An Employer's Guide to Recruiting

calendar January 1, 1970

Learn actionable tips for attracting and recruiting talent to join your team. In this guide, we’ll walk you through everything you need to know to succeed throughout the recruitment process.

The heart of any company is its Human Resource department. Are you currently hiring? Is your company having trouble onboarding or retaining talent?

A worthwhile time investment would be to implement virtual HR services. Virtual HR services can help in defining any gaps in your recruitment and onboarding process. But with a litany of resources online, it can be difficult to know where to begin.

Below we will guide you through some best practices and examples of where to start.


First, Evaluate Your Business Needs

First things first, let’s consider your needs. It's safe to say, any business will thrive with consistency, dedicated employees and trustworthy, reliable processes in place to create your working environment.

It would be optimal to consult someone to take you through the process of onboarding, from beginning to end. This will help identify any needs you might have. Utilizing Virtual HR Services can assist your company in running at peak performance, consistently.

Another resource would be to implement Human Capital Management solutions. HCM solutions value the workforce process as more than a liability, but an asset of the company. HCM solutions work as a more strategic approach in order to optimize your Human resources department.

This solution will highlight the varied tasks they are responsible for such as the recruitment process, onboarding, payroll processing, and more. Working within this system can help drive the value of your staff and company, entirely while creating a seamless transition from one step to the next.

As with any business process, you must begin with a foundation to build upon. This foundation will serve your business’s future growth or potentially, its fault. Establishing processes up front, provides for a more professional, consistent and respectful onboarding process.

Begin this journey by outlining some of the current needs and desires for your company’s processes at present and for future planning. This outline will serve as a guideline for you to get started with virtual HR services.

If you aren’t ready to invest in this service, and need more information; let’s begin by explaining the ways these services can benefit your overall success. Below you will find a detailed breakdown of a timeline of events from creating a job posting to onboarding a new employee.

Optimizing your steps along the way will save your company money, time and stress. Let’s begin!

The Importance of Marketing

Marketing in its own right, when utilized properly, is invaluable. You can attract the proper applicants by sharing company culture, proper branding and usage of social media. All can be used to your advantage.

You have many platforms in which you can advertise your business for free, with a few minutes of your day dedicated to posting. Marketing your company is the first step in lead, with everything else to follow. Without proper marketing, employees and clients will be unable to find you. Consider this your starting point, your foundation.

Company Branding

Review your website and graphic design and check that your brand is consistently and seamlessly represented across all platforms. You should have a brand set in place. If you are a bit in the dark as to how to proceed, begin by outsourcing a brand manager, website designer or graphic designer for short term needs.

Ensure all social media for yourself, your business and your company’s top leadership, (such as LinkedIn, Instagram and Facebook) is clean, well organized and thoroughly completed. Your current employees reflect your company, vice versa.

This simple act will market your company in a consistent and positive light, without spending much money or time. Your brand reputation speaks for the culture of your company. Be intentional with your posts on social media. Remain dedicated to your web presence with consistent updates.

Share informative information pertaining to your company and/or industry. Follow trends, but make them your own by incorporating your own spin! You’ll want to convey your company's priorities, ethics and spirit through the web. This will make a lasting impression on the general public and potential employees.


Navigating The Recruitment Process

Take the guessing out of searching. Establish a concise practice in attracting top talent. Be proactive with your leads and go out and filter potential employees through platforms meant to serve searching employers. The world is your oyster at this stage.

  1. 1. Collaborate

    Before you begin your job posting, be sure to involve your top managers in all areas of your company for input. Any person who will be working directly or indirectly with this future candidate could offer some insight regarding key factors in what the ideal candidate will offer your company.

    Have a brainstorming meeting about the daily tasks relevant to the varied departments of the company as well as the long-term objectives for the position. Have the leads of each department provide their input and needs regarding the hiring role.

    Defining these needs across the board will ensure future harmony between employees. It can also provide a resource for a detailed job description to be utilized in a job search and later on in this reading, we will explain how it can serve to guide any periodic or annual reviews for the new employee once brought on the team.

    Complete a draft of your posting considering the team collaboration and have them review the draft prior to posting. This will effectively help in strengthening your team efforts and ensuring everyone’s needs are met.

    Outline Goals

    When you set individual goals and quotas for your team members, they are more likely to stay on task. Plus, if everyone's working towards a common goal or target then it becomes easier not only to keep each other accountable but also the whole group moving in the right direction.

