The way to Run an Effective Vetting Process for Applicants in 2022

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Envision you’re a hiring manager and put up an ad for a part. After a lengthy process, you hire someone you think is a great match.

Except, truth sets in a few weeks afterwards when you realize they were a bad hire and you have the start all over again. A robust vetting process would help you avoid this costly mistake.

However , it’s not enough to come up with a process, you really sure it’s inclusive, fair, and efficient. Let’s show you exactly how.

→ Click here to download our free guide to hiring and training a team of all-stars [Free Ebook].

Hiring the wrong employee can cost companies hundreds of thousands of bucks. Back in 2016, The particular U. S. Department of Labor approximated this cost had been close to 30% of the former employee’s first-year earnings.

Nowadays, that figure might be even higher.

Undoubtedly, recruiting and hiring candidates is definitely an expensive and time-consuming process. This is along with figuring out which applicants are most qualified to succeed at the company for the long haul.

A vetting process should include a few vital elements. Let’s cover how to run a highly effective vetting process that’s efficient and free from bias as possible.

How long does the vetting process consider?

The vetting process can take anywhere from a few days to a few weeks depending on what your process looks like, the particular seniority level for that role, and the industry.

For instance, a task at the Federal Bureau of Investigation probably has a much longer vetting process than one particular at a SaaS corporation. The FBI likely conducts in-depth background checks beyond a candidate’s criminal background whereas the SaaS company may focus the bulk of its vetting process upon technical proficiency.

Over time, your company will start compiling data on how long the process takes based on the factors mentioned previously and build the strategy based on that.

1 ) Write an accurate job description.

Your vetting process is likely to be easier start-to-finish invest the the time to write a precise and compelling job description.

I spoke to Claire McCarthy, team lead in sales recruiting, who told me the job description can help both you and the candidate ensure a mutually beneficial fit from the start.

“We have pretty comprehensive job descriptions and we want candidates to take the time to read them and ensure the role is a good match for their background and skillset, as well as their long-term goals, ” she said.

McCarthy adds that it’s valuable to focus on attributes when creating your job description.

“For instance, for a sales role, we might list ‘customer-first mentality’ as a requirement, ” she said.

In addition , craft your description to attract a wide pool of diverse applicants, since diverse teams perform better, and come up with more innovative ideas.

This is important because a Hewlett Packard internal report found that women historically will not apply for a job unless they meet all of the qualifications, while most men will apply when they meet only 60% of them.

But it doesn’t only affect candidates from a gender perspective. Racism, ableism, and ageism also can impact the hiring process – and it all starts together with your job description.

To do so, you can count on tools like Textio, which help you identify and remove implicit and explicit biased language from your job description.

The target is to use inclusive language that welcomes and attracts a diverse range of talent.

Take a look at the marketing job descriptions you ought to recruit and hire to have an all-star team.

2 . Leverage software to review candidates’ application materials.

A vetting process should allow you to filter candidates who do not have the skills necessary to achieve the role. To get this done, start by vetting the applicant’s resume, resume cover letter, and other application materials they’ve submitted for review.

In addition , a vetting process can support your diversity and inclusion initiative by ensuring your HR team remains fair and unbiased when evaluating potential candidates.

For instance, you might implement a blind search system in which resumes are scanned by software, such as Greenhouse.

By ensuring your resumes are automatically sorted predicated on skill, you’re circumventing some of the unintentional biases that might lead your HR employees to make unfair judgments.

3. Use video interviews prior to phone calls.

There are certain questions you can ask to decipher whether or not an applicant has the correct skills for the role.

You don’t want your recruiters spending valuable time on calls when you can just as easily collect that information another way.

At HubSpot, our hiring process includes video interviews, in which candidates must answer a series of questions and submit their recorded responses. The caveat here is that they must answer each question within a minute and so they won’t know what the questions are in advance.

“We try this for high volume roles, and utilize the video interview as a qualifier for whether or not the candidate moves forward with a phone interview, ” said McCarthy.

Consider using video interviews to limit the total amount of phone calls your HR team needs to make each day.

4. Evaluate candidates’ qualifications using additional assessment tools.

To evaluate whether your candidate will succeed in the role, consider offering initial assessments.

As a HubSpot writer, I was asked to write a blog post from scratch using one of HubSpot’s prompt topics before being invited for an interview. This makes sense – why waste your time, and your candidate’s time, when they don’t have the skills you’re looking for?

From the candidate’s perspective, it allows them to obtain a taste of what the role requires and show off why they’re right because of it.

You might consider offering role plays for customer-facing positions, case studies for functional roles, or coding assessments for engineering positions.

5. Trust the method.

The point of experiencing a process is to ensure consistency and promote fairness.

What this means is across all tools and software you employ just as much as the steps you follow.

Ultimately, a vetting process is only effective if it’s consistent and replicable.

“A vetting process is all about establishing a process at the start and sticking to it, ” said McCarthy. “Additionally, it’s important to make use of a vetting process to operationalize how we review candidates and decide which ones are most qualified to move forward to next steps. ”

Using these five tactics will mitigate the full time and money your HR team spends on recruitment in 2022 while ensuring you hire the best applicants – a win all around.

Editor’s Note: This post was originally published in January 2019 and has been updated for comprehensiveness.  

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