track.
The hiring process flowchart also helps you keep track of the amount of money you’ve spent on the recruitment process.
What Are The Steps Involved In The Hiring Process?
It is important to understand the steps involved in the hiring process. This would help you visualize and create a more organized hiring process flowchart.
The hiring process starts when a company identifies the need to fill a vacancy and ends when they find the right candidate for the job.
The steps involved in the hiring process differ depending on the company and the position.
However, the most common steps involved in the hiring process include:
1. Planning and Organizing
Here, you or your hiring team will have to approve the various job vacancies available in your company before posting a job advertisement.
You should answer questions like why does the company need new employees? What vacancies are open? Did the workload at the company increase? Etc.
These questions will allow you to know what type of candidates you need, the skills they should possess, and so on.
You and the hiring team will also have to do a cost evaluation and prepare a hiring budget. You’ll also have to draft the job description and get your team ready.
2. Drafting a Job Description
After identifying the skills, experience, and field you need to fill. You need to outline the job responsibilities, roles, and duties.
A detailed job description will give you an idea of what to look out for in a potential employee.
It also helps the candidates know if they are suitable and qualified for that role before applying.
The job description should include things like the job title, location, responsibilities, qualifications, skills, salary, and benefits.
Further reading: How To Write A Good Job Description
3. Attracting Candidates
This step involves any initiative you and your hiring team will take to find the most suitable candidates for the job vacancies. You can decide if you’ll get qualified candidates from within or outside the company,
It could include providing a form online for job advertisement, referrals, candidates sourcing, etc.
4. Selecting Candidates
This is the most crucial stage in the hiring process. You and your hiring team can use actions like putting out forms for job applications, application reviews, assessment tests, interviews, and screening to get the best candidates.
If you want to select the best candidates, you can start by reviewing the job applications and removing the least qualified candidates.
5. Aptitude Test
Most companies use assessment tests to further remove unqualified candidates. There are various types of aptitude tests. Selecting the right aptitude test depends on what skills you’re looking for.
For instance, some companies in the financial sector use test like numerical reasoning, verbal reasoning, critical reasoning, and abstract reasoning to test candidates for various positions.
After selecting your preferred candidates or choosing candidates who passed the aptitude test, the next step is the interview.
The interview brings you in contact with your potential employees. You can either hold an online or physical interview. This is the stage where you leave a lasting good impression on your potential employees.
This stage shouldn’t last more than 1-5 minutes for each candidate. Here, the candidates will have to also impress you more with their skills and achievements.
7. Job Offer
If the hiring process was successful, you’ll then send out job offer emails to your desired candidates, who will then accept it.
Sometimes, depending on the job contract, a candidate can decide to accept or reject a job employment offer.
8. Onboarding the new employees
After successfully selecting the best candidates for your company, the next step is to welcome them fully into the company. Onboarding a new employee involves not only showing them around the office and introducing them to older employees.
You’ll also have to help them understand what their role entails. You need to provide the resources they need to perform the job. Some companies organize training programs to fully integrate the new employees into the company.
The training program usually lasts for some weeks or a few months. Sometimes, big companies or organizations do not have the time to directly recruit candidates themselves.
In such cases, you’ll have to outsource the hiring process to a reliable human resources company.
When you recruit human resources companies to employ the best candidates for your company, they’ll have to come up with a recruitment plan that suits your company.
Most recruitment companies use these basic steps to recruit candidates for their clients.
• Receive job order and structure from the client
• Look for potential candidates through sources like job boards sites, recruiting software databases, or social media.
• Start the screening process
• Screen potential candidates and pass them over to clients
• Handle the interview process
• Carry out a background and reference check
• Choose the best candidates and draft job employment offers
• Send out job offers
• Employ the candidates and place them in the right roles.
• Start the onboarding process
What Does A Hiring Process Flowchart Look Like?
A hiring process flowchart could either be a vertical or horizontal diagram representing the steps involved in the recruitment plan.
It could be horizontal or vertical, it could start from left to the right, or from top to bottom, whichever one you prefer.
You can use symbols to represent the steps in the hiring process. When you conclude a step, you can move on to the next one in the flowchart.
You can use various symbols to represent a step in your hiring process.
However, while using many symbols, ensure that you and your hiring team understand the diagram you have crafted.