    What makes this technique even better is that when people know what needs to be done at all times there’s nowhere left for them to hide! To make your team feel more connected, you should tie their goals back to the company mission and value. This way they know why it is important for them to accomplish these metrics or targets because of how close everything ties together in our organization's success!

    Communication Priorities

    Communication is key to a successful collaboration. If your team meets regularly, it's important that lines of communication don't get stagnant and new ideas are always flowing between members. This ensures problems can be noticed before they spiral into major issues.

    Using online communication and collaboration tools like, Slack, or Basecamp can help your team share important updates as they happen, keep everyone in the loop by allowing them to discuss strategies together from different locations around town - even if one person is off site!

    These platforms also allow you all sorts of other great features such as being able install plugins for various workflows which will make life easier on ourselves when working late hours at our desks trying hard not to be bored with spreadsheets and clutter.

    Honesty and Transparency

    Building a culture of transparency and honesty into the foundations of your recruiting team’s work is one way to improve communication. You can help foster this type of work by openly discussing successes, failures (and mistakes) with everyone on staff -- it won't always be smooth sailing! 

    Rather than dwelling too much time in negative thinking about what went wrong or left unspoken, offer opportunities for learning from those experiences instead. It’s important to encourage conversations that lead towards positive growth even when something goes sideways.

    As a leader, you play a critical role in making these values stick. If people see that it's okay for them to talk about mistakes they've made and reflect on how their actions have impacted others or the team as whole, then everyone will be more likely to follow your lead. 

    Try doing daily standups so all members of the group can share what tasks are being worked on at the moment, while also prompting each other with questions like "What can I help with?", evoking natural collaboration and transparency while boosting camaraderie!

2. Job Postings

Job postings should be detailed, well written and honest. They should reflect your company’s mission and vision, while also detailing the expectations of the position. An honest ad, will lead to a more niche candidate.

Ensure you are forthright in the benefits and starting salary. It is helpful to convene with your accounting department to ensure a proper range of salary is set in place prior to meeting with applicants. You’ll want to ensure that you are prepared in the future for any requests regarding salary and benefits.

Another important factor when posting a job is to ensure you are posting on reputable platforms such as LinkedIn or Indeed. You can also use free platforms like Craigslist or something of the like, but this can often attract less qualified candidates.

The goal of your job posting is to attract the right candidate. It’s key to make sure it is well-written and represents the position accurately. Ensure you are highlighting not only the positive attributes of the role and your company but also the challenges within the role. Well-qualified candidates will appreciate the forthright presentation of the role.

Job postings should include the following elements:

Job Title

For your job descriptions to be as effective and targeted as possible, it's important that you use the right words. Make sure they're specific, so people know exactly what type of position is being advertised for by using phrases like "seeking" or 'interested in'.

Avoid using internal jargon and stick to basic, searchable verbiage to attract applicants.

Job Summary

Open the job summary section with strong, attention-grabbing information. Your summary should provide an overview of your company as well as expectations for the position. This summary should hook readers early on to get them interested enough to learn more!

Duties and Responsibilities

In order to ensure that you're hiring the best candidate, it is essential for employers to outline their company’s core responsibilities on paper (or virtual paper). Make sure your list of job duties includes daily responsibilities, as well as long-term goals, and also emphasizes any technical or soft skills the job will require.

This detailed description will help the candidate determine if they are a good fit for your company. It also tells them about how this role fits into the organization and contributes to the big picture, which is important since many people want more than just an exciting job title. Top talent is attracted to positions that offer responsibility and opportunity for growth!

Qualifications and Skills

Soft skills are a person's natural skill set that isn’t learned through a course or training. These skills are learned through life experience and they can make or break their chances for success in a potential job position. You should include soft skill requirements when listing qualifications to ensure that you're hiring someone with the right attitude and team spirit as well!

While it is crucial to make sure your job posting represents the position effectively, you still want to keep your list concise. You don't want too many qualifications or skills on there, because this can lead to potential candidates feeling like they're not qualified enough for the position and thus won’t apply. That's why it's important to identify must-have qualities versus those "nice", but less necessary requirements.

Salary and Benefits

It's important to be competitive in the market when it comes down to hiring, but sometimes you might not know what salary range your ideal candidate falls under. That is why adding information about pay rates can help attract talent that will best suit both their needs and yours!

By simply including this small detail into posting content online - whether through social media channels like Facebook & LinkedIn Groups where employees often hang out together after work hours.

If you offer benefits or perks in addition to salary, you definitely want to include this in your job description. These elements play an important role in whether or not a candidate will apply for your open position or accept a job offer.3

  1. 4. Assessments

    Pre-interview assessments are a built-in filter during your application process and another important tool to implement when vetting a new employee. An assessment would be immediately sent to the applicant as an automated action once they apply for the position.

