Hiring Process Workflow

The purpose of this tool is to highlight the roles and responsibilities of those involved in the hiring workflow process.  Click the “+” to expand each section to learn more information about the specific stage in the workflow process.

Workflow Stage 1 | Needs Analysis

Step 1: Identify Need / Workforce Plan

A position is created as in need of a replacement for any number of reasons.

Responsible Party:  Line of Business Hiring Manager, HRBP

Step 2: Review Internal Talent / Succession Plans

An analysis of the internal teams is conducted to determine if any current employees should be approached to take over the position.

Responsible Parties: Line of Business Hiring Manager, HRBP

Step 3: Compliance Review

Legal exposures are investigated such that the opening of the position would not violate any merger/acquisition agreements, reduction in force mandates, special labor contracts, joint ventures, etc.

Responsible Party: HRBP

Step 4: Prepare Job Description

Prepare job description with appropriate tasks and requirements.

Responsible Parties: HRBP, Line of Business Hiring Manager

Step 5: Posting Exceptions

Capture exceptions to standard posting procedures e.g. if the position is to be kept in confidence

Responsible Parties: HRBP

Step 6: Internal Approval Processes

LoB Approvers must approve the requisition by a standardized process. They will likely verify headcount, budget, and banding.

Responsible Parties: HRBP, Line of Business Hiring Manager

Step 7: Intake with Hiring Manager

Conduct an intake session with LoB Hiring Manager to discover nuances and details of the role (if required).

Responsible Parties: Line of Business Hiring Manager, Recruiting

Step 8: Assessment Question Creation

Produce four to seven primary assessment questions and desired responses for evaluation of candidates.

Responsible Parties: Line of Business Hiring Manager

Step 9: Sourcing Plan Design

The designated recruiter will prepare a sourcing and recruiting strategy based on the intake. They will review lessons learned from previous work, prepare justifications for the actions they are going to take, and forecast on expected results from those various sources.

Responsible PartiesRecruiting

Step 10: Job Advertisement / Posting Creation

Review / edit appropriate number of versions for the job posting. Prep posting for internal approval.

Responsible Parties: Recruiting

Step 11: Internal Posting Management

Manage and complete the approval chain for postings internally and externally per governance.

Responsible PartiesRecruiting

Workflow Stage 2 | Sourcing

Step 1: Posting Management

Posts positions in the ATS and standard external posting licenses. The Recruiting teams will be charged with managing postings per approved guidelines.

Responsible PartiesRecruiting

Step 2: Engage Sourcing Strategies (Prescribed)

Clients will execute certain processes that may be in place to assure a non-biased sourcing approach, e.g., standard postings to CareerBuilder or Monster, posting internally, posting to America’s Job Bank for compliance reasons, posting to alumni organizations of universities the business has partnerships with.

Responsible Parties: Recruiting

Step 3: Sourcing Escalation

Recruiting will engage in either its own sourcing strategies or potentially hiring manager suggested strategies. Those strategies should have a natural escalation that can have variable pricing per step. For example, positions that yield 3 or 4 internal candidates immediately that are qualified require less sourcing than those that do not, and as such variable pricing for the sourcing of those reqs would be accepted. Additionally, requisitions that require in depth sourcing, the usage of internal research teams, or the engagement of ad hoc work can have increased cost basis. Recruiting will be responsible for tracking effectiveness of those sourcing avenues for not only viable candidates, but a diverse slate of viable candidates.

Responsible Parties: Line of Business Hiring Manager and Recruiting

Step 4: Engage Secondary Vendors / Agencies

Is it expected that Recruiting may have to engage another firm for assistance, either at the recommendation of LoB HM, or upon their own action. Per governance and with approval, 3rd party agencies and suppliers can be engaged for research and candidate generation.

Responsible Parties: Recruiting and Line of Business Hiring Manager

Step 5: Evaluate Talent Pipelines

Recruiter will look at specialized talent pools in ATS or CRM, and determine if any talent has been previously identified for this type of role and could be a suitable candidate.

Responsible PartiesRecruiting

Step 6: Recruiting Prospects to Apply

Convince identified prospects to apply to open position per normal protocols or technology use.

Responsible Parties: Hiring Manager and Recruiting (as needed)

Workflow Stage 3 | Sourcing

Step 1: Visual Screening

It is expected that a visual screen of all applicant data will be performed by the Recruiter (or other designate) depending on the role and assignment.

Responsible Parties: Recruiter

Step 2: Audio / Phone Screening

Execution of a phone screen to determine qualification, motivation for interest, and affordability of a candidate.

Responsible Parties: HRBP and Hiring Manager

Step 3: Slate Preparation

Preparation of qualified slate for Line of Business Hiring Manager. The slate typically includes job description, resumes, secondary information of candidates, LinkedIn profiles, and key takeaways from audio / phone screening.

