Have you ever forgotten who applied for your job opening? Have you ever had difficulty finding the resume and notes on a candidate you interviewed? Have you had difficulty remembering one candidate from another in the field of job seekers you selected to interview?
You are not alone. Spare yourself this discomfort. Create a simple recruiting log that you update with each applicant. Attach the recruiting log to your master file of candidates applying for the job. A simple example is shown below.
Include in that log such details as the name of the candidate, the date first contacted, how they heard about your opening, the date interviewed, their score fulfilling the job competencies and the follow up required. This recruitment log will help manage your interview process from start to finish.
Mark in a clear fashion the finalists and remember to have "back up" finalists. Candidates fail reference checks, drug screens and sometimes reject offers and accept counter offers from their current employer leaving you to start over in your recruit. Protect yourself with two or three finalists if possible.
Candidate
| Date of Inquiry
| Date of Interview
| Assessment
| Follow Up
| Candidate Found Through
| Notification / Rejection
|
John Doe
| Feb. 28, 2007
| Called 3/1 -- Came in 3/4
| Still in consideration
Score: 47 out of 54
| Have candidate complete written form
| Poynter Career Center
| Finalist
|
Gordon Fox
| Feb. 28, 2007
| Called 3/1 -- Came in 3/4
| 38 score out of 54
|
| Poynter Career Center
| Reject noting lack of journalism degree and editing ability
|
Jane Smith
| Feb. 28, 2007
| Called 3/1
| Highly qualified with 48 score out of potential 54
| References being conducted
| Poynter Career Center
| Place an offer after completing references
|
Once you have placed the offer, follow up with those who interviewed with you and let them know you have made a decision. Thank them for their time. Keep the conversation minimal unless the rejected candidate is an internal employee. Then, have a clear discussion with what the employee was missing and how he or she might develop that skill in the next year should the position open again. It is ideal if you can work with the employee on an action plan to help her learn the needed competencies. Employees who post for jobs can be discouraged if the rejection process is not handled well. A discouraged employee does not give the company optimum performance.
Thank all who interviewed with you for their investment in time and effort. Remember every interview could be a potential customer of the company. How you interact with these customers will leave an impression with them about your organization.
Here is a blank form for you to use.Next: Prepare the Hiring Documents.