    This simple action can help you better understand your applicant's aptitude when it comes to the tasks and role within the position. Another positive aspect of assessments is that they are able to be catered to requests.

    You will be able to work with your Virtual HR Service to come up with a test that is catered to the position in which you are hiring. You’ve already done the research for this in your collaboration with your employees. This info can serve as a resource when posing questions regarding the role.

    This simple process can prevent wasted interview time, on behalf of you and your delegated interview board, which in turn saves money. You can also utilize already created templates of questionnaires and add any questions you see fit.

    In the event an applicant never completes the assessment sent to them, you’ve wasted no time in interviewing them or needlessly reviewing their CV. However, they can remain in your “queue” in the event you find their CV engaging and aligned with the role.

    Your HR professional can take the extra step to create an automated follow up email in the event the questionnaire was not completed within 24-48 hours post application. This will prompt the applicant to take action and remind them of the next steps in the process.

    This step optimizes your recruitment process by being automated, requiring less facetime from your HR employees. Lastly, in the event they do not pass the assessment, you can establish an automated reply thanking them for their interest in the role. Establishing filters in place saves your company time, money and hiring an unqualified candidate.

    Job Simulations

    A job simulation is like the famous interview question, “Can you sell this pen?” It involves more on-the spot work and can be done during or after an interview.

    You may also use online hiring assessment tools for these types of assessments such as having candidates handle disgruntled customers over chat; or doing virtual presentations for your team.

    Job Trials

    Job trials are a great way to get an idea of how a candidate will work on your team without having to commit to a full contract. However, job trial tests aren't available for every profession and will only work in professions where they can legally be conducted!

    Cognitive Testing

    Cognitive talent assessments help you evaluate candidates' general intelligence and the ability to comprehend various concepts in order to solve basic problems with ease. Intelligence tests or general aptitude tests contain numerical and verbal reasoning, as well as logic exercises.

    When administering cognitive aptitude tests, make sure the testing platform you are using is a reliable and well-validated one. If you hire a company who specializes in these types of assessments, you will be able to relax, since you will not have to worry about whether you’re getting an accurate evaluation.

  2. 5. Applicant Tracking

    You may receive many applications for one single job posting. Some may complete the assessments, some may and may not pass them. You’ll want to ensure you have a system in place that retains these applicants and their CV’s for potential use in the future.

    If you happen upon an applicant who applied as a Regional Manager, but you see they are more well suited to an Assistant Manager, you can keep these notes on file with their application and CV to pull on when hiring for this same role in the future. The interest was already there and most likely they would welcome an outreach from you in the future regarding any available positions aligned with their work experience.


    Applications such as Microsoft Outlook are integrated with applicant tracking systems to better deal with resumes submitted via email.

    In some systems, data from a candidate's resume can be automatically scanned and uploaded into an applicant tracking system, so you can decrease duplicate work by utilizing software that analyzes applications automatically before they even arrive in your inbox.


    Applicant tracking systems can identify appropriate skills and experience, as well as pre-evaluate résumés according to keywords and past work experience. Then they’ll rank potential hires in order of most likely to least likely to be fit for the role. Eliminating the candidates that don't match the role will eliminate them entirely.

    As recruitment has become increasingly digital over the years, it is now more so than ever before - especially given how quickly technology is changing these days--so it is crucial to be able to keep up.

    Automation Potential

    A good ATS system will be able to integrate with other business systems, providing employees with a seamless and complete experience. You can also use these systems to generate interview requests by email.

    You can also monitor how often candidates respond to these requests, track whether or not they replied and take note of who has expressed interest in your offers without worrying about following up.

6. Be Proactive

Idle hands make for fretful minds. It's wonderful to have a routine process in place for your recruitment, and to trust that process to bring you qualified individuals. However, this is a largely passive way to seek applicants.

Don’t be afraid to be proactive in your recruitment processes. Review past applications for potential interviews, seek out qualified individuals via LinkedIn by completing a search based upon your job posting needs. Message and invite candidates to apply.

Business is business. If they are gainfully employed, this does not mean they’re completely off the table. They might be looking to advance in their career, or transition to a new team. There is zero risk in reaching out to qualified candidates. The worst they can say is no!

Another option for seeking candidates would be through referrals. Ask friends, family or colleagues if they know of anyone suited for the position that might be interested in applying. Spread the word and be proactive!