Responsible Parties: HRBP and Hiring Manager

Step 4: Candidate Submission

SOW: Presentation and subsequent approval of one or more candidate to LoB hiring manager.

Responsible Parties: Recruiting or HRBP

Workflow Stage 4 | Selection and Assessment

Step 1: Protected Class and Initiative Validation

Validate that diversity, special corporate initiatives, and other HR requirements for the workforce have been met for this particular requisition.  
Responsible Parties: HRBP

Step 2: Select Interview Team

Work with the Hiring Manager to identify the team that will interview the candidate slate 
Responsible PartiesHRBP and Hiring Manager

Step 3: Prep Interview Team

Provide the feedback forms, debrief / notes forms, etc to the interview team in ample time to prepare for the interviews. It is also expected that that not only delivery is managed, but also understanding of those tools. A simple email with “here is your interview packet / how to give feedback” is not enough to insure that adoption is high, and that usage or training is understood.

Responsible Parties: Hiring Manager

Step 4: Question Assignment

Assign and distribute interview questions and relevant competencies to the members of the interview team.

Responsible Parties: Line of Business Hiring Manager

Step 5: Scheduling Interviews

Interviews are set by engaging the candidate and matching to specific times of the day based that managers are consistency available. A logical order for interviews should be executed.

Responsible Parties: Line of Business Hiring Manager, LoB Administrator / Office Manager

Step 6: Conduct Interviews

The Hiring Manager will manage the candidate(s) through the advancement of the interview process (screen to interview to final interviews) and communicate with them during that time to insure understanding and continue to close the candidate on the opportunity.

The Interview Team will conduct behavioral based interviews with the Candidates.  Typically LoB HM acts as the lead and conducts interviews in person, but occasionally interviews will be held via video conferencing.  Panel interviewing will be used sparingly. Secondary interviews may also be conducted as needed.

Responsible Parties: Line of Business Hiring Manager and selected interview team

Step 7: Debrief Sessions (Optional)

Recruiter or HRBP conducts in person or virtual session with interviewers and reviews their notes / feedback live where a discussion is held whether or not a candidate advanced, that decision will be made during the session. More than one candidate can be reviewed during the debrief session.

Responsible Parties: Line of Business Hiring Manager, Interview Team, HRBP

Step 8: Legal Collection of Feedback

It is expected to collect all notes, debriefs, notes written on resumes/applications, etc., and is send them to HRBP by the Hiring Manager. Collect that work in such as fashion that it is OFCCP auditable and EOC compliant. It is typical that a full legal disclosure report can be presented in an executive summary with details within 3 business days when requested and stored in a central location for no less than 7 years.

Responsible Parties: HRBP

Step 9: Disposition Candidates

Properly disposition and record status in the workflow in ATS as well as communicate to candidates when appropriate that they are or are no longer being considered in this process.

Responsible Parties: Hiring Manager and/or Office Manager

Workflow Stage 5 | Closing the Deal

Step 1: Final Candidate Communication

Maintain communication with final and backup candidates. More than 1 party may be involved in managing this step, including the recruiter and the hiring manager, and HR. Special processes may be involved with internal candidates or contingent labor candidates.

Responsible Parties: Hiring Manager

Step 2: Offer Preparation (Optional)

The hiring manger provides offer details via a form or communication as needed.

HRBP prepares a document (deal sheet) with a suggested offer that outlines the offer package, its features, and benefits, and how those features should be positioned directly to the candidate. This tool is to be used as a discussion reference when communicating with the candidate verbally and pre-closing the offer.

Responsible Parties: HRBP

Step 3: Execute Formal Offer

Once an offer is approved, an offer is presented to the (final) candidate in writing from the HRBP. Delivery of a verbal offer can be executed by the Hiring Manager, detailing specifics.

Responsible Parties: HRBP (and hiring manager if verbal)

Step 4: Negotiate and Close Offer with Candidate

Anticipate that two levels of service may be required to execute that offer. One is straightforward and relatively quick (get approval, fill out, deliver, accept) while the other may involve compensation planning, strong negotiations, counteroffers, or secondary offers.

Responsible Parties: Hiring Manager (and HRBP for consult)

Step 5: Perform Pre-Hire Checks

Initiate the 3rd party prehire checks and assure their completion. This includes drug screen, background checks and other suitable pre-hire activities. Reference checks are advisable for exempt positions, and should be completed by the hiring manager directly.

Responsible Parties: Local Office Manager

Step 6: Close Requisition (Close Requisition)

Upon completion and passing of the background check, HR Ops will mark the position as filled in ATS.

Responsible Parties: HRBP