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Recruiting

How to Create a Hiring Process Flowchart

Find actionable steps and downloadable templates to help create a hiring process flowchart customized to your business needs.

Content

The backbone of every successful recruitment strategy lies in the effectiveness of the hiring process. With a detailed process, you can minimize wasted effort and resources associated with reaching your ideal candidates. This is what makes a hiring process flowchart important. 

A hiring process flowchart makes recruiting less tedious since 77% of employees across the globe report difficulty in finding skilled talent compared to 35% a decade ago. When your company highlights the necessary stages in the recruiting process with details showing the priorities, it helps streamline efforts. 

A lengthy recruitment process remains a major challenge for organizations, and this is one aspect that a hiring process flowchart proves helpful.

Here, you will understand what a hiring process flowchart is, the benefits of having one, and how to use it to boost the efficiency of your recruitment team. 

What is a hiring process flowchart, and why is it important? 

A hiring process flowchart visually represents the steps your company adopts to reach talent. This makes it easy for you and your team members to remain on the same page since you can understand a recruitment flowchart at a single glance. 

Source

With a flowchart, you can know the next steps and gain a holistic overview of the hiring cycle to make necessary adjustments. It is one of the ways to keep your hiring efforts moving quickly since every hiring team member is informed about what to do.

Some hiring process flowcharts can be drafted by hand or with tools such as Word or Canva to summarize the entire process. Here are some of the key benefits of using a hiring process flowchart: 

  • Clarity on the process: With a detailed hiring process flowchart, you can avoid lengthy conversations and create a more engaging visual for clarity. 
  • Maintain consistency: It allows you to build a consistent structure for hiring across your organization to avoid missing crucial steps. This way, every team member remains updated about what needs to be done. 
  • Reduce costs: Since a hiring process flowchart helps you define the right steps, you can reduce costs spent on unnecessary aspects. 
  • Legal compliance: Different countries, industries, and states have propounded laws to guide the recruitment practices of an organization. With a flowchart, you can identify the policies already in place and implement them to get the best results. 

How to create a hiring process flowchart: A step-by-step guide  

The structure of a hiring process flowchart differs for each organization based on their specific needs. However, we’ve identified some crucial steps that you can adopt. 

  1. Identify hiring needs and draft the job description

When drafting a hiring process flowchart, you must identify areas within your organization that need attention. What specific roles or skills does the general workforce need to improve the overall output of the business? 

Afterward, you can reach out to those in the department to identify the responsibilities of the candidate who fills the role. This allows you to gain an overview of their daily activities, the qualifications required for the job, and the kind of experience you should look out for. 

Based on this knowledge, you can draft the job description and differentiate core skills from the ones that are nice to have. Using Kula’s free AI job description generator can help you speed up this process and customize the requirements based on the specific job. 

  1. Source suitable candidates (actively and passively)

Since top candidates only remain available 10 days before they get hired, you need to adopt proactive measures to source for ideal candidates before your competitors find them. This is why you must consider multiple channels to attract your ideal fit for the vacant roles. 

Take advantage of channels such as: 

  • Social media platforms, especially LinkedIn 
  • Job boards like Indeed, Glassdoor Craigslist, etc 
  • Employee referral programs 
  • Job advertisements 
  • Campus recruitment events 
  • Job fairs 

Kula ATS helps you to measure the effectiveness of your sourcing efforts across numerous platforms. Also, this recruitment tool provides advanced search features to aid candidate discovery. With its integration with LinkedIn Recruiter System Connect (RSC), you link all activities on the professional platform to unify efforts. 

  1. Screen and access candidates

The screening stage is key in the recruitment process because it helps you measure candidates against the predetermined criteria. This way, you can avoid wasting time on candidates without the right skills, attitude, and experience for the job 

Here are some interesting ways to go about screening your candidates: 

  • Review resumes to identify employment gaps and candidate’s attention to detail. With Kula ATS, you can use the automatic resume parsing feature to speed up this process. 
  • Check the social media profiles of candidates to ensure your candidates fit into your company’s values. You can use Kula ATS to export LinkedIn profiles in a single click to ease the screening stage. 
  • Use an applicant tracking system like Kula ATS to score the ideal candidates to ensure candidate quality. 
  1. Conduct detailed interviews 

Suzie Price, Managing Principal and CEO of Priceless Professional Development asserts that “Faulty hiring is the silent killer of corporate profitability.” She expands to identify assumptions, excessive focus on background, and eliciting rehearsed answers from candidates as challenges in the interview process. 

When interviewing a candidate, you must ensure that the questions and requirements are structured to give everyone equal opportunity. 

