Recruitment & Selection - How to recruit and select new employees. A Manual for HR and non-HR Professionals

How-to-Guide RECRUITMENT & SELECTION
<How to recruit and select new employees>
RECRUITMENT &
SELECTION
HOW-TO-GUIDE
©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com

RECRUITMENT
& SELECTION
HOW-TO GUIDE
• This Guide is part of the RECRUITMENT &
SELECTION TOOLKIT. This toolkit helps you to
reach a pool of candidates and select the most
appropriate candidate for a vacant post in your
company.
• Step by step, this Guide describes how to
determine the appropriate search approach, how
to respond to candidates, conduct your selection
interviews and manage negotiations with the
best matching candidate.
• For each step in the Guide, you will be introduced
to the relevant tools and templates and how to
complete them: a template for defining your
Search Approach together with the Hiring
Manager, an interview template, a list of
interview questions to choose from, examples of
standard replies to candidates and so much more.

ROADMAP OVERVIEW
STEPS FOR RECRUITING & SELECTING EMPLOYEES
STEP IV
MAKE JOB OFFERS
& NEGOTIATE
STEP III
CONDUCT
INTERVIEWS &
REFERENCE
CHECKS
STEP II
RECRUIT &
RESPOND
STEP I
UNDERSTAND
THE BUSINESS
CASE & PREPARE
THE SEARCH
O
N
B
O
A
R
D
I
N
G

• Our How-to-Guides, such as the one you are currently
reading, are limited in application: each customer
can consult our How-to-Guides, but they cannot be
shared, edited, customized, etc... in any format or
context. These Guides only serve as comprehensive
manuals for you in applying all the HRM Toolshop
Tools & Templates, and should be used for that
purpose only.
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in a non-customizable or non-editable format.
• On the other hand, you are allowed to use the Tools &
Templates for which you bought a license, and
customize these to your needs, subject to the
limitations under the License.
• For more information: see our General Conditions on
www.hrmtoolshop.com.
USING THIS
GUIDE

• Critical HR Competencies to have:
– Business Understanding
– Analytical Thinking
STEP I – UNDERSTAND THE BUSINESS CASE
& PREPARE THE SEARCH
STEP I
UNDERSTAND THE BUSINESS CASE
& PREPARE THE SEARCH

• If a position becomes vacant, check with the HR Business
Partner (or directly with the responsible line Manager if
the role of HRBP does not exist in your organization)
which solutions are feasible or have already been
anticipated in the Workforce Planning (if your Company
conducted such exercise). Some questions you may ask
during such meeting with the HRBP or the Line Manager
responsible for the vacancy (hereafter the “Hiring
Manager”):
– Is a (temporary) external solution feasible?
– Is it possible to reorganize tasks & responsibilities amongst
current employees in the team/ another team?
– Is it an option to reallocate responsibilities to employees in
a ‘Mobility Program’, e.g. employees having to be
redeployed, employees returning from long term leave,
employees who have been working on a project reaching
its end date, …. If a Temporary Replacement or an Internal
Transfer is a feasible option, the relevant procedure should
be followed (see Internal Transfer Policy & Temporary
Replacement Policy).
UNDERSTAND
THE BUSINESS
CASE & PREPARE
THE SEARCH - 1
Tool Reference:
• Recruitment & Selection
Manual for Hiring Managers
• Vacancy Request Form
• Job Description & Job Profile
Form
• Search Approach Preparation
• Search Approach
See also HR Policies (Recruitment
& Selection, Internal Transfer,
Temporary Replacement Policies)
& HR Procedures Manual (Hiring
& On-Boarding Procedures)

...SOME PAGES ARE MISSING HERE...
Go to www.hrmtoolshop.com
and download the entire How-to-Guide

– Planning & Organizing
– Facilitating & Consulting
STEP II – USE THE AGREED RECRUITMENT
MEDIA AND RESPOND TO THE RECEIVED
APPLICATIONS
STEP II
RECRUIT & RESPOND

• Implement the agreed search approach by applying the
identified recruitment media (e.g. contact recruitment
agency, draft job advert, organize student mailing, etc.).
• Respond promptly and appropriately to all applications
(see ‘Responding to Applications’ Templates).
• Liaise regularly with the Hiring manager, either as a
general update or when the Hiring Manager’s specific
input is needed, e.g. to approve an advert.
RECRUIT &
RESPOND
Tool Reference:
• Responding to Applications
Templates
• CV-Based Shortlist
• Vacancy Update Report

– Facilitating & Consulting
– Interviewing & Assessment
STEP III – CONDUCTING SELECTION
INTERVIEWS AND CHECKING REFERENCES
FOR SHORTLISTED CANDIDATES
STEP III
CONDUCT INTERVIEWS & REFERENCE
CHECKS

• Plan your selection interview with the candidate and, if
agreed in the Search Approach, together with the Hiring
Manager.
• Prepare the selection interview together with the Hiring
Manager. In principle the format, content and style of the
interview have already been discussed in the Search
Approach. However, it is advisable to walk the Hiring
Manager briefly through the different parts of the
interview and each interviewer’s role, expecially if the
Hiring Manager is not frequently involved in a selection
procedure.
• You can use the Interview Templateto guide you through
the steps of the interview and to summarize the
candidate’s answers and write down your comments.
CONDUCT
INTERVIEWS &
REFERENCE
CHECKS - 1
Tool Reference:
• Interview Questionnaire
• Interview Template
• Interview Shortlist Report
• Employment
Recommendation Form
• Reference Request Form

– Negotiation
– Communication
STEP IV – MAKING JOB OFFER AND
NEGOTIATING WITH FINAL CANDIDATE
STEP IV
MAKE JOB OFFERS & NEGOTIATE

• Prepare the Job Offer Letter (part of the End of
Negotiations Letters) using the appropriate information
regarding the grade/job family of the candidate and the
personal remuneration package being offered and the
information contained in the HR Policies regarding
benefits.
• Prepare a Job Offer File containing the following
documents:
– 2 copies of the Job Offer Letter,
– Enclosures to the Job Offer Letter:
• the Summary of Key Terms & Conditions,
• the “Employment with <<COMPANY>>… the next steps” Note
and
• the Reference Request Form (if yet to be completed),
– A copy of the signed Employment Recommendation.
Send it to the HR Director and Head of Division for
their approval.
• Telephone the candidate to inform him/her of the Job
Offer being made.
MAKE JOB OFFERS
AND NEGOTIATE -
1
Tool Reference:
• End of Negotiations Letters
• Pre-Employment Checklists
See also On-boarding &
Orientation Toolkit

RECRUITMENT & SELECTION
TOOLS OVERVIEW
AVAILABLE TOOLS PER STEP IN THE PROCESS*
IV. Making Job Offers
and Negotiating with
the Final Candidate
III. Conducting
Interviews and
Verifying References
II. Attracting the right
candidates &
Responding to their
application
I. Understanding the
Business Case and
Preparing the Search
 Recruitment &
Selection Manual for
Hiring Managers
 Vacancy Request Form
 Job Description & Job
Profile Form
 Search Approach
Guidelines
 Search Approach
Template
See also Hiring & On-
boarding Policies and HR
Procedures Toolkit (Hiring
& On-boarding Procedures)
 Responding to
Applications Templates
 CV-based Shortlist
 Vacancy Update Report
 Interview
Questionnaire
 Interview Template
 Interview Shortlist
Report
 Employment
Recommendation
 Reference Request
Form
 End of Negotiations
Letters
 Pre-Employment
Checklists
See also On-boarding &
Orientation Toolkit
* Each tool is also separately available and fully customizable to your needs.

HRM
TOOLSHOP
• The RECRUITMENT & SELECTION TOOLKIT is
part of the HR TALENT MANAGEMENT
category, where you can also find the related
HR Toolkits for dealing with the Talent
Management challenges your company is
facing :
– On-boarding & Orientation Toolkit
– Management Assessment & Development Toolkit
(under construction)
• Go to www.hrmtoolshop.com for more
HR Toolkits & Guides.

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USER TERMS

It all started years ago, when we ourselves, as HR Professionals, came to
realize the hard way, that it is highly time-consuming to find ready-to-
use, straightforward HR information on the internet. The option to work
with expensive consultancy firms being a budgetary challenge in the
economic down-turn, we looked for other EFFICIENT ways for designing
and customizing our HR instruments ourselves at a high standard.
That is how our idea grew to develop pragmatic and generic how-to HR
guides around HOT HR processes, such as Strategic Planning, Change
Management, Performance & Talent Management! We also wanted to
offer great HR tools & templates that people could download quickly and
then customize to their own needs.
Just like a very professional Do-It-Yourself store for all kinds of HR issues!
To ensure the widely applicable usage of our products, we started
connecting with senior HR think alikes across the globe, to help create
and/or validate our Toolkits.
As you read this, we are producing more practical tools & templates for
you with this team. Don’t hesitate to send us a query through our web
shop if you think of something particular you can’t find anywhere!
Anne & Tania, Brussels, 2013
WE WELCOME YOU TO THE HRM TOOLSHOP
Together, we combine 40 years of
HR experience across industries
and geographies.

WHO WE ARE
My fascination for Talent Management grew as I moved up the hierarchic ladder: as an eager young
search professional in the Retail Sector I came to realize the importance of efficient hiring & onboarding
processes and skills. As I moved on in various leadership roles, one of them in the Federal Government,
I often was challenged with matching people their competencies in critical roles effectively. Over these
years, I gained a lot of experience in Talent Development and Competency Management.
At that time, Compliance became an important concern in many organizations, and I decided to obtain a
Master’s Degree in Labor Law. Once graduated, I started applying these new HR Legal competencies in
my assignments as HR Consultant, mainly in the Energy sector, where I mainly focused on HR
Transformations and HR Policy design work. To really specialize in the HR Legal side of business, for
projects around restructuring, employee relations, wellbeing, etc. ..., I joined a well-known international
legal firm as a senior legal consultant for a couple of years. Today I am fully dedicated in managing my
own HR consultancy firm, offering specialized services in Talent Management besides running the HRM
Toolshop.
I started my career in the Oil & Gas Industry within the Learning & Development area, and then moved
into a senior HR consultancy role at a BIG 5 Consultancy Firm where I became trained in Organization
Design, Change Management and HR Transformation through theory and practice.
Interesting times, lots of international traveling, but I felt that I needed to get exposed to the down-to-
earth, operational side of HR!
I took up several international HR Director roles in Europe and the Middle East, in various industries:
working within different cultures, and how to apply HR practices across locations became my key
lessons learnt those years.
Summarizing all the things I saw and experienced during my career up until now would be as follows:
“Running a Successful Business is Being very Smart about how you manage your People and Starts with
Genuine Respect”. Any successful HR action will derive from this principle.
Tania acquired 20 years of
experience through managing
international HR Legal Projects and
Talent & Development Programs
across industries.
Anne gained 20 years of experience
in guiding businesses through
change, leadership development and
strategic HR planning programs
internationally.

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