The Key to a Successful Recruitment Process —11 Steps to Help You Hire the Right Candidate

The right person in the right position can truly work wonders for any company. However, it requires knowing how, and where to search, to find the person who is the right fit for your company. Although all recruitment processes may vary, there are some common elements that increase your chances of hiring the perfect match. Here, you can read more about 11 essential steps to create a recruitment process that effectively assists you in finding your next talent!

What is a Recruitment Process?

A recruitment process helps companies find and hire new employees with the skills and personal qualities required to succeed in a specific position. The process includes steps that help companies clarify their needs, attract talents, conduct fair and effective assessments of potential candidates, and ensure a smooth introduction for the chosen candidate.

Recruitment processes can vary depending on numerous factors. Regardless of the setup, it is crucial for an employer to gain a clear understanding of the candidates who would thrive in the role while providing a positive experience for those applying for the position.

How Long Does a Recruitment Process Take?

There is no definitive answer to how long a recruitment process takes. On average, it usually takes between 2 to 5 months, counting from the time a needs analysis is conducted to when the newly hired employee starts working. However, it can be faster or take longer.

Much depends on the seniority or juniority of the role, the competencies needed, and the type of recruitment process that suits your company.

11 Steps to Build an Effective Recruitment Process

A great recruitment process provides both you and the candidate with a clear picture of whether you are a good match for each other. To reduce the risk of costly recruitment mistakes, you need a structured, efficient, and fair recruitment process that helps you understand the candidate’s technical skills, personal qualities, ambitions, and goals. The candidate also needs a clear view of what it is like to work with your company.

Here, we have gathered 11 steps to help you succeed in your recruitment process:

1. Needs Analysis — Start the Recruitment Process by Understanding What You’re Looking For

Before you begin searching for candidates, it’s wise to identify the internal needs and skill gaps. Consider your company’s current situation, future goals, and what is required to reach them. This way, it becomes easier to map out the tasks, responsibilities, competencies, and qualities the candidate should have to succeed in the role.

2. Requirements Profile — Identify Necessary and Desirable Competencies

Once you have a clear picture of the required competencies, you can start creating a requirements profile. This profile provides an overview of relevant competencies, qualities, and experiences, such as:

  • Previous work experience
  • Technical skills
  • Personal qualities
  • Education
  • Certifications
  • Language proficiency

It’s helpful to distinguish between necessary and desirable qualifications. This makes it easier to make an initial selection of potential candidates. If the competition for candidates is high, which is the case within the tech sector you may have to be willing to compromise on skills that are desirable but not necessary. Having made this selection in advance helps the process down the road.

3. Job Advertisement — Spark Interest Among Potential Candidates

A job advertisement is designed to attract a broad range of candidates who meet the requirements profile. In short, a good job advertisement includes an attractive description of what it’s like to work with your company and a clear overview of role expectations.

It’s useful to include the following points:

  • Job title
  • Information about the company and work culture
  • A clear description of the role, tasks, and responsibilities
  • A clear description of the competencies and qualities you’re looking for
  • Other points from the requirements profile
  • Benefits and perks of working for the company
  • Location and work setup details
  • Contact information for questions or inquiries

As mentioned before, it’s also helpful to distinguish between necessary and desirable qualifications. For example, if you state that 5 years of experience in a particular field are required, you might miss candidates with 3-4 years of work experience who are otherwise a perfect match in terms of competencies and personal qualities. Instead, it might be wise to state that 5 years of experience in similar positions is desirable but not necessary.

4. Reaching the Right Candidates — One of the Most Challenging Steps in a Recruitment Process

After creating a job advertisement, it’s time to ensure it reaches the right people. You are probably already familiar with various online platforms where you can share your job advertisement. It’s an easy way to reach a large number of potential candidates actively searching for jobs.

However, in many cases, it’s also worth looking for candidates using alternative offline methods. It is often said that the best talents are already employed but may be open to new opportunities, these are often referred to as passive talent.

Online job-seeking platforms are popular across industries and roles. You often have a lot to gain by posting ads on several different platforms. However, keep in mind that many are competing for the candidates’ attention, which places high demands on the thoughtfulness and interest-catching aspects of your job advertisement. If your company has profiles on social media, it might be a good idea to share the ads there as well.

The ideal candidate might be passive in their job search, which requires you to actively seek them out. Some companies have employee referral programs, where current employees connect potential candidates from their own network. You can also inquire if anyone in your network can recommend suitable talents.

This step often takes time and requires substantial resources. However, your efforts are likely to pay off multiple times by bringing on an engaged, motivated, and competent new colleague.

5. Selection — Find Effective Methods to Create a Fair Recruitment Process

The next step in the recruitment process is to make an initial selection of candidates you want to get to know better. Start by going through the applications you’ve received. Be diligent in assessing all candidates equally, especially if multiple people are reviewing the applications. It’s helpful to establish clear frameworks to determine which applications you want to explore further.

Select the applications that meet the requirements profile. When identifying candidates with the necessary competencies, it’s essential to look for keywords, abbreviations, and synonyms. For example, if you are looking for a data analyst, related keywords might include programming, coding, and data visualization.