Use these techniques to boost the effectiveness of your interviews: 

  • Draft interview questions beforehand while considering your recruiting goals. Make sure to categorize each question based on the skills and behavior needed. 
  • Choose an ideal format for the interview and use Kula ATS to check the availability of interviewers. 
  • Respect the candidate’s time and create a good impression of your company through your introduction.
  • Use AI interview note-taker by Kula to transcribe conversations for easy reference in the future. 
  • Make candidates comfortable enough to ask questions about your company. 
  1. Perform tests and assessments 

According to a survey by Checkster, 78% of job seekers lie on their resume, this is why tests are necessary to find the truth. After interviewing your top applicants, the next step is to perform tests and assessments to become better informed about the stranger you are accessing. 

James Brook, CEO of TalentPredix said, “If they are using the right metrics or psychological assessments, essentially what it is doing is helping make better decisions, reducing risks, and ultimately you know your candidates better when they join.” 

Here are some tips to help you create ideal tests: 

  • Eliminate all inherent biases from the tests to ensure it is well-updated and inclusive. 
  • Decide what type of tests your company needs, whether work samples, cognitive ability tests, behavioral tests, or job trials. 
  • Reevaluate the potency of the tests you create to suit changing times. 
  • Give candidates clear instructions to tackle the tests to enhance their overall experience. 
  1. Run reference and background checks 

Reference and background checks are pivotal to the recruiting process because they help you validate claims, access soft skills, and gain deeper insights into the eligibility of your candidates to do great work. 

This stage in hiring because it allows you to combine details from public records and recommendations from past employers to understand candidates better. This way, you can prevent yourself from making costly mistakes by hiring the wrong person. 

Here are some tips to consider when checking: 

  • Ensure legal compliance based on your state’s laws and request for a candidate's consent.  
  • Prepare thoughtful questions for references to aid the decision-making process. 
  • Schedule a convenient time to run the appropriate checks. 
  • Review the reports you gather to inform your decision. 
  1. Make a job offer and onboard 

At this stage, you want to ensure that your job offer is irresistible to make sure you successfully onboard most of your eligible candidates. Once you are sure a candidate is suitable for your organization, quickly inform them and prepare the necessary documents to help them ease into the job. 

Here are some practical ways to speed up the job offer and onboarding process with Kula ATS: 

  • Use Kula ATS to build a library of offer letter templates based on specific criteria.
  • Create approval chains for offer letters to allow approvers to accept or decline via email. 
  • Send offer letters as attachments or via Docusign so you can easily monitor the signature process on the Kula platform. 
  • Track and manage the offer process using Kula ATS to view each stage. 

Types of Hiring Process Flowchart 

  • Linear hiring process flowchart: With this type of hiring process flowchart, you can view events sequentially right from start to finish. This is the most common format for creating a flowchart because it allows you to know the next step. However, it fails to account for repeated steps in the hiring process. 
  • Department-specific flowchart: A department-specific flowchart shows recruitment workflows at once to help you track the activities across multiple areas to remain updated. 
  • Parallel hiring process flowchart: With a parallel hiring process flowchart, you can break down the process into smaller tasks. It is best for teams who are performing different hiring activities at the same time. 
  • Collaborative hiring process flowchart: This flowchart for hiring highlights the involvement of team members in assisting hiring managers to onboard new employees. The major drawback of this approach is that it can be confusing. 

Hiring process flowchart templates 

Here, you will find easily downloadable and customizable templates you can use to create a hiring process flowchart for your organization. 

  • Hiring process flowchart by Someka 

This template is available as a PDF, Excel, or Google sheet to ensure easy access. It allows you to add additional stages to avoid being limited. This way, you can structure it based on the specific needs of your organization. 

Download here.  

  • Staffing process flowchart by Piktochart

Piktochart provides a visually appealing design for you to outline all your hiring stages and include all the necessary resources you would need. This platform provides all the design tools to customize this flowchart based on your preferences. 

Click here to download. 

  • Flowchart template by VisualParadigm 

Using VisualParadigm enhances collaboration while customizing this template to ensure your team members are updated. You can also export the file in numerous formats when the customization is done. 

Download here

Enhance your hiring process with Kula ATS 

Tracking every stage of the hiring process can be quite tasking, but with a detailed flowchart, you can get a clear roadmap. 

However, executing the milestones highlighted in the flowchart you create is an area you should mostly automate to quickly reach your candidates before your competitors snatch them. 

With Kula ATS, you can organize your hiring process better, eliminate grunt work, and help hiring team members focus better on the crucial aspects of recruitment. Including this applicant tracking system in your tech stack will help you save time and fill vacant positions with better precision. 

Contact us today for better execution.

Sandra Rachel Oommen

Content Marketer

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