Application review
The application stage typically includes reviewing a CV. Asking a few targeted questions is a good idea, and can give you a better insight into the candidate’s suitability than their CV alone.
- Use screening questions: these will save time and effort by clarifying that they have both the right to work and required qualifications upfront.
- Ask yes/no questions: one to three yes/no questions can check they have sufficient understanding of a relevant technology or industry, and have held a role at an appropriate level of seniority (eg management). An applicant tracking system (ATS) can automatically notify unsuitable candidates.
- Ask targeted questions: one to two targeted questions can provide insight into a candidate’s ability to perform the job, and can help to gauge their interest in the role.
- Be consistent and mitigate bias: evaluate each candidate objectively and according to clear and fair criteria that are based on the job requirements. Ensure the application process is accessible for all.
- Pre-screen their availability: factor in the notice periods, holidays and interview availability of each candidate. You can use a scheduling tool to automate booking in initial calls.
- Act promptly: to avoid losing top candidates, where possible, contact applicants within days. Do not leave the candidate waiting for longer than a week to hear what the next steps in the process are.
Phone or video screening call
An initial phone or video screening call will allow you to evaluate the applicant’s skills, experience, communication skills, attributes and alignment with your company values.
- Use email templates: save time and effort by creating templates for several events, such as scheduling a call and checking salary match etc.
- Use question banks: a list of questions to refer to during screening calls and interviews will ensure your process is efficient, effective and consistent. It will also help you to avoid assessing only the candidate’s social competence and, instead, help you focus on checking that their abilities match the role.
- Implement a scoring system: assign points to certain criteria to ensure objective evaluation. Use a consistent scale (one to five) to compare candidates fairly.
Other effective screening methods
- Take-home assignments: giving candidates assignments to compete at home is a good way to assess their project management skills and self-motivation.
- Coding challenges: these can help to evaluate their technical skills and problem-solving abilities.
Best practice
- Clearly communicate: set expectations and maintain open communication.
- Offer feedback to all: acknowledge every candidates’ efforts by providing constructive feedback and positive observations that will help them during future applications.
- Create rejection templates: create a few email templates for typical rejections (especially at application stage) such as budget/salary mismatch, missing qualifications or technology/industry knowledge. You can send these automatically using your ATS.
- Offer more detail: as well as automated emails, consider offering a follow-up call to provide more detailed feedback for rejections at later screening stages. This demonstrates that you value their time, enhances the candidate experience and contributes to a positive perception of you as an employer.
- Leverage technology: use tools for efficiency and automation, such as scheduling software, video interviews and online assessments. Integrate these tools with your ATS to streamline the process and track performance.
- Continuous improvement: gather feedback and track key performance indicators (KPIs) to identify areas for improvement.
- Data compliance: ensure that you adhere to data privacy regulations.
Key performance indicators (KPIs)
- Application completion rate: measures the percentage of candidates who drop out of the application process and tracks which stages see the highest number of dropouts.
- Interview acceptance rate: tracks the percentage of candidates who confirm and attend scheduled interviews.
- Time to engage: indicates the speed and efficiency of your response to applicants. Externally, this indicates the value you place on candidates’ time.
- Application to interview ratio: measures the number of applications received per interview conducted.
- Rejection rate: tracks the percentage of candidates who do not meet the screening criteria, as well as typical reasons for rejecting candidates.