Planning Your Hiring Process

Planning Your Hiring Process

For most managers, recruitment is an inevitable part of the job. However, for many, it can be a troublesome (and often time-consuming) process. It doesn’t have to be like this, though. Having a thorough plan in place will help to get your recruitment process on point. To get you started, here is some of the advice we provide employers.

Making the Decision to Recruit

Prior to commencing the recruitment process, it’s important for Hiring Managers to conduct a review of the current position, taking into consideration the business needs and budget implications of the area. Some of the things that should be considered include:

  • Can the duties be redistributed within existing resources?
  • Are funds available for the role in line with industry standards?
  • Does the position description need to be rewritten to reflect the new role?
  • Can the position be used to achieve Equal Employment Opportunity and diversity objectives?

Position Description Creation or Review

The Hiring Manager should review the current Position Description and ensure it aligns with the current requirements, taking into account the salary or standard rates in line with any workplace agreements.

The skills, knowledge, experience, and behaviours required to perform the duties and the relevant salary standards, descriptors or position statements form the basis of the selection criteria. Developing the right selection criteria is essential as these provide the standards against which the selection panel assesses the merit of candidates and determines the selection.

Although it might be tempting to use an existing Position Description, any changes to the roles and responsibilities should be considered and incorporated in an amended role description. If you need help writing a Position Description, Harrison McMillan can help!

Determine the Recruitment Strategy

As a Hiring Manager, you also need to determine the best strategy for obtaining candidates and filling the position. To do this you should:

Form a Selection Panel

The selection panel may have responsibility for assessment of the applicants and recommending the right person for the position, so it’s important to select the best panel for the recruitment process.

Guidelines for Choosing an Interview Panel:

  • The responsibility of choosing the selection panel is the Hiring Manager’s responsibility and may be in conjunction with a Human Resources appointed representative.
  • The recommended number of panel members is three.
  • Ensure the below considerations have been considered and the selection panel is composed of a mix of people. This ensures that (as a whole) you have an understanding of how the role contributes to the effectiveness of the organisation, the principles and process associated with selection, and have a panel member with expertise and knowledge in the same field as the advertised position.
  • At least two-thirds of the panel hold positions above the level of the position being filled.
  • Have at least one person, preferably the Chair, who has participated in formal training in recruitment and the principles of equity.
  • Balanced gender representation.
  • A person from a culture or group for positions that require knowledge and/or membership of that particular culture or target group, if applicable.
  • All panel members must demonstrate a willingness to devote the necessary time and effort required.

The interview panel may contribute to more than one of the above attributes, provided the composition is in keeping with your company’s code of conduct and potential conflicts of interest are realised with the Chair as they become apparent. Harrison McMillan can also be a representative on your Panel and we are here to help!

Determine the Best Strategy for Advertising

You should determine the best strategy for advertising the position and obtaining candidates. Depending upon the length and nature of the position, several options exist such as:

  • Seek
  • LinkedIn
  • Career One
  • Indeed
  • Print Media
  • Industry Publication
  • Social Media sources e.g. Facebook

Agree Service Level Agreements for the Recruitment Process

The creation and implementation of Service Level Agreements (SLAs) are advisable, which establishes accountability in quantitative measure, within the roles and responsibilities of each person on the panel. SLAs should be formed incorporating realistic expectations, based on the roles and responsibilities of the position. SLAs can be used to achieve a benchmark when it comes to efficiency and effectiveness of a service. It is recommended to determine the recruitment timeline, outlining a projection of when this vacancy will be filled.


The hiring process can be challenging, but by being prepared and getting everything you need in place, you’ll certainly increase your chances of success. Partnering with a recruitment specialist would see them take ownership of many of these processes. If you’re looking for support with your recruitment, get in touch with us.