Some basic symbols you can use to represent steps in your hiring process flowchart include:
They lead from one step to the next. Arrows make it easy for you to understand the next step in the recruitment process.
Oval shows the beginning of a hiring process and where it ends.
Rectangles are used to represent the various steps in the hiring process.
You can check out some samples of a hiring process flowchart here. It will help you or serve as a guide for your next recruitment process.
How Do I Create My Own Hiring Process Flowchart?
When creating a hiring process flowchart, some people use their computers while others sketch out their ideas using pen and paper.
You can use any of them. When you’re creating a customized hiring process flowchart, it is better to come up with a design that everyone will easily understand.
You can use any symbol you like to represent your recruitment steps. All that matters is that you understand it.
A hiring process flowchart is something you can always refer back to whenever you want to recruit potential employees.
Your hiring process flowchart could get more complex as the number of actions and decisions you take increases.
Who Should Be Involved In The Hiring Process?
The hiring process involves the hiring manager. They usually start the recruitment process.
The hiring manager makes most of the decisions. Other stakeholders involved in the hiring process include:
• Talent Acquisition Team
If you want your hiring process to be more efficient and faster, you’ll have to work with recruiting coordinators.
This team of experts helps in coordinating most of the recruitment process.
This will enable the hiring manager to dedicate more time to communicate with the candidates in the interview.
• Hiring Team Members
As a hiring manager you might get overwhelmed with the recruitment process, a hiring team will help reduce the workload.
Your hiring team members might be involved in some stages of the recruitment process. For instance, they can make up the panel for the interview process.
Part of their duty is reviewing and approving job vacancies, as well as checking and confirming job employment offers with new employees.
They can also help in evaluating candidates to know if they got perfectly with the company’s culture.
• External Recruitment Firms
Sometimes the recruitment process might be overwhelming for the hiring manager.
You can outsource some of the stages to external recruitment firms. Some companies use recruitment firms for stages like an aptitude test.
The external recruitment firms can also take charge of the interview process if you’re hiring many candidates.
Recruiters help in reviewing and posting job advertisements, source for candidates, handling administrative tasks, and more.
• Senior Management
The senior management could come in during the final interview. They’ll help select the best candidates or spot an issue that eluded the hiring team.
As the hiring manager, you’ll be responsible for every step directly related to the various positions.
You’ll be in charge of reviewing every job application, conducting the major interview, and also preparing and reviewing tasks. Most times you’ll have to give out tasks to candidates, this will help you in assessing their skills and knowledge for the role.
You’re also in charge of managing and overseeing the entire recruitment process. You’ll have to set the job requirements, evaluate the candidates, and make the final decisions on hiring the best candidates.
Further reading: Top 20 Management Skills Every Employer Should Have
1. What is a hiring process flowchart?
A hiring process flowchart is a visual diagram that represents the various steps involved in the recruitment or hiring process.
2. What are the steps involved in the hiring process?
The basic steps involved in the recruitment or hiring process include planning, drafting a job description, selecting the right candidates, and the job offer.
3. How much does it cost to recruit new employees?
The Society for Human Resource Management found that it cost an average of $4,129 to recruit an employee in the USA.
While the National Association of Colleges and Employers found that it cost an average of $7,645 to hire a new employee.
4. What can I use to draft a hiring process flowchart?
You can either use your computer or a pen and paper to draft a hiring process flowchart.
5. Who are the key players in the hiring process?
The key players in a hiring process include the hiring manager and his or her team.
The hiring manager can also decide to add other stakeholders if the job is too much to handle alone.
No company can do without a hiring process flowchart. If you want to have a structured and organized recruitment process without missing any vital steps then you’ll need a hiring process flowchart.
A hiring process flowchart simply helps you achieve a successful recruitment process without getting overwhelmed along the way.
It will serve as a guide you can fall back on when you omit a step. Creating your customized hiring process flowchart means you can use it as much as you want.
If you’re confused about how to go about your hiring process, this article will direct you on how to properly create your recruitment flowchart.
- Resources.workable.com – Hiring Process FAQs: A guide to structured recruitment.
- Topechelon.com – How to Make a Recruitment Process Flowchart?
- Creately.com – 7- Step Recruitment Process to Improve Your Candidate Conversion Rate and Candidate Experience.
- Sesamehr.com– How Much Does it Cost to Recruit a New Employee?