Roger Hilton

With over 25 years experience as a successful Executive Recruitment Consultant, Roger has consulted with a number of large and small organisations throughout broad areas of industry and commerce.

From Both Sides of the Desk

From Both Sides of the Desk will significantly enhance your knowledge of the employment process.

'From Both Sides of the Desk'

ISSUE NO 6 - NOVEMBER 2004

How to screen in the right candidates
and not interview the wrong ones! (Part 2)

The Application - Your opportunity to screen in the most appropriate applicants

In our last issue, we discussed - Initial Screening of résumés and Telephone Responses. In this issue, we continue with:

Screening resumes and Letters of application
Selecting for Interview
Responding to Applicants

Screening the letter of application and résumés

The following points should be consideredin your evaluation of any written application. However, the importance you attach to any particular point should reflect its relevance to the requirements of the position. Remember, you are trying to establish facts and highlight details that you may wish to address at a subsequent interview.

In the interest of confidentiality, the résumé should only be forwarded to those involved in the recruitment process.

Quality of presentation of the résumé and letter of application

Does the overall document impress you as having been composed and presented with care?

More specifically:

Is it carefully or carelessly typed or handwritten?
Is it easy to read?
Is it tidy or untidy?
Is it an original or a good/poor quality photocopy?
Is it a typed form letter with handwritten entries?
Is the composition/spelling of high/poor quality?
Is information presented in a logical/illogical sequence?

Employment history and Qualifications

Check the dates - are there any gaps or omissions?
How closely do qualifications and experience match your KHC?
Is there a high frequency of job or career changes without explanation?
If remuneration is mentioned is it within the appropriate level for the position?
Has the applicant held other positions senior to the one advertised? - How do these compare to the role advertised?
Have any relevant achievements been included?
Are there indications of transferable skills, from other roles or personal interests?
Have the responsibilities of each position held been included in some detail?
Have reasons for leaving been indicated?

Selecting for interview

A simple grading system can be useful in helping you select those applicants you wish to interview.

Once you have reviewed all applications, sort them into three groups recorded as A, B and C.

In group ‘A’ include all of the applications you believe closely match your KHC.
Group ‘B’ will contain those applications that while not closely matching the KHC, have merit for other reasons and form a back up short list of applicants.
Group ‘C’ is reserved for those applications that clearly do not match the KHC. These applications will be rejected and should immediately be responded to. (See our sample letter of regret at the end of this issue.)

From group ‘A’ select those applicants you wish to interview and arrange a schedule of interviews, which ensures applicants do not overlap.

Consider contacting the applicant personally to arrange the interview. This is a less formal approach than having a secretary or someone else make the contact and can help put the applicant at ease when you meet for the interview.

When communicating the interview time to the applicant, give some indication of how long you have allowed for the interview so that they can schedule their own time.

Responding to applicants

All applicants, without exception, should receive a response to their application. Many organisations have gained poor reputations by overlooking this simple but essential courtesy.
Consider personally contacting applicants you have interviewed and found to be unsuitable for the position.
Plan a turnaround time to ensure applicants receive a response within a reasonable period (7 to 10 days) and are kept informed of your progress.

Applications on hold

Where you have decided to put a particular application on hold for a while (perhaps for later reconsideration), it is a good practice to advise the applicant that you are still considering their application and will be in touch later regarding the outcome. This can be done in writing or by telephone.

Sample letter of regret

Dear «FirstName»

Re: Position of Quality Assurance Co-ordinator

Thank you for your recent application for this position. Unfortunately, I am writing to inform you that in this instance your application has been unsuccessful.

I would like to thank you for your time and interest and assure you that our decision was not an easy one given the high standard of candidates.

With your permission we will retain your details on file for a period of time, in the event that another suitable position becomes available. (this paragraph is optional and dependent upon your specific circumstances)

We wish you every success for the future.

Yours sincerely

xxxxxxxxx
xxxxxxxxxxx

In the next issue, we will discuss:

Preparing for the Interview
Conducting a Successful Interview

Interview Analyses & Follow up

- A Recruitment Thought for the Month -

'I never met anyone who was really successful doing something they didn’t love'

Richie Harris

'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
Web: www.hiltoncg.com.au