How to Screen Candidates: Best Practices for Effective Hiring

The recruitment process for many candidates can feel like sifting through mountains of sand for a single gold nugget. But what if you could streamline your own candidate screening process and identify those shining stars much faster?  Effective candidate screening is essential for any business looking to build a high-performing team.

Here we equip you with amazing tips and tricks to refine your screening process, saving you time and ensuring you attract the best candidates and job market.  Whether you're a seasoned recruiter, a small business owner, a hiring manager or working with a staffing agency, these insights will help you land the perfect hire.

Building a Strong Foundation: The Pre-Screening Phase

Before diving into resumes and cover letters and reviewing job applications, take a step back and solidify your screening strategy. Here's how to lay the groundwork:

• Craft a Compelling Job Description:  Your job description is the first impression you make on potential candidates. Make it clear, concise, and highlight the skills and experience you're seeking.  Avoid generic language and focus on the specific responsibilities and qualities that will make someone successful in the role.
• Identify Key Criteria:  Outline the essential skills, experience level, and any certifications or qualifications required for the position. This acts as a benchmark when screening resumes and helps maintain consistency during the process.
• Utilize Applicant Tracking Systems (ATS):  Consider using an ATS to streamline resume screening.  These systems can filter resumes based on keywords and qualifications, saving you valuable time and effort.

Shining a Light: Effective Screening Techniques

Now that you have a solid foundation for evaluating candidates of job candidates, let's explore various screening methods to identify the most promising candidates:

1. Resume and Cover Letter Review:

This phone screen is the initial checkpoint where you get a glimpse into a candidate's background and fit for job responsibilities for the role. Here's how to make the most of it:

• Keyword Scanning:  Utilize the key criteria you identified earlier. Look for relevant keywords in the resume that showcase the required skills and experience. For instance, if the job demands proficiency in graphic design software, scan for keywords like "Adobe Photoshop," "Illustrator," or "InDesign."
• Experience Alignment: Analyze the candidate's work history to see if their past experiences align with the responsibilities outlined in the job description. Look for specific examples and achievements that demonstrate their ability to handle similar tasks or projects.
• Cover Letter Analysis:  A cover letter, while not mandatory for every application, provides valuable insights. See if the candidate has tailored the letter to the specific role and company. Does it showcase their enthusiasm for the position and highlight their most relevant skills?

Example:

Let's say you're looking for a social media manager. A top candidate experience strong resume would showcase experience managing social media platforms, content creation skills, and data analysis experience.  The ideal cover letter would express the candidate's passion for social media marketing, highlight their experience growing a brand's online presence, their relevant experience, and demonstrate their understanding of your company's target audience.

2. Phone Screening:

A phone screening is a fantastic opportunity to have a quick conversation screen job candidates and gain a deeper understanding of the other candidate's skills. Here are some tips for conducting effective phone screenings:

• Prepare Questions:  Develop a set of questions that target key qualifications, salary expectations, and overall interest in the position.  Examples include: "Tell me about your experience managing social media campaigns," or "What are your salary expectations for this role?"
• Assess Communication Skills:  Pay attention to how the candidate communicates. Are they clear, concise, and professional?  This initial interaction can reveal a lot about their personality and how they might present themselves in a formal interview setting.
• Gauge Enthusiasm:  Listen for genuine interest and excitement in the role and your company.  Does the candidate ask insightful questions about the position and demonstrate a willingness to learn more?

Example:

During a phone call screening job candidates for a marketing associate role, you might ask the candidate to elaborate on a specific project they mention in their resume.  Listen attentively to their response. Do they speak passionately about the project and their contributions?  Do they ask questions about your company culture or the team they would be working with? These details can indicate a high level of interest in particular job and potential fit.

3. Skills Assessments:

Skills assessments can be a game-changer, especially for roles requiring specific technical proficiencies. Here's how to take skills tests and leverage them effectively:

• Identify Relevant Skills:  Choose assessments that target the core skills mentioned in the job description.  For example, if the position requires strong writing skills, consider a writing sample test or a grammar assessment.
• Standardized Testing:  Utilize standardized tests that offer reliable results and allow you to benchmark candidates against pre-defined criteria. Many online platforms offer a variety of skills assessments for various disciplines.
• Custom-Designed Tests:  For highly specialized roles, consider creating a custom test that directly reflects the tasks and responsibilities outlined in the job description.

