Effective Hiring Process: What You Need To Do?

Volodymyr Bilyk
21 October 2020

Organizing an effective hiring process is one of the primary business goals for a company of any size. It guarantees stable productivity, ensures planned business development, and provides with steady talent supply.

However, it is easier said than done. There are numerous factors at play, and it is crucial to understand which factors are the most impactful.

In this article, we will look at the integral components that make a cost-effective recruitment process.

Four critical elements of an effective hiring process

Effective Hiring Process

1 Clearly defined hiring needs and priorities

How to define hiring needs?

The company’s business goals define hiring needs. In a nutshell, they reflect the means of reaching goals.

Thus, understanding what the company hiring needs and establishing tangible goals are the first steps towards reaching a cost-effective recruitment workflow. 

That seems obvious, right? Here’s why this may be an issue:

  • Hiring needs often exceed the capacity of the recruitment workflow. 
    • Recruiters simply can’t keep up. As a result, they cut corners and look for workarounds to maintain the pace. This aspect is detrimental to the quality of hires.
  • There is a generalized vision of what kind of specialists the company needs. 
    • As a result, the requirements are too broad, the selection of the candidates is too wide, and the proceedings take too much time to be cost-efficient.
  • The opposite situation is when the requirements and the selection process is so strict that there are not enough fitting candidates. 
    • Eventually, the company starts to suffer from productivity losses, personnel burnout (due to workload imbalance), and monetary losses.
  • The urgency of the hire is also a significant factor. Sometimes internal recruiters don’t have enough market insight to find relevant candidates in tight deadlines.

How to define hiring needs?

  • Business goals define the point of the hiring need:
    • On the one hand, there is a workflow and its goals.
    • On the other hand, there are requirements that enable reaching said goals.
    • That’s where hiring needs emerge.  
  • The needs help to determine tasks.
  • Tasks describe the required skills and expertise.

Then there are priorities. Overall, it all boils down to the following:

  • The urgency of the position – i.e., how much lack of such specialist affects the workflow or how it will improve/expand it?
  • Non-negotiable aspects are an absolute must that the candidate must have in terms of skills, experience, expertise, certifications, culture fit, etc.
    • For example, a knowledge of a particular tech stack or domainж
  • Optional aspects – aspects that would be an advantage but aren’t critical to handling day-to-day duties.
    • For example, understanding of the related processes and workflows for better cooperation.
    • Usually, an employee’s development plan implements such aspects.

2 Reasonable deadlines and expectations

How to get the deadlines right?

Deadlines are probably the most problematic aspect of the recruitment operation, which often turns an effective hiring process into an inefficient one. 

  • The thing is – keeping up with the deadlines directly affects the rest of the business workflow. 
    • If the hiring for the position takes too much time or no candidates are starting any time soon – that means setbacks, productivity, and monetary losses. 
  • However, there are external circumstances that make the recruiter’s job harder. 
    • Here’s an example. Niche candidates recruitment. There are not many potential candidates available on the market. Most of them are already employed and don’t plan on switching jobs any time soon. The rest of the candidates require more in-depth processing to determine those who fit the requirements the most.
    • The result: hiring takes longer than expected.
    • Then there is the “failed hires” factor. For one reason or another, something didn’t work out between the company and the new hire. Thus, recruiters need to start all over again.
  • In addition to that, a pressing timeline leads to workflow’s quality taking a hit. 
    • There is not enough time to process candidates thoroughly and weigh the pros and cons. Thus, there is a chance of getting the wrong impression and making the wrong hire.
    • To keep the workflow intact, recruiters often take shortcuts by filling in the gaps without proper investigation. Enter unconscious bias and missing out on great candidates because of baseless assumptions.

How to make sense of deadlines and expectations?

There are several ways of how the company can make deadlines less intimidating and make a step towards a more effective hiring process.

  • Talent planning is the recruitment approach that predicts hiring needs based on emerging business development patterns and growth. In other words, it buys recruiters enough time to elicit requirements and source candidates before closing the position becomes an urgent issue. Though, no one is safe from extreme cases of suddenly appearing vacancies.  
  • A clear definition of the workflow structure for each stage eases getting things done on time. 
  • Workflow retrospectives help with defining actual timeframes for finishing tasks and accomplishing goals. As a result, it is much easier to set realistic expectations regarding the hiring process’s timeline. 
  • Recruitment collaboration with third-party experts is another option for managing to make more in tight deadlines. In this case, several recruitment agencies can handle different positions and use their resources to power up the talent supply.

3 Timely, Transparent and Structured Communication

How to reach transparen communication?

Keeping everybody on the same page is critical in turning any process into a practical, well-oiled machine that withstands scaling and intense workload. Especially if your goal is to maintain an effective hiring process.

  • If the communication is clear and the proceedings are properly documented – the work will go according to the plan, and if an issue emerges – it gets solved promptly.
  • However, keeping transparent communication and maintaining the clarity of its structure is “easy to say and hard to do”. 

Here’s why:

  • The reality is that there is an assumption that everybody is on the same page because everybody wants to think that they are on the same page. 
  • Simultaneously, the actual proceedings paint a different picture: a jumble of scattershot messages on various platforms, missed replies, ignored follow-ups, miscommunications, misinterpretations, and so on. 
  • The situation gets even more c0mplex with the pandemic and the transition to remote work and asynchronous communication. 

How to keep communication structured and transparent?

One of the most common problems teams face when interacting with each other is that it is hard to follow what is going on.

  • One solution is to have regular status updates to keep everybody on the page. However, that might not be enough.
  • Thus, it is a good idea to implement a system of reports to keep track of progress and other developments. It doesn’t need to be a 10-page document – just an outline of progress – what’s done, what’s not and why, some stats, next steps, etc.

The implementation of topic threads dramatically boosts information availability and transparency in asynchronous communication.

  • The reason for that is simple. It is easier to navigate and saves a lot of time 
  • No term disparity

4 Collaborating with recruitment agencies

Why collaborating with recruiting agencies makes an effective hiring process?

In this day and age, the companies need to maintain their competitive advantage to succeed and grow. Collaboration is one of the key aspects of that process. In terms of an effective hiring process, the company needs to use the necessary means to ensure the quality of hire and a steady supply of talent to guarantee current productivity and enable future growth and scaling. 

  • Thus, collaboration with the recruiting agency is a reasonable option to power up the recruitment process.

Here’s why:

  • Recruiting agencies to have diverse talent pools with candidates of different profiles and domains. 
    • The company can leverage these aspects and make the most out of this opportunity.
  • On the other hand, recruiting agencies have in-depth labor market insight and a better understanding of the candidates’ needs. 
    • This aspect is hugely beneficial as it can help adjust the employee value proposition and optimize the position’s offering to be more attractive to the potential candidates.


Getting the hiring process right is an undertaking, but the upside is immense. Just think about it. When everything is working like clockwork – steady talent pipeline, clear communication, solid workflows – you don’t need to get nervous regarding not having enough workforce to handle the workload.

If you need help with making the effective hiring process – our consultants can help you.