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The Ultimate Guide to a Truly Effective Hiring Process

The Ultimate Guide to a Truly Effective Hiring Process

Much of the success of any business depends largely on the effectiveness of their staff.

Great employees can handle more responsibility, be trusted to be left on their own, and contribute their own ideas to help your business.

There’s really no comparison between a mediocre employee and a great employee. No amount of B and C players equals a single A player.

But how can you make sure that you are attacting the best talent? How can you hire effeciently and consistently?

These are questions that all companies struggle to answer. 

That’s why we have put together this ultimate guide to creating an amazing hiring process. We’ve sourced all the best resources, covering everything from evaluating the decision about whether to hire to the actual onboarding process.

Let’s get started.

The Ultimate Guide to the
Best Hiring Process

From the decision to hire through onboarding, this guide has you covered



Assessing Your Needs

Before anything else, you need to decide, do you really need to hire right now?

Even if you lost an employee, take a step back and evaluate how important it is to fill that position. Can you adjust your current staff’s responsibilities to cover those responsibilities, or is it essential that you replace the employee?

If you are looking to hire a manager, should you promote someone internal to your company or look outside?

These are just a few of the questions you should be thinking about before spending a dime on recruitment.

Check out the resources below to help assess your need.


Writing a Job Description

You have now decided to hire someone, you’ll need to put together a job description.

Even if you have a job req already written up from the past, it’s worth taking some time to check out the resources below to see how you can improve it. A job description is your first interaction with a potential hire, there’s lots of room for mistakes. 

Having a great description can really help increase your recruitment pipeline.


Posting Your Job Ad

There are a LOT of places you can post a job ad. The resources below will help you get started with figuring out the best spot.

You can also use a site like Proven to blast your job automatically to over 100 different job boards and career sites.

If you’ve had success with a particular place in the past, that’s always a good starting point.


Screening Applicants

After you’ve posted your ad, hopefully you are getting lots of interested job seekers.

You need to screen and evaluate the applications you are receiving. I find this easiest to do as they arrive, but some people prefer to do it in chunks.

Try to be consistent with your screening process and stay organized by categorizing the resumes into different buckets, like Yes, No and Maybe. 

Also, be sure to follow up quickly. The best candidates are in high demand, move quickly so you get a chance before someone else scoops them up.

Take a look at the resources below for further tips about evaluating job applications.


Conducting Interviews

There’s a lot to interviewing well. It’s your shot to try to figure out whether it makes sense to hire this person. 

It is essential that you are prepared. Take your time to read through the applicants resume and cover letter and craft some questions.

During the interview, make sure the majority of the time you are listening rather than speaking. Try to dig deep with your questions, don’t accept one line responses.

I also like having multiple people involved so I can get different people’s perspectives and takes. Also, the way a potential hire is with you might be completely different when interviewed by someone they perhaps consider their peer.

Here are some excellent articles and guides that will help you get ready.


Choosing the Best Candidate

It’s a high quality problem if you have multiple people that interviewed well and that you are excited to potentially hire. However, it’s also a very important decision, and one that you want to get right.

Deciding who is the best fit often goes beyond just their experience and intelligence, you also need to consider how they will fit with your company culture and the team they will be part of.

If possible, trial periods are a great way to help you make this decision and make sure you check with their references.

But if you are really stuck, check out some of the resources below for further help and ideas.


The Job Offer

Awesome, you picked your candidate.

You are now ready to make an offer. 

If you don’t already have an offer letter template that you have used in the past, then check out some of the resources below to find out what you should and should not put into your offer.



The candidate has accepted your offer, and now it’s onboarding time.

A staggering 20% of new hires leave within the first 45 days of work. A lot of the time this is due to a lack of communication with regards to expectations or lack of training.

This is why a onboarding plan is essential. It is the key to helping you reduce this new employee turnover rate.

Check out the resources below to get you started on putting together a proper onboarding checklist. It’s not a lot of work and it will save you a ton of money and pain.

Final Thoughts

There’s a lot that goes into a hiring process and there’s plenty of potential pitfalls along the way. 

Many managers and business owners fail to take the time to put a process in place, costing them tons of time and money in the long run. 

However, if you follow this guide and the resources available, you should be well on your way to alleviating many of these hurdles and easily outpacing your competition on the hiring front.

Good luck and let me know what you think in the comments.

Sean Falconer

Sean Falconer is Founder and CTO of Proven. He is a proud Canadian and reformed academic. He is passionate about making hiring for small business simple, streamlined and frictionless.

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One Comment

  1. I found it interesting when you discussed the effective hiring process. My cousin has just been promoted and transferred to the recruitment department as its assistant head. I know that she’s already knowledgeable in this field but I guess she needs to see this article, this will be a huge help to her!

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