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Sat Feb 10 2024

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Workflow For Hiring Process: The Ultimate Guide

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work flow for hiring process

Before hiring an employee, the organization goes through a detailed procedure known as the hiring process. This workflow for hiring process includes various steps as it is the procedure of looking at applications, choosing the best applicants for interviews, testing candidates, deciding amongst candidates to hire, and carrying out numerous tests.

In this guide, we have mentioned in detail the essential steps involved in the hiring process workflow along with agile recruiting, agile hiring workflow, applicant tracking system workflow, and ats in recruitment to create an effective hiring process.

What is a Hiring Process?

The hiring process is a well-crafted step-by-step procedure for selecting the ideal candidate. Managers, Human Resource Management (HRM), recruiters, or a combination of all three usually perform this task. Human resource managers frequently take the lead and work with the appropriate teams and departments to simplify the recruitment process workflow.

Finding a candidate with the ideal qualifications, experience, and personality is vital to the hiring process.

When hiring someone to work for the organization, it is necessary to gather and evaluate resumes, hold job interviews, and then choose and onboard the selected candidate.

Steps involved in Workflow for Hiring Process

Here are 6 essential steps involved in the recruitment process workflow:

1. Identify the hiring need

It is essential to identify gaps within your organization during the hiring process. It could be anything from replacing an employee who has left to managing the workload of a team more efficiently or broadening the scope of the organization's duties. In other words, jobs could be either newly created or recently vacated.

2. Job Posting

Once the need for a new position or filling an empty spot has been identified, managers should draw up a list of required qualifications or write good descriptions for job applications.

It could involve a degree or certification, a certain amount of work experience, or an industry-specific background. With these details laid out, the HR team can then determine the best place to post the vacancy.

3. Resume screening

The recruitment process for workflow includes an essential step: screening and shortlisting ideal candidates. An enormous inflow of resumes might happen due to an effective sourcing campaign.

Establishing a standard procedure to review resumes and choose the most qualified applicants is essential. Recruiters use ATS software to thoroughly search and organize applicants based on the required criteria for the position.

4. Interview Phase

During this stage of the workflow for hiring process, the recruiter needs to organize interviews with the chosen candidates. While an in-person conversation is favored, skype or video interviews are an alternative if the applicant is far from the organization's location.

5. Job Offer

After selecting the ideal contender, it is time to extend the job proposal. The offer letter should be comprehensive, containing all the necessary information such as the start date, performance goals, salary, advantages, work hours, and job policies.

If you are recruiting through an agency, they should make the offer.

6. Onboarding and Training

The onboarding and training stages of the recruitment process workflow are critically essential to demonstrate to the job applicant that they have chosen wisely. The onboarding process must run smoothly, and the training must be insightful.

Despite this, it is still possible to lose a candidate if only a few days of training have been completed.

If you're curious about the screening candidates meaning, check out our comprehensive guide on the topic.

What is Agile Recruiting?

Agile recruiting is an approach that focuses on regular feedback exchanges between and among key project stakeholders to spot changes in the hiring process, inform better business decisions, and result in better results.

Agile increases efficiency and reduces risk in hiring by establishing a consistent and improving hiring process.

Sprints, short cycles of work that set out the requirements and help complete tasks quickly, are a vital component of an agile hiring workflow.

Steps to Implement An Agile Hiring Workflow

It may be challenging to alter the direction of your hiring process, but the return is significant. Here are five suggestions to assist you in implementing an agile talent acquisition process to make recruitment easy.

1. Get Organized

An adequately organized hiring process is the most crucial factor in an agile hiring process. Maintaining control and visibility is challenging if there is no defined starting point, progression of events, and conclusion.

An organized workflow for hiring process will make it simpler to plan the time and resources into manageable units of action because agile recruitment is split down into sprints.

2. Get Specific

The agile hiring process emphasizes productivity and adhering to a timeline, so any uncertainty might slow down the hiring process and put the process off course. It would help if you were as specific as possible to prevent this situation.

Create a detailed job description and specify the necessary and ideal qualifications. Decide on deadlines, and communicate extensively at all times.

3. Delegate

There are several steps involved in the workflow for hiring process. Specify assignments to other team members once the recruitment strategy has been developed. Ensure that they are aware of their responsibilities and due dates.

4. Stick to the plan

Deviations from the hiring plan may result in delays and disruptions. Agile recruiting prevents mid-sprint modifications that can force teams to start over. Once the sprint has begun, follow the procedure until it is finished. If something goes awry, incorporate your knowledge into the next sprint.

5. Finish, take notes, and proceed

After the sprint is over, it's time to evaluate the results. Try to gain as much information from the prior activities as possible while remaining objective.

Try to understand why the sprint was successful if it was. If the expected outcome was not obtained, try to determine the source of the problem and plan the next sprint using these lessons.

Agile Recruitment Certification

Organizations provide agile recruitment certifications to train and certify professionals in agile methodology. These certifications can assist individuals in finding better job opportunity and advancing their careers with planning.

