Template — Hiring process
Hiring process step-by-step guide
This template structures a simple workflow for hiring a new member onto your team. We created it with the aim of providing structure to the entire hiring lifecycle, all the way from identifying the need to making an offer. Having a formal plan means that everyone in the organization is clear on what the remote hiring process steps that consistently need to be covered are. Transparency and alignment are key.
You can use this template every time you need to make the case for hiring a new team member. At Qatalog, we have all the steps of this template incorporated into a Workflow. This forms our North Star for HR and the the wider hiring team involved.
This template is for anyone in the organization who wants to make a new hire, but it is especially useful for HR managers or team leads to organize, structure and track their internal hiring processes. You can customize this process based on your company needs.
→ Looking to download a template? See hiring process workflow template here.
Hiring workflow step by step
Step 1—Planning the role
- Identify the need for a new position. You can take a look at your company Org Chart to discover reporting lines and further relationships between roles to identify what gap it is that needs filled.
- Write a job description for the new role - At Qatalog we have a separate Project for each new hire, the very fist document that goes in is a Post detailing the job description.
- Edit for unconscious bias. Use textio for gender decoding
- Open a job request with your HR team - We also use Qatalog's Workflows to streamline requests to HR. This way the key questions detailed in the next step land in the right inboxes.
- Get job description approval from key stakeholders
- Select team members for the hiring committee
- Determine salary range
- Get salary range approval
Step 2—Sourcing candidates
- Post job description to begin sourcing candidates
- Use an Application Tracking System to post on multiple job boards
- Announce the job posting to the company. Ask and encourage referrals. We can share company-wide updates at Qatalog through Posts and Threads. This way discussions aren't logged at the user level and we can ensure visibility throughout the org or within separate teams.
- Encourage internal candidates to apply if applicable
- Screen resumes and cover letters
- Share top 3-5 resumes to the hiring lead for review (this can be managed through your ATS)
- Select candidates from the talent pool to advance to the interview process
Step 3—Video screenings
- Schedule and conduct video call screenings with top candidates
- Leave feedback on candidate profiles in your ATS (or take notes elsewhere, such as in Qatalog Posts, which can be set to private.) At this stage, focus on job fit vs. culture fit. If any, consider cultural addition.
- If not a good fit, send declination email
- Send candidates who should move forward to hiring lead for review
Step 4—Take home assignment
- Design technical, take home assignments and send it via email to candidates if applicable. This routine step can be easily automated via Qatalog's external Workflows. Just assign the Workflow to the candidates email address. They will then receive a secure link to the Workflow, where they can work through the questions and submit the assignment.
- Review performance assessments and debrief with hiring lead
- If not a good fit based on technical test, send declination email
Step 5—Interview prep
- Plan interviews with hiring committee: each should interview probe for specific skills
- Agree preemptively with your hiring lead on: What capabilities/skills is a must-have? Who is interviewing for what? (e.g. culture fit, technical skills, operational skills)
- Prepare interview questions
- Set interview schedule: who, what, where, when?
- Schedule interview with candidates and interviewers
- Double check that all interviewers are prepared for interview day and have their schedules blocked off for their interview timeframe
Step 6—Interview day
- Greet candidate
- If the interview is on-site:
- Tour office and introduce candidates to the team, make them feel welcome
- Offer water/beverage, use of facilities
- Conduct interviews
- Wrap up interview day
- Walk candidate out
- Let them know when they can expect to hear back from you or if there are any further steps
Step 7—Post-interview follow up
- Hiring team document feedback privately to avoid group bias
- Meet with interview team if necessary to make a decision
- Select top candidate
- Keep second tier candidates warm until you have a decision from your top candidate
- Email candidates to decline the ones to whom you are not extending an offer
- Be sure to ask them for feedback on their hiring experience
Step 8—Offer stage
- Send candidate informal welcome email or give them a phone call to let them know an offer is coming
- Request references and complete reference and background checks (criminal, fact checks resumes and others areas of the application) - Qatalog also enables you to automate routine processes such as reference requests with externally shared Workflows.
- Develop offer package—get approval from hiring lead and leadership if needed
- Send formal offer letter to candidate via email. Automatically sending out emails can also be added as a step in a Qatalog Workflow.
- If candidate rejects the offer, refer back to other warm candidates or continue sourcing
- If candidate accepts offer, notify the hiring manager and welcome the candidate
- Encourage hiring team to send emails to welcome candidate. Onboarding Workflows can also be sent out from Qatalog should there be any preliminary tasks that your new hire will need to undertake before their official start date.
This template was inspired by the Almanac Team.