Your company doesn’t have an HR Manager (or team of personnel), trained to hire large groups of people at once, but you - as a manager - have been tasked with hiring a large number of new employees. What are the steps you need to know? How do you even begin? And how can you suggest ways for your company to improve?
High Volume Recruitment for the Non-Recruiter
For newer or startup companies that are growing and suddenly need an influx new people, how do you streamline the process of hiring new candidates to make it as pain-free as possible, especially for companies without dedicated teams of people whose only job is hiring? As a busy person who has other tasks to complete in the day, what should you do to save the company time and money, yet still provide high quality candidates?
Mass hiring is a huge responsibility for a line manager (or any individual). For companies that need to hire large scale such as in retail, hospitality, healthcare, temporary staff, and seasonal employees, it may be more cost effective to bring in an HR Manager or team of HR personnel to aid in the process - because recruiting large groups of people is an all day job! If you don’t have that luxury just yet, fret not; all hope is not lost.
Plan: Who Do You Need?
When hiring for multiple roles, you need to plan. If there isn’t a hiring process in place, devise one.
Make a list of all the roles you need to hire for. Discuss with other managers and the people who will be working with these new hires, what is the minimum criteria for each candidate? What gaps are there in the workforce? What does each candidate need to have to transition into the office as smoothly as possible and hit the ground running, so to speak? Are there essential criteria and desirable ones? Figure out what your team is willing to contribute - training wise, facilitating, helping - to the new hire. Remember that the more skills that a candidate has, the faster that person can get on with much-needed tasks.
Write down how you will measure if a candidate has these qualities. Will you determine these skills from their CV only, from a short telephone screening, from a face to face interview, or a combination of the three?
Do you need to do any pre-employment checks that will cause bumps in the road? For example, right to work, background checks, references, credit checks, and so forth. If so, plan how you will deal with those checks. Will you start the process before or after you hire a potential candidate? If you find the perfect candidate, and these checks aren’t in place, you may find yourself having to choose second best.
Timeline: How Long Should the Hiring Process Take For En Masse Hiring?
How long will the job posting(s) be available? Are you going to open the postings up for a week or a month, less or more? Who will write the job descriptions? What are the advantages and disadvantages of each method? How quickly do you need to hire?
Asking yourself these questions, and finding answers that work for your company will help make the process easier and more specific. The more specifics you can answer, the better it will be for you and your company. Know what you want so you can get what you want when you want it!
When will you shortlist your candidates? When will you call them for interview? How will you contact them? How can you keep track of which candidates have applied for each role and how many? How many candidates will you interview for each role? After that, how long will it take to decide? Once you select a candidate, how long until they start, and what process is in place after they start - training, employee orientation, and so forth?
It’s a good idea to identify when you need to hire someone well before you need them. That way you won’t have an inefficient office where each employee is trying to balance an unmanageable workload - which won’t create good company morale.
It’s also a good idea to have a candidate talent pool. That way before you even worry about job postings and combing through applications, you can check your databases (or emails) if there’s someone you have already interviewed in the past who will fit your company needs (i.e. maybe someone who seemed they’d be a good fit with more training, but at the time you needed a quick hire with more experience).
Even when undergoing such a big task, make sure your company feels personal and projects that it’s a place an employee wants to work.
Technology: What’s Out There to Make This Process Easier?
There are many tools, apps, and technologies that can be used for enticing, screening, and communicating with candidates. Automating the process - to some degree - without making the process impersonal will help make everything more efficient. And if you only hire occasionally - this isn’t your “day job” - then it will save you time and hassle.
Different companies offer applicant tracking systems that keep track of who’s applied for the job and what stage of the process they’re in (i.e. applied, you’ve spoken to them, invited them to interview, passed the phone interview, offered the job, keeping them in the talent pool, and so on). Applicant tracking systems are also a great way to access CVs, see all of the applicants and their correspondence in a spreadsheet type organisation system, everything is easy, accessible, and streamlined. No more searching through your inbox for that applicant you were speaking with last week and you can’t quite recall their name (because you’re busy balancing your job too).
Once you’ve found potential candidates, new technologies such as video screening can save you time and be an initial hands-off approach. Since it’s the technology age, candidates can be weeded out by recording their answers to questions you have set in place. You can then view these mini interviews at any time and decide who you want to speak to face to face. This works really well when you have many candidates to go through.
Finally, as mentioned before, you may want to keep some sort of talent pool database for your company, especially when there’s no set HR Manager to keep track of everyone. Your talent pool database will be a great place to find candidates who will meet your company needs down the line.
Offer and Onboarding: What Next?
Once you’ve hired someone, the process isn’t over yet. If you want to keep someone at your company, and keep them happy, you need to make sure their experience in the first few days and weeks at your company is a positive one. Make sure the process is personal and planned. When hiring lots of people at once, you’ll need a plan in place on how to train these employees effectively so they can settle in as fast as possible. If you don’t have a mass training program in your company, find a team member (or a small team who will work with him/her) who can help make the new employee’s (or employees’) transition easier.
When there are many people being hired at once, it can create a camaraderie amongst new employees so build on that too. Make sure all new employees are fitting in. Sometimes, when you’re hiring en masse, many of the employees will be temporary staff but good training and effective management will help ensure the employees do their job successfully and to the end of their contract. Unhappy staff can leave early and will result in you having to restart the hiring process.
Once the process is over, analyse the results - time frame, what did it cost, and how long did it take from start to finish - so you can improve.
Now you've been helped with Hiring En Masse, why not save even more time and effort with these FREE email templates?
Our email templates have pre-written emails to help you invite candidates to interview, send out onboarding and welcome letters, reject candidates en masse, offer a candidate the job, and much more. All you have to do is download, edit, and send. Download your free templates now: