Template — Hiring process
Intro to hiring process
This template structures a simple workflow for hiring a new member of the team. Goal is to structure the whole hiring lifecycle and set clear expectations for everyone in the organization on the remote hiring process, in order to provide transparency and alignment.
You can use this template every time you need to make a case to hire a new team member and a guide to follow the process in a consistent, scalable manner, together with a wider hiring team.
This template is for anyone in the organization who needs to make a new hiew, but it can be used especially by HR managers or team leads to organize and structure and personalize their internal hiring processes.
Get started by following the steps. You can customize this process based on your company.
Step 1—Planning the role
- Identify the need for a new position
- Write a job description for the new role
- Edit for unconscious bias. Use textio for gender decoding
- Open a job request with your HR team
- 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—more details here
- Announce the job posting to the company—asking/encouraging for referrals
- 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)
- 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
- 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:
- 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
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 candidates 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 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) (can use Checkr)
- Develop offer package—get approval from hiring lead and leadership if needed
- Send formal offer letter to candidate via email
- If candidate rejects offer, refer back to other warm candidates or continue sourcing
- If candidate accepts offer, notify hiring manager and welcome candidate
- Encourage hiring team to send emails to welcome candidate
This template was inspired by the Almanac Team.
If you want more templates to share and track your work, request early access to Qatalog here.
At Qatalog, Matteo looks after Growth Ops and Product Marketing. No day is the same for Matteo — you can find him interviewing customers, writing down product messaging, or setting up various customer acquisition and lifecycle channels. When not at work, Matteo enjoys reading psychology books, practicing meditation, or planning his next year-long trip to Asia.