Find and Engage

Hiring is hard. It’s even more difficult when you are looking for people who will become long-term, engaged employees in your company. Reaching out to every single person on your contact list seems like a daunting task though, doesn't it?

The first step of proactive recruitment involves reaching only the individuals you feel certain would fit the requirements and criteria before continuing forward with sourcing efforts. Narrow down your search and save time by looking for candidates based on each role/department needs.

Knowing you’ve found the right candidate is only half the battle. Your company's branding, tone of voice and personalized approach will be what makes or breaks engaging them for your job opening - so make sure they match up!

When it comes time to communicate with potential employees about their openings at any business - whether small or large scale - a thoughtful conversation goes much further than just sending over boilerplate information online. Take some extra steps now by getting into personal contact first. Send out carefully crafted messages tailor-made towards this person’s potential needs (and don't forget those follow ups!)

Nurture and Attract

Passive candidates might not be looking to change jobs now, but the opportunity might spark the idea or may sound good to them at a later point. That’s why it’s important to nurture these relationships. Keep in touch with them through email, send them interesting content, and share product updates or industry news.

It’s not only important to engage passive candidates, but generate engagement with active candidates throughout the hiring process. This allows you to keep their interest in the role and instill great communication skills at the same time.

  1. 7. Bide your Time

    Finding the right candidate takes time. Hiring as an emergency, in a desperate attempt to fill a role, could be a costly and negative experience for you and your team. Making sure you are properly vetting your candidates and not rushing to fill a role will ensure you aren’t making exceptions for your hire and instead setting the right expectations for the position's needs and goals.

    Waiting for a good opportunity will reap rewards that settling for any subpar exception could offer. Your money and time are important. By taking the preceding steps and ensuring you’ve established a good foundation, you can ensure that you will attract the right person for the role.

    It can also serve to speed up your hiring process by ensuring the right candidates make it through your application process.

    Create Job Postings in Advance

    Writing job descriptions from scratch can take time. You can save yourself time by creating templates with the key information that will likely be similar no matter the role. This might include the company description, general benefits, and company values.

    If you know a current employee is planning on leaving soon, get started right away with your recruitment process. It’s never too early to get the word out there (as long as you are respectful of the employee that is leaving). This gives you the opportunity to start collecting resumés from interested candidates and have plenty of time to review them thoroughly.

    Temps and Outside Contractors

    It can take quite a bit of time to hire an employee. The higher the position in the organization, the longer the hiring process will take from start to finish!

    You may be able cut down that process dramatically by bringing someone in a less committed role such as temp or outside contractor. These types of employees will have the skill set necessary for the role, but haven't yet found their forever home with one company or prefer to not work with just one company.

    Hire A Recruiter

    Hiring on a tight deadline? Working with recruiters is your best bet. They're experts at filling positions fast and know how to match people up for jobs that are right for them!

8. Interview your Candidates

Once you have finally vetted a few ideal candidates, where do you go from here? It’s time to bring them in for an interview! The first step in doing so is making sure you have questions prepared for your HR representative or whoever will be conducting the interview.

It has become more and more common to schedule a video call with your applicants first to gauge their interest, ask your prepared questions, obtain important experience relevant to the role and experience the personality of the applicant.

Video calls are often more comfortable for both you and the candidate, so you can see how they act when they’re in their element. Plus, there are less excuses for missing a video call, so you can get a feel for how serious they are about the position.

This process is another filter with minimum time commitment of your staff. This is not meant to serve as an “in depth” interview, but more as a “get to know” candidate meeting.

Questions and answers from the meeting will be relayed to you by the HR representative and from there you can discuss the responses with your interview team.

If all are in agreement, move forward with initiating a panel interview for the role. A panel of interviewers allows for a broad objective of the candidate. It's recommended to choose two direct upper management members that will oversee this new employee and an HR representative to be present.

Each team member can present challenging and effective questions in determining the applicants qualifications. Be sure your panel brainstorms prior to the session to determine a set of questions well aligned with the hiring role.

It's critical to familiarize yourself with the applicant and their work history. Ensure each team member takes the time to review the CV of the applicant and take any notes regarding their work history to follow up on during the interview process.

This is a proactive approach that can ensure the candidate is made to feel welcomed and that their time is valued. Collaboration builds a strong team and when there are multiple team members who will be directly impacted by the hiring of this role, it's imperative they have space to provide input and feedback during the process.

Your prospective employee has the choice to interview and work, anywhere else. However, at this moment they have chosen to place their time and effort in obtaining an interview for this position.

It's imperative your panel is carefully selected and they are welcoming and provide an inclusive environment, without judgement. This could potentially be your only interaction with the applicant should they not make it to the next stage of the process.