Here are 5 Agile Recruitment Certifications to advance your career:

  1. Agile Certified Practitioner (ACP) -The ACP certification from the Project Management Institute requires experience with agile and an understanding of the fundamentals.
  2. Professional Scrum Master (PSM) -The certification demonstrates your knowledge of Scrum values, techniques, and implementations. You can get certified in Scrum by passing an online exam.
  3. Safe Agilist (SA) -Scaled Agile is a certification eligible professionals can receive for using Scrum at an enterprise level. To become SA certified, complete both the course and the online exam.
  4. Agile Project Management (APM) -The APM certification demonstrates an individual's skill in implementing agile approaches to project management. It is available for those with experience collaborating with agile teams and understanding agile concepts.
  5. Certified Disciplined Agilist (CDA) -The CDA certification demonstrates an individual's ability to apply disciplined Agile approaches in corporate settings. It is open to anyone who has an interest in the subject.

Applicant Tracking System Workflow

Q1. What is an Applicant Tracking System (ATS)?

Ans. ATS or applicant tracking system is software that collects, and makes information about job seekers and job postings, facilitates the scheduling of interviews, automatic emailing of prospects, and notification of events. It is beneficial in the workflow for hiring process as it helps the hiring managers to hire the ideal candidate.

Consider looking into the advantages of an open source applicant tracking system if you're searching for a strong and adaptable solution to manage your hiring process.

Steps Involved In Applicant Tracking System Workflow

ATS works in 4 simple steps, and these include:

  1. When a position opens up, all the necessary data is entered into the Applicant Tracking System. This data includes the job title, the qualifications sought, and the experience level needed.
  2. After gathering the pertinent details, the ATS builds an engaging portrait of the ideal Candidate.
  3. When candidates send their CVs, the ATS evaluates, organizes, and rates them, following how closely they match the desired profile.
  4. Recruiters can rapidly pinpoint the most suitable applicants and progress to hire qualified employees with recruitment procedures.

Q2. How ATS In Recruitment Helps Recruiters

Ans. ATS helps make the hiring process more streamlined and engaging for all parties by reducing the time-to-hire and cost-per-hire while matching organizations with top talent they might have missed otherwise.

Here are some essential points that show how ATS benefits Recruiters.

1. Make Job Posting Easier and Faster

Discovering the perfect person for the job can be lengthy if you need the right resources. But with ATS recruitment software, you can do it quickly.

You won't have to log into multiple accounts and manually monitor the analytics.

All of this can be done with just one click. This makes the workflow for hiring process simple and saves recruiters time.

2. Make Interview scheduling easier

Instead of manually reaching out to each job applicant to schedule an interview, an ATS in recruitment helps the recruiters to make the arrangements quickly and easily. It means no more back-and-forth emails - setting up interviews is now a breeze.

3. Accelerate the Hiring Process

Employers can save time during the hiring process by utilizing an ATS. This time savings allows the opportunity to focus on other essential activities, like connecting with potential candidates.

4. Promote Collaborative Hiring

Applicant tracking software is designed with modern features, creating an easy collaborative experience. Recruiters can give feedback and reviews to each prospect, encouraging a collective decision-making process with everyone's voice being heard.


Every organization needs an effective workflow for hiring process to select the ideal candidate for the vacant post. A well-crafted recruitment workflow process helps recruiters find a candidate with ideal qualifications, experience, and personality.

In addition, the hiring process only finishes when an offer letter is accepted. Long-term organizational growth depends on the smooth journey from the acceptance letter through the onboarding procedure and into the early stage of employment.

Frequently Asked Question

Q1. What are the five stages of the hiring process?

Ans. The five stages of the hiring process are:

  • Planning for the recruitment process is the initial step. It includes major and minor duties, credentials/experience/qualifications needed, pay, start date, and any special terms.
  • The second step is to create a recruitment plan for potential new hires. It involves thinking about internal or external training, recruitment procedure, region, recruitment sources, and order of activities.
  • Once applications have been received, the screening process is the next step in recruitment. Recruiters should carefully review every application and objectively evaluate it against the company's criteria. They should pay special attention to candidates who embody the company's mission.
  • Once the candidates that meet the necessary qualifications have been identified and chosen, the interviewing process is the next step. It should go smoothly and leave a good impression on the contenders. Employers must be courteous and respectful of all individuals and treat them equally.
  • Onboarding is the final step of the recruitment process. It involves welcoming and positioning new personnel within their roles and ensuring they understand their duties and goals.

Q2. What are the key points in an applicant tracking system?

Ans. Some Key Points of ATS are:

  • Resume Parsing- Analyzing resumes is a crucial activity that involves extracting essential data from them, including contact details, job experience, educational background, and competencies.
  • Multichannel Candidate sourcing- Helps you search for suitable applicants for your company by using various means of recruitment, such as job sites, social media, and recommendations from current staff.
  • Interview Scheduling - Automating interviews eliminates the need to rearrange interviews, send out notifications, or juggle different timetables - saving time and streamlining the process.

Q3. What are the 7 sections of a job application?

Ans. The seven sections of a job application include:

  1. Personal Information- This section includes your name, mobile/phone number, email id, address, and date of birth.
  2. Objective/summary- A brief statement explaining the purpose of the application and mentioning the position for which you have applied.
  3. Education- In this section, include your Degree/ diploma, the name of institutes attended, and your grades.
  4. Work Experience- Mention your previous employment history, job responsibilities, and accomplishments
  5. Skills- In this section, mention your relevant skills for the position you're applying for.
  6. References- Name, address, and phone number of professional reference.

Additional Information-Mention any other information, such as certificates, awards, and interests relevant to the job.