The job seeking process can seem a little mysterious if you’ve never been on the other side. Here’s a behind-the-scenes view of the hiring process from the perspective of an employer.
Keep in mind, processes vary from one company to another and sometimes from one recruiter to another. There’s a powerful advantage to understanding the overall hiring process; it can help you become more confident and prepared.
The Applicant Tracking System (ATS)
Many employers use what is called an Applicant Tracking System (ATS) to manage their hiring process overall. On the employer side, an ATS helps them manage their open positions, applications, and communications to candidates as they advance through the process (among other features). An ATS can simplify the process of collecting and searching through applications and ultimately selecting qualified candidates for open positions.
What do ATS’s mean to you in your search? Well, one key way this will impact your search is that you will sometimes have to fill out an application in addition to submitting a resume. It also means that it is important for you to make sure your resume is full of the most relevant keywords you can find for the position, as many systems allow recruiters to search resumes based on specific requirements or skills.
Job Posting is Created
One of the first things that happens in the hiring process is that a position is vacated creating an opening: by promotion, voluntary termination (quit), or involuntary termination (fired), or a completely new position is created either out of need of a duplicate or new role. Once it is decided to fill a position a job requisition is created by the department supervisor and it is submitted to the Human Resources department to be managed by a recruiter. A requisition helps to codify the requirements of the job, ensuring that the recruiter clearly understands the needs of the role and what to look for in -ualified candidates.
This type of process allows the company to monitor areas where they may have high turnover, check their efficiency recruiting for applicants overall, or to justify the need for additional recruiting efforts for difficult-to-fill positions. A well-ordered and organized hiring process using requisition numbers helps larger organizations manage a wide range of positions.
Publish Job Opening
The next step is one you are familiar with. Depending on their budget, an employer posts the position on their own career pages, on job boards, and/or with an agency. They might also include information on their target candidates, location and a variety of other potential factors, such as diversity hiring efforts, veterans outreach, and new graduate recruitment programs.
It helps to understand the types of resources an employer may use to recruit as you begin to source jobs. Try to think like an employer hiring for your desired role and consider the places you would be likely to find candidates with your qualifications.
Candidate Application Process
Once you submit your resume and/or application to the employer, it is now in their ATS. From there they can automatically acknowledge your application and possibly tell you a little of what to expect in their hiring process. It is important to follow an employer’s application process. It doesn’t mean you can’t engage in additional networking activities as well (in fact, it’s a good idea), but you also have to submit an application following the instructions provided. If the employer has an online application, make sure to fill it out as much as possible. The employer’s ATS might eliminate incomplete applications from the running. Enter “not applicable” if there is an area that does not apply to you.
Applicants Screening
During the initial screening, employers may do a keyword search in their ATS to find the candidates they want to interview. It’s important to customize your resume to feature the keywords that employers use in their job posting or that they are likely to use to search for your role. Each time you apply to a job, be sure to do some research and tailor your resume. Also, if you had strange, or obscure titles in a previous position, consider substituting for something more commonly accepted.
Many employers now do an initial phone screen before setting up interviews. They may call you and ask only a few questions including your salary expectations. Be sure to research the position to see if you can discover a pay range. If you get asked about your salary expectations at this point, you can ask if they have a range they are considering and then relate if that range is acceptable. If the employer doesn’t want to give a range, you may want to provide your own salary expectations. You might also take the opportunity to emphasize what is important to you in the new job, what motivated you to apply (i.e. location, reputation, a colleague recommendation, and/or culture fit).
In-Person Interview with Recruiter or Hiring Manager
In the hiring process you are likely to encounter either a recruiter from the Human Resource (HR) department or a hiring manager, or both. In addition to an initial phone screen, in-person interviews can have multiple rounds. Interviews may include just one person or even a panel of interviewers. Questions can range from skill- and/or knowledge-based questions to the very common behavioral interview questions. Preparing and practicing for the interview beforehand can help you become more confident in your answers.
Depending on the position and hiring process, you may also have to give a presentation or take other types of skill-based screening and tests. From the time you enter the parking lot until you leave, you are being evaluated, so do your best to create a great impression.
Hiring Decision
After an employer has conducted all of their interviews, the recruiter, hiring manager, and any other members of the interviewing panel will usually review all of the candidates, discussing three main areas; skill fit, cultural fit, and motivation. Motivation can be a deciding factor in the hiring process, so ensure the employer knows how much you are interested in the position and really want the job. You can express this by creating a powerful cover letter that is customized to the position, by being prepared for the interview (research and practice), and by following up promptly with a thank you to each interviewer.
Offer Extended
Once an employer has come to a decision about which candidate they want to hire, a verbal offer is extended. After the terms of the offer are negotiated, then the employer will extend a final offer in writing.
Negotiation
After an employer extends the initial offer, you have the option of asking for time to consider, usually only a day or two. Employers know that the choice to accept a position can be complicated and might involve weighing multiple offers and personal goals.
While you are considering whether or not to accept the position, also evaluate if the offer is firm or negotiable. Think about whether your skills and experience merit a higher salary, wage, or additional bonus or perk. Be sure to think in terms of the entire compensation and benefits package, both when you are comparing offers and when you are thinking of what to negotiate. Sometimes an employer will have very little room to move on salary, but will be able to accommodate a request for an additional benefit, like extra vacation time, or help with relocation costs.
When you go to negotiate your offer, make the strongest case you can for the value you are creating for the employer and work towards a win-win resolution to the negotiation. This is another opportunity to create a good impression and to start building a strong professional relationship with your new employer. Keep the tone of the negotiations positive, emphasizing why you want to work there and the value you add to the team.
Accept or Reject the Offer
If you accept, you will usually receive it in writing in the form of an offer letter. You may also receive additional paperwork for taxes, benefits, and in some cases, a background check.
If you reject an offer, a verbal offer may then be extended to another candidate that was also agreed upon as a potential hire or back-up. If there are no other viable candidates to extend an offer to, or if the other candidate(s) also decline, the search cycle will start over from the beginning.