Employees are crucial to your business. For many small businesses, they are the only investment. For this reason it is essential that you recruit the right people. The following steps will help you successfully plan and manage the recruitment process to ensure you recruit people with the right capabilities for your business.
Step 1 - Identify the needs of your business
a) Consider the needs of the business and how the position fits into your business:
b) what needs to be done in the business?
c) is the need short-term or long-term?
d) how will the position help the business now, and in the future?
This will help you determine if you need someone on a full-time, part-time or casual basis.
Step 2 - Define the job
In defining the job you need to:
a) identify the purpose of the position and what it does
b) understand how the job contributes to the business
c) document elements of the job.
Step 3 - Write a job description
A well-prepared job description describes your expectations of the position. It will guide your selection and also help your new employee understand what is expected of them.
The length of a job description varies depending on the nature and complexity of the job.
A good job description identifies the:
a) position title which clearly reflects the nature of the job
b) main purpose of the position in a sentence (or two), that is, what the person does and why, for example, will they review, monitor, co-ordinate, deliver
c) business context, that is, the objectives of the business, strategies, the operating environment, and the role of the position in the business
d) major accountabilities, which are the three to six major areas of work performed by the position and include important activities undertaken from time to time
e) outcomes to be achieved for each of the identified accountabilities
f) key communications with key positions, organisations, or groups, both inside and outside the business
g) decisions made by the position holder, those made in consultation with the employer/manager and those referred to the employer/manager
h) challenging aspects of the job, including short or long-term challenges, such as, client demands, use of technology, heavy workload, or tight deadlines
i) knowledge, skills and experience, which are essential for the effective or competent performance of the job, including formal qualifications, certification, licence or equivalent experience required
j) resources for which the person is responsible, for example, staff and/or budget
k) tasks/duties performed by the position holder.
Step 4 - Determine your selection criteria
Create a profile of the ideal applicant by considering the personal qualities needed to perform the job successfully. This may include personal attributes such as the ability to work under stress, maintain confidentiality, adaptability and flexibility.
Decide which attributes are essential and which are desirable. Essential criteria are skills and attributes essential to the ability to perform the job, for example, trade qualifications, driver's licence, ability to prepare spreadsheets. Desirable criteria are those skills or attributes which make the candidate a more valuable asset to your business.
The essential criteria are used as the focus in your job advertisement.
Step 5 - Write a job advertisement
To ensure that your job advertisement is effective:
a) write in clear language
b) quote a salary or a salary range to help filter out unwanted responses
c) provide information to help potential applicants decide whether the job is suitable for them
d) use the job description to identify required skills, qualifications, experience and desired attributes
e) don't use too many words
f) include special requirements, for example, driver's licence, trade qualification
g) don't exaggerate the job as this will attract applicants who are not suited to the position.
Step 6 - Prepare for the interview
In preparing for an interview you need to:
a) decide if you would like to hold the interview with a second person
b) decide/agree on a date
c) organise a quiet and comfortable room to hold the interview
d) organise a waiting area for applicants to sit comfortably
e) schedule enough time for each interview so that you are not rushed or interrupted
f) contact applicants to be interviewed with details of their interview
g) provide your receptionist with the names of the applicants and interview times
h) prepare the interview questions
i) organise equipment, for example, computer or machinery, if testing is required
review each applicant's résumé or application before their interview
j) make notes during each interview so that you can refer to them later.
Step 7 - Conduct the interview
Some useful interview tips include:
a) ask one question at a time
b) use short sentences and speak clearly
c) use simple and appropriate words to make the questions easy to understand
d) use open-ended questions which allow applicants to express themselves
e) avoid leading questions which imply the correct answer
f) let the applicant do most of the talking and listen carefully to their responses
g) if answers are vague or inconsistent, probe for more specific and accurate information
h) keep the conversation under control and don't let answers become long-winded
i) ask to see any qualifications, certificates, special licences or other essentials required for the position.
Conduct a reference check. Speak to referees to help you verify information given at the interview, or gather more information about the applicant's performance and behaviour at work.
Step 8 - Make your decision
Make your decision based on an assessment of the information gathered against each of the selection criteria.
Create a short list ranking applicants in order of their suitability for the job. This identifies other possible candidates for the job if the selected candidate declines the job offer.
Step 9 - Make the job offer
While an offer of employment may be made verbally, it should be confirmed in writing. This confirms that an employment relationship exists. The successful applicant should accept your offer by signing a copy of the letter of offer and returning it to you before commencing employment.
Step 10 - What should a letter of offer contain?
The successful applicant should be informed of their terms of employment, including:
a) the job title
b) whether they are engaged on a full-time, part-time or casual basis
c) wages or salary and any other benefits
d) employment conditions
e) commencement date and, if the job is for a fixed term, the finishing date
f) if the employee will be employed on probation, and the duration of the probation period
g) job description and duties
h) their working hours, including meal breaks and rest breaks
i) the name and contact details of the person's supervisor
j) training the employee will receive
k) the career path the employee may expect
l) special terms or conditions of employment, such as dress requirements
m) person to contact when reporting to work.
Step 11 - Probationary employment
Employees may be employed on probation.
A probationary period allows you to assess the employee's performance and personality on the job. You must advise them that they will be on probation and the duration of that probationary period before they commence employment. Set out the details of the probation period in the written employment contract or letter of job offer.
Review the employee's performance during and just prior to the end of the probationary period. Discuss any issues with work performance and behaviour with the employee as they arise. This ensures that they are addressed before they become a problem.
Step 12 - Monitor performance and provide feedback
Monitor and assess the new employee's performance during the first few months of their employment. Provide them with feedback about how they're performing against set performance targets. This ensures that you address any performance deficiencies early and facilitate the employee's integration into the workplace.
Regular performance monitoring and feedback ensures that performance is sustained.
