'From Both Sides of the Desk'
ISSUE NO 5 - SEPTEMBER 2004
How to screen in the right candidates
and not interview the wrong ones! (Part 1)
The Application - Your opportunity to screen in the most appropriate applicants
Résumés will come to you in a variety of formats and sizes. Some will be professionally prepared while others may be handwritten, photocopied or facsimiles. They will vary greatly in the amount of information they contain and the way in which it is presented.
The résumé allows you to screen in those applicants you would like to interview.
In this and the next issue we will examine some of the points to consider when analysing the résumé and selecting the short list of applicants for interview.
We will also discuss ways of responding to both successful and unsuccessful applicants.
Initial Screening
Matching KHC and VAP
In Chapter One in our book, we discuss the importance of extracting the KHC (Key Hiring Criteria) for the position you wish to fill. While the KHC were initially used to help create your position specification and advertisement, they now play another important role as a means of evaluating applications.
This is the initial screening phase of the recruitment process.
What is the applicant's VAP?
In Chapter One of our book for the Job Seeker, we discuss the concept of a total person presentation that the job seeker could present to the employer. This profile of skills and attributes is contained in a document called the Vocational Assets Profile (VAP). The job seeker selects relevant aspects of their VAP to include in their résumé.
In your initial screening, you will need to compare those aspects of the applicant's VAP with your KHC.
Telephone screening
If you requested telephone Applications, (in your advertisement), you will find it useful to prepare a telephone-screening guide to collect the same information from all applicants.
We have included a sample guide at the end of this issue for you.
We would like to stress that telephone screening is just that - an initial screening, not an in depth interview (and dependent on the position – telephone skills may or may not be relevant). Job offers should never be made without an in depth face to face interview.
How should you best use telephone screening?
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Use this as an initial screening opportunity (particularly if phone manner and personality are important in the role) and gauge the applicant’s level of confidence, their communication style, the way they present information and the level of interest displayed.
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Remember that this is a two way communication process and applicants will want to receive as well as give information. Be prepared with the detail you wish to provide.
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Have at hand a list of standard questions that relate directly to the KHC.
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Keep it brief. This is only an initial screening to ensure that the applicants fit your KHC.
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Inform each applicant that you will be asking a series of standard questions and writing down the response.
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Advise the applicant that you will be responding to their application following a review of all responses.
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Indicate when and how you will be contacting them.
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Without the benefit of a personal interview you may prefer to refer to salary in broad details such as a salary range, rather than be too specific – ask the applicant their salary expectations.
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Move quickly to arrange interviews with very suitable applicants rather than run the risk of losing them. Remember they may have responded to other positions.
TELEPHONE SCREENING GUIDE
Position ______________________ Date___________________
Information to be collected:
Applicants Name: _______________________________________
Address: ______________________________________________
Contact Telephone/Fax Numbers: ___________________________
Email: ________________________________________________
Currently Working? Yes No
Education: Currently Studying? Yes No
Course Details: _________________________________________
______________________________________________________
Highest Completed Education Level/Qualification
______________________________________________________
Details of Licences Held: _________________________________
Details of Technical Qualifications: ________________________
______________________________________________________
Employment History:
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Current/last Position
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Position
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Employer
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Type of work/
Products
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From/To
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Duties
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Reason for
leaving
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Other
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Ability to work shift work: ________________________________
Availability: __________________________________________
Salary/wages sought: __________________________________
Notes/Other Job Specific Questions:
Application Matches Key Hiring Criteria
Application Does Not Match Key Hiring Criteria
Information to be given to the Applicant
- Explain the process (telephone screening/short listing/interviews/notifications/reference checking)
- Describe the duties
- Describe any training to be given
- Confirm the hours of work, including shift if appropriate
- Give the date of commencement you would prefer
- Explain how and when you will next be in contact with the Applicant
In the next issue, we will discuss:
- Screening resumes and Letters of application
- Selecting for Interview
- Responding to Applicants
- A Recruitment Thought for the Month -
'Every job is a self-portrait of the person who did it. Autograph your work with excellence’
Author Unknown
'From Both Sides of the Desk' - written by Roger W Hilton and Les Brandis in a unique style, that allows both the employer andjob seeker to simultaneously look over each others shoulder - allowing each to better understand the motives and strategies of the other. . . . read more >>>
Roger W Hilton
Principal
Hilton Consulting Group P/L
Ph: (02) 9957 1513
Fax: (02) 9954 4528
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