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Some Etiquette Tips for Recruiters

Introduction

If you have ever been on the job market yourself, you will find that it can be tough out there! There is usually considerable competition in most fields and it is commonplace for employers to be overwhelmed by the number of applications they receive for the one vacancy. Job applicants are aware of this, and it can be very frustrating when they are dealing with potential employers who don’t treat them with common courtesy and respect.

Here are some examples of good recruitment etiquette for employers to adopt to ensure they attract the best candidates.

Make the job application process as simple as possible

Try not to expect job seekers to spend more time than is necessary preparing their application for your vacancy. Remember, they may be applying for many others. Make sure you have clarified what you require in their application and stick to that. Keep it simple.

Make sure your position description is accurate

An inaccurate job description wastes not only your time, but also the candidate’s.

Keep your website fresh and current

When a candidate is researching your company, they will check out your website. If the graphics on your site and content are outdated, candidates may be put off.

Ask for a brief cover letter if one is required

If applicants are required to address all your selection criteria and they are also required to write a cover letter, ask them to make the cover letter brief. Job seekers can spend hours applying for the one position and not even make it to the short list.

Send an email confirming you have received job applications

Common courtesy dictates that you send an email confirming you have received candidate’s applications.

Never cold call the candidate for a phone interview

Be efficient and email the candidate if you would like to set up a phone interview. Calling out of the blue and expecting a candidate to answer some interview questions without warning is unprofessional and does not allow the candidate to prepare.

Be well prepared when conducting your interviews

Make sure your interview is well prepared, and when meeting candidates you have all information on hand to answer any questions they might have at the interview. Ensure the best people are on the interview panel, and that they are fully conversant with the requirements of the particular vacancy.

Always communicate the outcome to unsuccessful candidates

Job Seekers go to great lengths to prepare for, and attend interviews. It is almost inhumane to leave them hanging. When a decision has been made and the preferred candidate has accepted the offer, always ensure you advise unsuccessful candidates immediately.



How to successfully get and retain the right employee for a role within your business


Clearly define the role the person will enter into

Communication is the key here. It is imperative that the role of the vacancy is clearly defined from the outset. This means the incumbent is fully aware of their tasks, responsibilities, accountability, objectives, reporting and so on. Usually these are defined in a position description, however, not all jobs require one. Make sure everyone is aware of who does what and why from day one.

Clearly define the role in the ad

Make sure your job ads are not misleading. Ensure you include the tasks, responsibilities, accountability, objectives and management requirements in the ad, or at least lead applicants to your website and have these details defined clearly there. In addition, your call for applications should include the necessary attributes, achievements and expectations you have of the applicant.

Have the right people conduct the selection and interview.

Remember, you are looking for the best person for the job so get the best selector and interviewer to do these tasks for your business. Ensure they have a vested interest in that if they select and hire the correct person for you this time then they will be recommended and used again should their skills be required.

Ensure that the person managing the new employee is suitable

Often the problem is not the employee, but rather their manager. Their manager may be unaware of the employees’ role, may feel threatened by their role or may be uncomfortable managing that role, in which case they will make matters very difficult for the employee and bad for the business. The manager needs to be fully aware of the role of the employee and needs to be able to properly mentor and properly manage the employee.

Ensure that the correct incentive program is in place

Every job, and person in a job, needs an incentive program. You need to make sure that your incentive program is the correct one for the job. Incentive programs are not always all about a monetary reward. There are often other more pertinent rewards, for example, extra weeks of paid leave, an end of year bonus or company shares to provide extra incentive.

Have a defined progression path.

Care needs to be taken when defining a progression path as what works for one type on employee may not work for the type of employee suitable to the role you are interested in filling. The employee may simply be interested in staying in the role while receiving an increase in incentives matching their ability and success, rather than moving into a management role. To this end there needs to be as many potential progression paths available as there are types of employee for this role.