How to Set up a Processing System
Setting up a processing system! Once you have decided which recruitment method (or methods) you are going to use, you need to set up an efficient response system that will enable you to deal with applications as quickly and as efficiently as possible, avoiding unnecessary delays.
- Set minimum requirements to screen out candidates.
- Put one person in charge of all telephone applications,
- To speed up the process, use standard letters to respond quickly to all applicants.
Selecting A Process
When choosing an appropriate method for processing applications, you should consider a variety of factors. For example, will you need to process numerous application forms? Do you want to see samples of a candidate’s work to assess their abilities? Do you want to follow up references before or after the interview? If you expect to receive a CV and an accompanying letter, say so in the job advertisement. Create a process that will initially divide candidates into “for interview”, “possible”, or “rejected”.
Implementing A Process
Once the applicants have been sorted into three basic categories, the system for processing applications should include the following stages:
- Preparation of standard letters for rejected candidates – send these out immediately;
- Evaluation of promising candidates;
- Drawing up of a final interview list;
- Scheduling and booking interviews over the phone or by letter, confirming the date and time and stipulating if candidates are required to sit tests.
It is possible to delegate the processing of applications, but you must ensure that the person to whom you are delegating has been fully briefed. They must:
- Know the stated minimum requirements and the familiar with the job description;
- Have good organizational skills to deal with applications;
- Have time to perform the task;
- Be skilled at communicating over the phone;
- Be able to provide general background information about the company.
Coping with a Large Response
If you receive a substantial response to an advertisement, you will need to screen out the most unsuitable candidates to create a manageable number from which to select your shortlist. Do this by setting minimum criteria that all candidates must comply with before you process their application any further. These criteria could include minimum educational or professional qualifications, and a career history that includes relevant experience for a minimum period of time.