Understanding the recruitment process: strategies for success

Recruitment is the heart of human resources. It connects people with opportunities in large and small teams or an individual management role. Some organisations rely on external partners.

Others navigate the process through job ads, job boards, and social media. Technology helps, but the human touch differentiates a positive workplace culture. Each resume a company receives tells the recruitment team about the job seeker's potential for growth.

Read on to learn about the recruitment process stages that can help you in your job search.

• What is a recruitment process?
• The six steps of the recruitment process
• How long is a typical recruitment process?
• Final thoughts
• FAQs

What is a recruitment process? 

The recruitment process involves identifying job openings, analysing job requirements, reviewing applications, pre-employment screening, shortlisting, and selecting the best person.

It's an important part of human resources management. Malaysian companies usually follow strategic recruitment planning.

An efficient recruitment process finds job seekers with skills to meet company goals. It also looks for the right attitudes. Recruiters typically follow six steps in the employment process.

The six steps of the recruitment process 

If you're searching for a job, you might wonder, "What are these six stages of recruitment?" Recruiters who follow these stages create a positive experience for job seekers. This happens throughout the recruitment process steps.

A positive application process can attract prospective employees to the organization. This can happen even if they have offers from other companies.

Companies in Malaysia generally conduct efficient recruitment and selection processes over several stages. Recruiters can use these stages as a good foundation for effective recruiting.

Planning for the recruitment

A job opening may be new or recently vacated. Companies launch their recruitment strategies by identifying vacancies. Then, they analyse the job descriptions, including the required knowledge, skills, and experience for the role.

Here's how a manager might identify their requirements for a vacancy:

• Determine where the gaps are in the current team
• Determine whether the team has different needs in terms of ability, performance, or personality
• Consider whether the team requires someone to handle a task that's currently unattended
• Keep track of the team's input and output to determine whether there's an increase in workload that needs addressing
• Analyse performance on a regular basis and compile a list of missing qualities
• Be aware of who is contemplating leaving the company.

After determining the required knowledge, skills, and experience, the manager defines the job duties and responsibilities. An in-depth job description helps determine the necessary skills for potential employees.

Employers use this tool to receive applications from qualified job seekers. Thoroughly read the job description when job hunting in Malaysia. It's crucial.

It can give you a checklist to compare your skills with the role before applying.

Checklist for creating job descriptions

• Company name and description.
• Core values, benefits, and location.
• Job title, department, industry pay, and description of duties.
• Demand (the specific skill set, knowledge, experience, or training the job requires).
• Qualities that would be an added benefit.
• Conversational call to action.

Recruiters can customise this checklist to meet their organisation's specific recruitment needs.

Evaluation is another key point that recruiters focus on during recruitment budget planning. The primary goal of job evaluation is to analyse roles and determine which jobs merit what pay.

Job evaluation involves various methods, including job grading, classification, and ranking. Company leaders base salary and wage negotiations on job evaluations.

How do companies search for new employees?

Another step in the recruitment process is searching for the right employee. Recruiters source job seekers based on a role's requirements in recruitment processes. After they complete the recruitment strategy, the search for employees begins.

Companies use various methods to find the best fit for their open positions.

1. Job boards: SEEK's platform is popular for posting and recruiting employees.
2. Word of mouth: Recruiters often use references from current employees or professional networks to find suitable people.
3. Engaging recruiters: Companies may work with a recruitment agency or headhunter to find people with specific skills or qualifications.
4. Through universities: Some companies partner with universities and colleges like Sunway or University Malaya to hire graduates directly from academic programmes.
5. Career fairs: Attending annual career fairs like the STAR job fair allows companies to meet with job seekers and discuss opportunities.

The most common platforms businesses use to find new employees are job postings on the internet and professional social networking sites.

You can follow these steps to boost your chances when using these platforms:

1. Connect with hiring managers: You can network with recruiters in your industry through these platforms. Developing a working relationship with a hiring manager can raise your profile and may lead to opportunities.
2. Attend career fairs: Career fairs allow you to interact directly with recruiters and hiring managers. It's worth preparing an opening statement and taking copies of your resume to leave a lasting impression.
3. Create a robust profile: Make sure your profile on job boards and professional networking platforms is complete and current. Highlight your skills, experiences, and accomplishments to attract recruiters' attention.

How do employers screen for the right people?

Screening filters applications for the next selection round. Recruitment is important; it filters unqualified job seekers.

Recruitment screening includes some important techniques:

1. Application review: Employers begin by reviewing job applications to determine your qualifications, experiences, and suitability for the role based on the information you provide.
2. Resume analysis: Then, the recruitment team reviews resumes to assess skills, experiences, education, and relevant accomplishments. They check that your background and the job requirements align.
3. Initial screening calls: Employers frequently conduct preliminary phone screenings to assess your qualifications further and determine whether you're a good fit for the position. During these calls, they might evaluate:
   • Level of experience: determine whether your experience matches the job requirements and responsibilities
   • Expectations: understand your career objectives, motivations, and expectations for the position and company
   • Culture fit: check how well your values, work style, and personality align with the company.

A screening call helps the recruiter determine whether you're active and available. It also provides a quick insight into your attitude, ability to answer interview questions and communication skills.

