There was a blog post last week on a HR website that bemoaned the problem of attracting candidates who seem palpably unsuitable for the role being sought to be filled. Here is a flavour of that post:
“It’s really clear to me what the job entails – a short term (4 months) role with one of our Conservation warden teams, carrying out a range of practical woodland tasks such as chainsaw work, fencing, woodland management and the like. The job description is also very clear on what the job entails. Chainsaw qualification is essential, for example.
I have posted the vacancy out there. It’s on our website, it’s been pushed out via Twitter (of course!), Facebook, LinkedIn, job centres etc. It’s been live for a few days, inviting applications from individuals who meet the criteria.
I find it amazing therefore, to be bombarded (ok, it’s a steady stream, but I’m trying to make a point here) with applications that clearly have absolutely no chance of ever being considered for the post. I’ve had applications from a hotel manager (with excellent FOH skills), a sports physio (might be useful for when I have my next half marathon I suppose), a butler (yes, really!) and a host of others that have not an even remote link to the job requirements.”
I’m sure there are many people reading this with sympathy and empathy – some because you have experienced the same problems in a resourcing role and wish people didn’t waste your time, or theirs. And some, maybe, because you feel for the people who are desperate to apply for a job – no matter how far-fetched the match may seem to those whose careers/jobs follow more established paths.
So now we have two problems. That frustration of those responsible for hiring and recruiting who simply want to invest their time with the best candidates and not ‘waste’ time screening candidates who do not match the base criteria.
The second problem is offering guidance and hope to those who wish to work, but perhaps don’t yet know what they want to do, or how to find those jobs.
There is no easy remedy to this – the answer probably lies in a solution that can only be delivered by politicians, large organisations, the education system and the attitudes that we adopt each day. However, that should not stop each of us trying to improve that which we can influence and if we each do our own bit the collective benefits can be significant.
Well, if you’re responsible for the hiring process/system in any organisation, then you could perhaps start with using your Applicant Tracking System (ATS) with a bit more purpose? Maybe start with the following steps:
Make sure you advertise your job widely – it is a folly to try and reduce the pressure on your own time by hoping for fewer candidates! You need to reach the maximum field to find the best people – the online recruitment software will then take care of the administration easily. That said, you should target only relevant advertising sources. There’s little to be gained in advertising at a Graduate fair for roles that are more suited to people who don’t need a degree qualification.
You really should use screening questions at the start of the application form.
These don’t need to be detailed, but simple and relevant questions will frequently highlight the most unsuitable candidates; for example: we had a client who advertised for van drivers leading up to Christmas and had over 5,000 applicants. However, simply by asking two questions (‘Are you eligible to work in the EU?’ and ‘Do you have a valid driving licence?’) they eliminated 1,300+ candidates very quickly.
Know your criteria and then match candidates against those needs.
Once again this can be a simple process if you ask the right questions in the application form; for example: if you require someone with customer service experience, but with a cultural style that matches your own business, then ask a situational based question such as:
“If a customer came in to the business with a complaint would you:
- Listen and make a note of the issue and let them know you will deal with it?
- Try to explain why you feel the problem they are having is not the fault/responsibility of the business?
- Ask them to speak to your manager with the issue?
- Try and resolve the problem for them as much as you can?
Now, each of these may not be ‘right’ or ‘wrong’ – but if each response is scored (i.e. some are more right than others) against your own needs, you can quickly identify the people who are most likely to fit into your business and perform in the role.
These types of evaluation questions, whether based on experience, attitude or knowledge are brilliant in quickly identifying the top 20% of candidates who you then need to invest 80% of your time in.
Please make sure you communicate in a timely fashion with ALL candidates.
If people are not right for the role, then don’t be afraid to advise them of that fact with an explanation. If you need a driver and the candidate doesn’t possess a driving licence, then the response is relatively easy. But, disciplining yourself to give a response (even if it’s selected from a drop down of email templates) is a sobering test as it often causes you to question why you are not shortlisting someone – is it because of what may be seen as prejudicial reasons?
The above approach doesn’t address all issues that recruiters and candidates face, but the essence of what this approach does is allow recruiters to invest a good deal of time in those candidates who are properly assessed as being the closest fit for the role.
In addition, it also ensures that candidates hear back quickly (this can be automated in a good Candidate Management System) and, with a little bit of feedback, can be encouraged to carry on applying for other roles elsewhere. What’s more – your own employer reputation as an organisation can be enhanced by providing helpful and swift feedback.
We should all never forget that, even with a good Applicant Tracking System in place, the world of hiring is still a people business and people should always be treated with fairness, dignity and respect. Surely a timely, polite and helpful response to the time taken to submit an application isn’t too much to ask is it?