Recruitment management is the process of recruiting, interviewing, and hiring new employees. For small businesses, this sounds simple enough, but recruitment management requires constant monitoring and adjustments. It also requires compliance with employment laws to ensure that your recruitment management process is fair and non-discriminatory.
To help you create your own recruitment management process, we’ve put together this guide. We will discuss briefly what recruitment management is, legal considerations, and the purpose and key functions of a recruitment management system.
Recruitment & Selection Process Overview
When building your recruitment and selection process, certain steps will be key. It should include five major components, which you can then reduce into sub-steps that make sense for your business.
- Job descriptions. You should have job descriptions ready for each role within your company. This makes it easy when you need to make a hire. And anytime you create a new position, it’s important that you, your HR team, or the employee who will be managing the position document the details of the job as concisely and comprehensively as possible. Job descriptions should clearly list the required qualifications for the job.
- Job ads. You’ll need to familiarize yourself with how to transform a job description into a job ad as well as the different sites on which you can post it. It’s best to post a job ad on as many job boards as you can manage to ensure it is seen by the maximum number of candidates.
- Applicant screening. You’ll need to create a resume and application review process to ensure they align with your job qualifications. If you have a hiring team, it’s important to determine who the documents will come to first and how they should filter through applicants before passing them to the manager who will make the final decision.
- Applicant interviews. It’s important to have a solid interview process. You should decide at what point in the process you’ll know it’s time to schedule an interview. Is there a candidate threshold you want to meet before scheduling? Will you schedule applicants for interviews on-demand as you and your team decide the candidate is a good potential employee? Will interviews be in person or on video? You’ll also need to have interview questions ready, so you’re not having to recreate them each time you do an interview.
- Job offers. Decide how you’ll conclude who gets the job offer. If there are multiple people weighing in on the hire, you’ll need a system in place to streamline the consideration of everyone’s opinion. You should also have a job offer template ready and a set process for who delivers the good news, both verbally and via email. It’s also important that someone documents the information for your records.
To learn more about the various components of recruitment management, check out our guide to hiring employees.
Employment laws cover many areas of the recruitment and selection process. It might surprise you to learn that even questions asked during the interview process can bring legal headaches. Knowing the legal obstacles you face gives you the opportunity to avoid them.
Job Description and Posting
You must carefully review the wording you choose for your job description. The US Equal Employment Opportunity Commission (EEOC) makes clear that job postings should not give preference to any candidate based on their race, color, religion, sexual orientation, age, or gender. Discriminating against any candidate for these reasons could result in a negligent hiring lawsuit.
If your company requires candidates to take pre-employment screening tests, you must ensure those screening tests do not:
- Discriminate against a protected minority
- Require unreasonably high standards not relevant to the job
- Invade privacy
For example, if you are looking for a receptionist but require a doctorate for the role, that might be an unreasonably high standard. Most receptionist jobs don’t require a doctorate, so your company might face legal trouble and have to prove that your requirement is not intended to discriminate against any particular candidate or protected class.
Be careful when interviewing candidates, as certain questions could also put you in legal hot water. Interview questions must be non-discriminatory and not invade privacy. So, for example, you cannot ask a prospective employee if they have or plan to have children. You cannot ask if they have an ill family member at home they may need to care for. You cannot ask if they have a disability that would prevent them from doing the job. There are many questions you need to avoid during the interview process. Think about it this way: If it seems like a personal question, don’t ask it.
What Is a Recruitment Management System & When Do You Need One?
A recruitment management system (RMS) is a set of tools used to manage your recruitment management process. Your RMS should include automations that make life easier for you as well as for your applicants. Using a system that streamlines the application process could result in more and higher quality applicants.
You might wonder if an RMS is overkill for a small business. I have found that utilizing a system that effectively saves you time and effort is worth the learning curve and implementation time. However, the type of recruitment system you should use depends on how much hiring you plan to do and how often you plan to do it. A free job board and applicant tracking spreadsheet may be more appropriate for small businesses that are only hiring a couple of employees per year, whereas a complete recruitment software works better for companies that are scaling rapidly.
ATS vs RMS: An applicant tracking system (ATS) is similar to an RMS. The goal of an ATS is to help you track where your candidates are in the hiring process. An RMS covers that in addition to your other recruiting needs. If you are looking for an RMS for your business, read our guide to the best recruitment software providers.
Let’s take a look at how an RMS works in the different components of your recruitment management process.
Posting jobs is tedious. To reach the maximum number of potential candidates, you need to post your open job on at least several of the major job boards. Doing this one by one will take valuable time and probably result in not posting on every job board, which could reduce the number of candidates who see your open job. Unless you work in an industry that utilizes an industry-specific job board, you’re more likely to attract the best candidates if you make your job posting visible in multiple places.
A good recruitment management system will automatically post your open job to numerous job boards at once. It will also allow you to create a company page where you can direct potential candidates to learn more about your company and see all of your open positions. A stellar RMS will compile all of your candidates so you don’t have to bounce between multiple sites.
Even if you do not have a company job application form (here’s a free application form template if you need to create one), there is still certain information you need to collect during the application process. Through your recruitment management system, you can collect relevant information about every job candidate, including:
- Full name
- Complete address
- Phone and email
- Previous employment history
During this stage of the candidate’s application, you can also ask specific questions. Be careful with some questions as asking certain questions about a candidate’s background or criminal history can be illegal, depending on the state in which your company operates or where the candidate lives. Not only can an RMS help you build the application process, it can also alert you if a question you want to ask could be illegal.
When doing recruiting by hand, you would need to review each candidate’s resume individually. You’ll need to match it to the job description and ensure they tick off the boxes you need for this role. This is a manual and time-consuming process.
An RMS does this matching automatically. Your system will screen candidates for you, only notifying you of those that match your open job best. This reduces the time you have to spend screening candidates and ensures that the candidates you do review are of higher quality.
Once your RMS narrows down your candidate pool for you, then you need to review the highest-quality candidates. As you look through their resumes and applications, you may want to schedule interviews with some of them.
Recruitment management system software is capable of scheduling interviews for you. When you want to interview a candidate, you can select several dates and times that work for you and the system will offer those slots to the candidate. When the candidate selects one of those options, your RMS automatically books that time on your calendar, eliminating the back and forth required to set up an interview manually. If you’re interviewing multiple candidates, this is a massive time saver.
A strong recruitment and selection process is key to successful hiring for any small business. Starting with a stellar job description and continuing through the application, interview, and job offer steps, recruitment management will keep your hiring process streamlined and efficient, ensuring you make the right hire.
Having the right recruitment management system speeds up your hiring process and reduces the manual labor you have put in for each new open position. An RMS will also help your company remain legally compliant with confusing and complex employment laws.
ZipRecruiter provides small businesses with an end-to-end recruitment management system. It can post jobs on numerous job boards and set up and manage your entire recruitment process online in one portal, creating a seamless and efficient experience for both you and your applicants. Try it free today.