The recruiter then prepares the entire hiring team to make sure they ask the right questions.

Tips for navigating the initial stage of the recruitment process and landing an interview:

1. Customise your application: Write your cover letter and resume to emphasise your relevant skills and experiences to align with the job specifications and the company's applicant tracking system.
2. Optimise your resume: Make sure your resume is well-organised, easy to read, and error-free. Use keywords from the job description to increase your chances.
3. Prepare for a screening call: Before applying, research the company and the role, and prepare to discuss your experiences and qualifications.
4. Show enthusiasm and professionalism: During your screening call, express your interest in the position and the company.
5. Emphasise cultural fit: Highlight your personality and work style features aligning with the company's culture. Display your collaborative skills, ability to adapt, and willingness to learn.

How do companies usually conduct interviews?

Shortlisted job seekers now go through the interview process before receiving an offer letter or a rejection note. Depending on the size of the hiring team and their specific recruitment requirements, each person may have multiple interviews.

Here's a summary of how hiring managers typically conduct interviews:

1. Conducting Interviews

One-on-one interviews involve a meeting with a single interviewer. Panel interviews involve multiple interviewers from various departments or levels of the company. Sequential interviews involve meeting with multiple interviewers one after the other.

2. Assessment tests and case studies

Some employers may ask you to complete assessment tests or case studies to evaluate your problem-solving skills, technical knowledge, or ability to handle real-world scenarios relating to the job.

3. Team involvement during the interview process

Team members may interview you to assess compatibility and collaboration skills.

4. Number of interview rounds

Companies conduct different numbers of interviews based on hiring needs and position levels.

Full-time hires may have two or three rounds of interviews. Screenings and interviews with hiring managers and team members are part of the process. Contract hires may have interview rounds comparable to full-time hires.

The emphasis may be on specific skills or project-related experience. Interns may have one or two rounds of interviews to determine the person's potential and fit for the internship programme.

What should interviewees look for during this stage of the recruitment process?

During the interview, consider whether the company culture matches your values and working style. Define the role's responsibilities, expectations, and opportunities for growth.

During the process, assess the dynamics and interactions between team members to determine your fit. Assess the clarity and transparency of communication throughout the interview process, including feedback from interviewers.

Enquire about opportunities for professional development, career growth, and advancement at the company.

Reference checks for job seekers

Reference checking is one of the last steps in the recruitment process. This final stage is as important as any other.

Employers verify your information and assess your performance through reference checks. They evaluate your work ethic and professionalism.

Reference checking can include contacting your references, such as former managers or colleagues. The recruiter might ask about your skills, strengths, and areas for improvement. They will also assess your overall suitability for the role.

Most larger companies in Malaysia typically require background verification. This requirement can vary between countries and industries.

Job offer and onboarding

Employers offer the job to the successful applicant after the interview and reference check. The job offer includes job title, responsibilities, compensation, benefits, start date, and employment terms.

Negotiate details like salary, benefits, schedule, and duties in the job offer. Here are some tips for navigating the negotiation process.

You can research industry standards and salary benchmarks to help with your negotiations. Explain your value proposition. Align your skills and experience with the role.

Prioritize your negotiation points. Be ready to compromise if needed. Maintain professionalism and open communication during the negotiation process.

An onboarding plan integrates new employees into the company culture. It provides resources and training for success and ensures a smooth transition.

Onboarding includes orientation sessions. Sessions introduce training programs and team members. The goal is to establish clear expectations.

A probationary period typically lasts the first few months of employment. The company expects new employees to demonstrate job skills and achieve performance goals.

How long is a typical recruitment process? 

The length of a recruitment process varies depending on the urgency of the role, company policies, demand, and interview stages. Entry-level positions typically last a few weeks to a couple of months.

Mid-level positions can last from one to three months. Senior-level positions last several months to a year. Timeframes may vary based on the role's complexity and depth in the selection process.

Final thoughts 

Recruitment is crucial. Strategic planning, evaluation, and execution are needed for the best employees. Role urgency and interview complexity have an impact on the duration of the process.

Job seekers and recruiters must understand these dynamics. It is critical for an effective recruitment process. Organizations can fill vacancies by following six key steps. They should consider various factors to foster growth and success.

FAQs 

1. How many job interviews are in the hiring process?
   ⁠Typically, there are three or four interviews in a hiring process.
   ⁠
2. What are the key steps in the recruitment process?
   ⁠Planning, sourcing, screening, interviewing, referencing, and extending offers are all key steps in the recruitment process.
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3. What are the challenges of recruitment in the current job market?
   ⁠Recruitment challenges include talent shortages, competition, difficulties with remote hiring, diversity and inclusion, and adapting to market dynamics.
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4. How many rounds of interviews are normal for a recruitment process?
   ⁠One to three rounds are normal for recruitment.
   ⁠
5. Is 4 rounds of interviews too much?
   ⁠Recruiters may consider four rounds of interviews excessive for some positions.
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6. How do you tell when you are doing well in a recruitment process?
   ⁠Positive feedback, progression to subsequent rounds, and shows of interest all indicate that the recruitment process is going well.