Respect Applicant’s Time

Be sure to respect every applicants’ time and talent by having your staff well prepared for the interview. Pro tip: do not book more than one to two interviews a day unless you’re able to fully commit to a whole day of interviews.

You’ll want to allow ample time for your current employees to be able to complete their day to day tasks, while accommodating a potentially time-consuming interview. This also removes the stress of any unspoken rush in the process by allowing time for the interview to happen organically.


The structure of your questions will keep the interview on track, while allowing time and space for conversation. Make a lasting impression on your applicant by implementing the aforementioned and they could potentially refer other qualified, quality candidates to your company.


The takeaway from this interview could be the make or break in the decision making process if an offer is extended. Be sure to send a follow up email, after the interview, thanking them for their time and offering additional information about the company. This can also be set up as an automated process.

  1. 9. Making an Offer

    Now that you’ve utilized your optimized hiring process and found your ideal candidates for the role, it's time to present your offer. More often than not, a candidate will be interviewing with other companies if they are proactively seeking a new position.

    It is crucial that the interview panel convenes, immediately after the interview, to discuss the findings and collectively make a decision for an offer. In order to avoid losing your ideal candidate to another job, it’s best to make your decisions promptly and send an offer letter as soon as possible.

    The more quickly you can generate an offer letter and get it delivered, the more likely you’ll secure the candidate. It has been reported that one in five offer letters will be rejected. Prior to sending the offer letter, you’ll want to call the applicant and thank them for their time during the application and interview process.

    You will want to provide advance notice of the offer letter, prior to their receipt of it. This way, you can ensure open communication and prompt attention to the offer on their end.

    HCM solutions can enhance your process leading to a greater chance of acceptance. In the event you choose not to move forward with the candidate, it's a good rule of thumb to ensure a personalized email is sent-thanking them for their time during the application and interview process. 


    Don’t waste time. If you’re certain about the candidate you’d like to hire, you should be contacting them to offer the position as soon as possible, especially in this economy where exceptional talent is hard to come by!

    Not only do you ease their worries during post-interview waiting periods, but you also show how excited and thrilled you are about them joining your team!

    10% Rule

    It's no secret that candidates are looking for a pay raise when they change jobs. The average increase is around 10%, so it would be hard to offer less than what you're currently paying them in order to get their attention!

    Keep in mind that any passive candidate or new hire will expect a 10% salary increase. However, benefits and other perks may counterbalance a salary reduction if you are unable to meet that requirement.

    Ask Questions

    A good way to overcome any hesitation the candidate may have is by asking them questions. You can't just take their word for it that they'll consider your offer, so be sure you ask what they think about your proposal and try giving them more information in order to make acceptance more likely!

Benefits of Working with an HCM Solutions Company

The process of hiring new employees is not easy. It's important, but it can be difficult with all the different requirements that need to be fulfilled in order for an applicant to become a member on your team - and stay there!

Companies that offer Human Capital Management (HCM) solutions take care of this aspect by managing performance and making sure people are satisfied working within their current position at any time.

HCM companies help employers find talent as well as guide them throughout each stage from first impression through exit interviews. Once someone has joined, your HCM representative will provide regular check-ins so you don't end up losing out because something was left unchecked before your new employee came onboard.

Maximize Employees Capabilities

Human capital management is an essential tool for any company to make sure their employees are maximizing productivity and achieving success. Human resource professionals can help workers optimize every strategy in order to increase performance, which extracts the best of them; but also helps organizations experience growth on all levels during good times - without question!

Most Qualified Candidates

In addition to being a critical factor in human resource management, talent acquisition is also essential for individuals working within the recruiting sector. There are many problems that arise from hiring wrong candidates and can be costly or time-consuming if not corrected immediately.

A good example would be correcting an employee who has been hired, but does not know their role well enough before training begins. This wastes both money (because you end up having to pay someone twice) and precious company resources. You’ll also waste your team’s energy on training new employees about the role all over again, instead of focusing them where they need most attention - doing tasks already mastered by others.


HR professionals should design orientation programs that are not boring or subjective. Studies have shown, in regards to human capital management - orienting new employees can break the ice among co-workers and even save time during training by getting rid of bad habits quicker. An interesting program will make them more eager than ever before to return for work!

Final Thoughts

In conclusion, we hope the aforementioned serves as strong guidance in enhancing your human resource operations and your recruiting processes. Finding the right employee for your company can seem arduous, but with the right HCM solutions you can hire the ideal candidate for the role.


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