Best practices for the in-house recruitment process

It seems like Bonnie Tyler’s everlasting lyrics are still relevant – and they also very well reflect the frustration of finding this one and only perfect employee. Still looking for, posting job offers, sharing offers on well-known platforms and still nothing? The biggest difficulties on the labour market are encountered by companies that decide to conduct the recruitment process on their own – which is most often dictated by relatively low rotation and cost optimization (establishing an independent HR unit is useless then).

Recently we have been recruiting in house, which means we do not use the services of professional HR companies, and the process of hiring new employees is carried out internally. We learn from our own mistakes, we listen and analyze because we value the development of both employees and the culture of the organization based on sharing the knowledge. For this reason, in this article we are sharing what we have managed to work out. Here is a set of best practices that will help you transform your internal recruitment into an effective and strategic decision-making process that will attract qualified candidates.

Start with a plan – define your recruitment needs.

Ask yourself – what do I need from a new employee?  
Here is what and how it will help you identify your teamwork needs.

  • Discover the gaps in your existing team. See if you need new skills, performance or personality. The competence matrix is a great tool to assess which skills within your team are missing or require further development.  
  • Check if there has been an increase in workload, which can be dealt with by hiring another person to the team.
  • Monitor performance regularly. You can do a map of features, qualifications, and skills you need to bring to your team
  • Don’t underestimate signals from team members and don’t hire last minute. Act before you start loosing your grip.
  • Prepare a summary with the qualities you need from the perfect candidate, which you will be able to utilize during the selection stage. It may be a good idea to create a list of tasks for a new person, which you can later use in the job posting, and which will allow you to verify whether such person fills your current team.

The perfect candidate? Only if you define what they should be like 

Creating a precise recruitment announcement will help you to clarify the profile of the potential employee and their future tasks and responsibilities within the team. This process can be deepened by defining a proto-persona of a candidate, which will allow to apply the appropriate language of the message adapted to the persona.

You can use our ready-made template to design your proto-persona.

A comprehensive job description is also a nod to the candidate, as they will better assess their role fit in the organization from the very beginning of the recruitment process. Moreover, a well-thought-out and planned job description becomes a tool to ensure that you receive applications from the right candidates.

It is crucial not to overlook the most important factors that will make the employee recruitment process a pleasure rather than a nightmare. A checklist of creating a good job advertisement can be very useful here, as it will make sure that you do not miss key information and will let you clearly define the job and features of the perfect candidate.

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    Don’t forget about the organizational culture in the recruitment process

    The recruitment process is one of the elements of corporate branding, hence get the candidates acquainted with the culture and values that guide your organization as early as at the recruitment process stage. With this strategy, job seekers can get to know more about the organization before they decide to apply, and you can use culture as a tool to attract candidates who share a common philosophy. The candidates often choose to work in an environment that shares their own values. Introducing an employee to the company’s culture after their first steps in the organization may have disastrous consequences for both parties – dissatisfaction, helplessness, lack of motivation – and, as a consequence, termination of cooperation. Therefore, at all stages of the recruitment process, the mission and vision of the company and values must be transparently presented, so that the future employees can have a good understanding of the culture in the team of which they will become a part.


    Take advantage of Social Media

    Supporting the recruitment process by publishing job advertisements in social media is a great and successful approach. Social media help reach and attract more candidates. Publishing job offers on sites such as Facebook or LinkedIn requires changing the language of the ad. This cannot be a copy-paste version of the original job offer. Social media are a completely different world – that’s why the content should be engaging, featuring the most relevant information and benefits, a clear CTA, instructions on how to apply and a sharing request. An ad constructed that way is more likely to generate interest and enthusiasm within our network of contacts.


    Match people by colors – DISC model 

    One by one. The DISC behavioral style model stands for dominant, influencing, steady and compliant. Each of the above mentioned features has a corresponding color – red, blue, green and yellow. Research conducted by American psychologist William Marston has shown that people function according to a four-dimensional map, which is the basis of the DISC model. The model is versatile, so you can successfully use it for recruiting to an international team.

    Read about model here

    Each team in your organization is a set of individual units, which according to the model can be identified and described using specific colors. Obviously, you cannot describe a person with a single color – each of us is characterized by all of these colors, but in different proportions, which can be very useful in terms of team building. A well-functioning and well-balanced team consists of all “colors”. Before you start recruiting, try to determine what colors work in your company and what color will perfectly complement them – this will help you determine the person you are looking for even more precisely. The candidates who pass the DISC model test can eventually turn out to be better employees in the long run as they will perfectly complement the set of qualities and skills in a complementary team.


    Welcome on board – an effective onboarding!

    Onboarding – a process of introducing a new person to the organization, which accelerates their adaptation and has a direct impact on achieving a high level of effectiveness faster. Onboarding is often taken for granted or even ignored in the recruitment process, and yet the period between accepting an offer and the date of commencing work is crucial for effective onboarding. A well-planned onboarding process facilitates getting new employees to work, shortens the time needed to ensure their actual motivation, and has an impact on an employee’s first impression of the organization. 

    At Project: People we have a couple of good practices regarding the onboarding process. Here are the three most important ones: 

    • Each newly hired person has a Buddy – a guardian who helps the newly hired person cope with the new reality. That’s the first person to whom they address questions and doubts related to the functioning of the organization. 
    • Inspect – Adapt. After a week and a month from the day they started working, we organize feedback-related sessions, which give us the possibility to react to the needs and impressions of a new person in the team.
    • Apart from introducing a person to our strategy, responsibilities and touring the office space, we always organize a welcome lunch, where we have the opportunity to talk casually, say a few words about ourselves and break the first ice. 


    Keep in mind

    Placing the nature of the person in the first place (work ethics, way of thinking) rather than technical knowledge and skills may prove to be a good approach in terms of team building. Why? Because the technical facilities evolve dynamically – the tools your employees use today may turn out to be useless tomorrow. 

    In the “Career” tab you can see what our recruitment process which we are constantly developing and striving to enhance is like.

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    Aleksandra Lysy
    Alexandra is a true communicator with a passion for agility and creative solutions. She develops marketing and business strategies and builds a social media presence. She is solution-oriented and always pays attention to detail to ensure unique high-quality project deliverables.

    She gathered her experience as a PR & Marketing Manager in organizations where she had the opportunity to learn the agile approach that she successfully implements in project execution. For several years she was associated with WOŚP Olsztyn as a spokesperson. She was responsible for contacts with TVN, local media, sponsors, and city authorities.

    She spends her free time practicing sports - she is a two-time medalist in the Polish Academic Handball Championships. She trains Crossfit, skiing, and sails in the summer.

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