Example:

You're hiring for a web developer position. A relevant skills assessment could involve a coding test where candidates need to solve a specific programming challenge. This a skills test allows you and screening applicants to evaluate their technical skills and problem-solving abilities in a controlled environment.

4. Video Interviews:

Video interviews are a convenient and efficient way to evaluate potential job candidates to conduct pre-screening interviews remotely. Here are some ways to do in person interviews and make the most of them:

• One-Way vs. Two-Way:  Consider one-way video interviews where candidates record responses to pre-determined questions. This can be a time-saving method for initial screenings.  However, two-way video interviews allow for real-time interaction and assessment of non-verbal cues.
• Structured Questions:  Prepare a set of structured questions to ensure consistency across interviews.  This allows you to compare candidates fairly and efficiently.
• Body Language and Presentation:  While qualifications are crucial, video interviews also allow you to assess a candidate's body language, communication style, and overall presentation.

Example:

Let's say you're interviewing two job applicants for a customer service representative role.  A video interview might involve pre-recorded questions about conflict resolution techniques or how they would handle a frustrated customer. You can give interview questions and then assess their communication skills, empathy, and professionalism through their on-screen presence.

5. Social Media Screening:

Social media screening can be a double-edged sword. Here's how to approach it cautiously:

• Focus on Professionalism:  Look for content that showcases the candidate's professional brand and aligns with your company culture. Does their social media presence reflect the values and image you want to portray?
• Respect Privacy Settings:  Only look at publicly available information.  Do not search for private profiles or information.
• Maintain Compliance:  Be mindful of legal restrictions regarding social media screening in your region.  Certain types of information gleaned from social media might be off-limits when making hiring decisions.

Example:

While social media screening and job requirements can be controversial, let's say you're hiring for a social media manager role.  You could call suitable candidates and check their public profiles to see if they actively participate in relevant online communities and demonstrate strong social media engagement.

Remember this...

Social media screening should never be the sole factor in a hiring decision. It's a supplemental tool to further background checks and gain further insights into job seekers, used with caution and in compliance with local regulations.

By utilizing this combination of automated resume screening tools and techniques, you can effectively and screening candidates to separate the wheat from the chaff and identify candidates who possess the skills, experience, and cultural fit to excel within your organization. Remember, the goal is to create a well-rounded screening process that allows you to find the perfect match for your team.

Beyond the Resume: Uncovering the "X" Factor

While qualifications are important, what is screening for a successful hire often comes down to cultural fit and soft skills. Here's how to delve deeper into hiring teams:

• Behavioral Interviewing:  Go beyond the "tell me about a time" cliche.  Use behavioral interviewing questions that focus on past experiences and how a candidate demonstrated specific skills in real-world situations.
• Reference Checks:  Contact previous employers or references listed on the resume to verify the candidate's work ethic, skills, and accomplishments.
• Work Sample Tests:  Assign a project or task relevant to the position to assess the candidate's abilities and problem-solving skills.

Keeping it Legal and Ethical

Throughout the screening and selection process, remember to maintain legal and ethical practices. Here are some key points to consider:

• Be Consistent: Apply the same screening criteria to all candidates for the same position.
• Focus on Job-Related Criteria: Avoid discriminatory questions or screening practices based on factors like age, race, or gender.
• Maintain Confidentiality: Keep candidate information secure and only share it with those directly involved in the recruiting process.
• ‍Collaboration is Key: Don't go it alone! Involve your hiring managers and other team members in the screening and hiring process.  Multiple perspectives can help identify well-rounded candidates who will thrive in your company culture.

You might also be interested in

• ATS for Recruiting Agencies
• Boolean Search Course
• Boolean Search Ebook
• Employee Attrition Rate
• What's an ATS?