Recruitment Planning

Prior to hiring for any newly created or vacated position it is important to plan out the recruitment process in detail to ensure that the recruitment process is thorough and objective. Recruitment planning includes creating a hiring committee, recruitment timeline, standard procedures, job description, and position advertisement. Effective recruitment planning results in a stronger pool of candidates, cuts down on the duplication of work, and facilitates a timely, efficient recruitment and hiring process.

Hiring committee

Starting the recruitment process requires the formation of a hiring committee that will be responsible for creating the recruitment timeline, job description, advertisement, and carrying out the entire hiring process.

The hiring committee then needs to designate specific roles and responsibilities to each member prior to continuing with the planning process. Roles include but are not limited to who will draft the job description, advertise the position, screen resumes, lead the interview process, and send the offer letter and collect needed paperwork.

Evaluating needs, resources, and creating the timeline

The hiring committee will evaluate the needs of the organization either technical or soft skill needs, the resources available to compensate the new employee as well as fund the recruitment process, and the preferred timeline for the start date of the new employee.

Once the initial evaluation process is completed, the hiring committee will create a detailed recruitment timeline that both gives ample time to carry-out a thorough recruitment process while still ensuring timely hiring.

Job description

One of the first steps on the timeline will be to create a detailed job description that includes daily and/or monthly tasks, larger projects, and overarching organizational responsibilities as well as required and desired qualifications.

Evaluation criteria

After the job description is finalized, the hiring committee will meet to decide upon how candidates will be evaluated. The committee will choose the top three to five qualities they seek in candidates, as well as list anything that would be nice to have but not required. This ensures that when it comes time to screen resumes there is an agreed upon objective standard that ensures all candidates are evaluated fairly and equally.

Advertising the position

The designated person will write the position advertisement, making sure to “sell” the position while still detailing out the job responsibilities, qualifications, and application process.

The hiring committee will then decide upon an advertising strategy that outlines how and where to advertise the position. To increase efficiency, the committee may choose to create a standard record-keeping system that tracks where and when the position has been advertised.

Resume screening

The person designated to conduct the initial screening of resumes should have in place a standard system that will allow for easy tracking of strong candidates. Effective recruitment planning includes deciding how the hiring committee will review strong candidates to decide together on which candidates they would like to interview.

The above listed steps make up the general recruitment planning process. A more detailed description of what each step entails can be found in the Recruitment Manual section. Information regarding the formal hiring process including the interviewing process and making an offer are found in Hiring Procedures.

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