6. Initial Phone or Video Interview — A First Personal Presentation

Once you have an initial selection, it’s time to gain a more personal understanding of the individuals behind the applications. A phone or video interview is an excellent way to form a personal impression of the candidate.

The first interviews usually last between 15 to 30 minutes, depending on how you structure the recruitment process. Some prefer shorter 10-15 minute first interviews for a quick overview, while others prefer to go deeper right away to make later stages of selection easier.

During the interviews, avoid asking questions that can be answered with a simple “yes” or “no.” Instead, ask open questions that elicit deeper responses from the candidates. For example, you can ask them to share more about their previous experiences in programming, rather than simply asking if they can program. Plan time for candidates to ask questions about the recruitment process, the position, and the company.

One tip is to take extensive notes during the interviews, as they will be immensely helpful later in the recruitment process.

7. In-Depth Interview — Get an Overview of Competencies and Ambitions

A second, more in-depth interview is a crucial part of the recruitment process and often plays a decisive role in understanding which candidate is best suited for the role. In this step, you delve deeper into technical skills, personal qualities, goals, and ambitions. It is also important that the candidate gains a good understanding of the role and the company.

Ask questions that relate to both situations and competencies. Situation-based questions provide valuable insights into how the candidate handles different scenarios. These questions might focus on how the candidate dealt with a particular situation in a previous workplace or how they would approach a situation or problem they may not have encountered before. Competency-based questions help you understand the candidate’s skills, knowledge, and expertise. For example, you might ask about which tools the person prefers to use in various contexts and why.

8. Tests and Work Samples — Excellent Complements for a Fair Recruitment Process

Many recruiters prefer to supplement interviews with tests and work samples. These are excellent ways to ensure an unbiased and fair assessment of the candidates.

There are various types of tests available. Some help evaluate the level of the candidate’s technical skills and abilities. You can also use tests that provide a better understanding of their personal qualities and behaviours. Regardless of the tests you choose, it’s essential that they are scientifically validated and relevant to the role you are hiring for.

Work samples are a great way to gain insight into how the candidate approaches a situation related to the job. For example, you might assign a coding task where the candidate must create a functional code based on specific requirements or analyse a given dataset using relevant methods and tools such as SQL or Python.

Always value the candidate’s time! Going through an extensive recruitment process with interviews, tests, and work samples can be time-consuming and challenging for candidates. Therefore, plan the recruitment process to efficiently determine the best fit for the role.

9. Background Check and References — Get to Know the Candidate Through Others

By this stage, you hopefully have everything you need to make a decision about whom to offer the position. Now, only the background check and references are left before finalising the contract.

Background checks and references help ensure that the information the candidate has provided is accurate. By examining a candidate’s background and collecting feedback from previous employers and colleagues, you gain additional insights into the candidate.

10. Onboarding — One of the Most Critical Parts of the Recruitment Process

When all agreements are signed, and you have set a start date, it’s essential to have a structured onboarding plan. It is a crucial part of the recruitment process as it helps smoothly integrate and welcome your new colleague. Studies show that a good onboarding process can contribute to a new employee’s quick productivity and long-term retention with the company.

11. Concluding the Recruitment Process

A proper conclusion is important for both your company and the candidates who have been part of the recruitment process. In many cases, you may come across profiles that could be interesting for future recruitments, making it essential to maintain a positive relationship and build long-term networks.

A great way to conclude the recruitment process is to offer feedback and an explanation of why they weren’t selected for this particular position. It’s also important to show appreciation for the candidates’ time in going through all or parts of the recruitment process.

Concluding a recruitment process also includes ensuring that all relevant documentation and data are handled securely in accordance with applicable data protection laws. If you have candidates who might be relevant for future needs, it’s essential to obtain their permission to store their CVs and contact details.

We Help You Establish an Efficient Recruitment Process

INSCALE is not an ordinary recruitment partner. We are specialists who assist small to medium-sized companies in the Nordic countries and England in finding, recruiting, and headhunting the best IT talents. Our recruitment process is optimised to minimise common mistakes and risks associated with new hires. We have developed a unique subscription model based on TaaS (Talent-as-a-Service), which makes the recruitment process both safer and more financially sustainable.

First, we tailor the recruitment process to suit your organisation. Next, we find candidates who meet your requirements for both technical skills and personal qualities. We also ensure that our candidate proposals align with your company’s vision, goals, and values.

Learn more about our TaaS model here or schedule a meeting, and we will share more details!


We elevate your business with premier tech talents

INSCALE is your strategic IT scaling partner. Our specialty lies in headhunting, recruiting, and onboarding the best tech talents in your industry to scale your business. We are not constrained by national borders or whether the best talent has a job – we always find and attract the best talent to fit your needs.

At INSCALE, we are proud to operate 6 tech hubs, located in Lisbon, Skopje, Warsaw, Sofia, Kyiv, and Kuala Lumpur. Here, we can build a remote team of tech talents to help you scale your business to the next level.

If you’re interested in elevating your business with premier tech talents, please contact us today to discuss your specific requirements and receive an offer from our sales department.

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