Recruiting and Onboarding Online: Top Tips for Getting It Right

• Job title of the position, which reflects the role and may indicate the level of the job within the organizational hierarchy.
• Job summary of the position’s purpose and primary responsibilities highlighting the main goals or objectives to be achieved. Remember to keep words and phrasing gender-neutral and inclusive. You may wish to note that candidates do not need to fulfill 100% of the qualifications to be a potential great fit. 
• Using the word “requirements” in a job description could potentially drive people or certain groups away from applying. Claire Rutkowski, senior vice president and CIO Champion at Bentley Systems mentions, “When you say something is ‘required’ many people will take that literally. And a high percentage of those people will be women. Women tend to feel that they need to meet 100% of the criteria,” says Rutkowski. “And they won’t apply if they are missing even one small item on your list.”² 
• Job classification refers to the process of categorizing jobs within an organization based on their similarities in terms of duties, responsibilities, qualifications and other relevant factors. This includes part-time, full-time, temporary, freelance, intern, co-op, job share, exempt/non-exempt classification, computer professional or other categories. 
• Essential skills and experience needed to perform the duties of the position.
• Preferred qualifications, such as education, certifications or skills. Note that education requirements should list only the education that is actually required to perform the job duties. For example, a physician may need a medical degree, but a business development associate may not need a bachelor’s degree.
• Working conditions and location, as well as a demonstrated ability to work remotely and with a diverse team of co-workers, if applicable.
• Goals and key performance indicators or KPIs would include a high-level overview of job objectives and metrics applicable to the position.

• A value proposition that contains a clear statement that outlines the unique benefits and advantages that your company offers to potential employees.
• A company mission that defines the purpose and reason for a company’s existence. It outlines the fundamental goals, values and aspirations that drive the organization and guide its decisions and actions. 
• Your company’s diversity, equity, inclusion and belonging purpose statement or commitment for promoting social justice, reducing discrimination and building a more inclusive society. 

Provide a high-level overview of company benefits and perks. This should convey that a comprehensive benefits package brings together attractive traditional benefits with nontraditional benefits and delivers far more than the sum of its parts. By showing how you will provide your employees with the support they need to succeed, you are more likely to build a loyal team that, as an added benefit, fosters invaluable institutional memory from increased employee retention.

Before the interview

Decide who will be involved in screening candidates and whether you want to include screening questions with the application process to assess candidates prior to interviews.

Carefully consider the use of artificial intelligence (AI) tools to find and match potential candidates to precise job descriptions and help meet diversity goals, e.g., Paradox®, Fetcher®, HireVue®, Pymetrics®. However, use such tools cautiously. Some AI programs have been found to have algorithms that reflect their creators’ inherent biases which can potentially lead to discriminatory results. On the other hand, some companies have found that pre-interview screening through technology-related solutions has enabled them to simplify and improve the candidate experience.⁷ Educate and train people and teams who are conducting the interview about diversity, equity, inclusion and belonging (DEIB). Anyone involved in the hiring process should understand what they can and cannot say and do to remain compliant with applicable federal, state, local laws, and that they are aligned.

Consider these steps before the interview 

• Research the candidate: Go over each candidate’s resume and application prior to their interview.
• Prepare interview questions: These should relate to job knowledge, skills, abilities and what they can bring to the company to shape it for the better. 
• Use open-ended questions whenever possible and use the same set of initial questions for each candidate. Open-ended questions encourage a more in-depth conversation and can uncover valuable insights. Avoid questions that can be answered with a simple “yes” or “no.” 
  • Try to avoid questions where you give away the desired answer. For example, instead of “Tell me about a time when you worked in a fast-paced environment,” ask a question like, “In what kind of environment do you do your best work and why?” This gives the candidate the opportunity to share their strengths instead of tipping off the candidate exactly to what you want to hear. 
  • If the candidate answers with a concept you’d like to pursue, continue the conversation instead of focusing on a pre-determined question panel. Be clear on the evaluation criteria. It’s worth noting that interview evaluation can be subjective, as it relies on the perspectives and judgment of the interviewers. To minimize bias and ensure fairness, you may want to implement standardized evaluation forms, provide interview training to the assessors and involve multiple interviewers in the process to gather diverse perspectives. 
• Logistics: Determine the interview format, whether it’s in-person, over the phone or via video call. Schedule a suitable time and place making sure both parties have the necessary resources and are comfortable with the arrangements.

Consider these steps during and after the interview: 

• Establish rapport: Begin the interview by building a friendly and comfortable atmosphere. Start with a warm greeting, introduce yourself and express appreciation for their participation. Describe the interview format so the candidate knows what to expect, including the fact that you will be taking notes and giving them an opportunity to ask questions.
• Active listening: Pay close attention to the interviewee’s responses. Listen actively, showing genuine interest and maintaining eye contact if it’s an in-person or video interview. Take notes to help you remember vital details and follow-up questions. Observe, look and listen for potential red flags that might include some of the following: 
  • The candidate not mentioning past failures, exaggeration, destructive comments about others, lack of interest in the specifics of the job, inability to use specific examples, a history of disagreement with management. 
  • Rescheduling multiple times, logging into the call or video meeting late, or making immediate demands. 
  • Consider whether the candidate was respectful of the person scheduling the meeting and others throughout the process. 
  • While interviewing online, notice whether the candidate looks off camera often or continually mutes their line even after the interviewer has finished the question. This could be a sign that the candidate is being coached by someone nearby. If the position will be remote, it could indicate that the candidate may not have a space for productive work.

• Interview questions: Use the open-ended questions you created or questions that were provided to you by your company to facilitate the interview. 
• Follow-up questions: Based on the responses you get, ask follow-up questions to dig deeper and explore specific areas of interest or clarify any ambiguities. 
• Respectful and inclusive language: Use language that is respectful, inclusive and unbiased throughout the interview. Be mindful of your tone and phrasing to create an atmosphere of mutual respect and equality.
• Allow for silence and pauses: Sometimes, interviewees need time to collect their thoughts or process a question. Allow for moments of silence, giving them the space to respond fully and thoughtfully.
• Stay flexible: While it’s essential to follow your interview plan, be open to organic and unplanned discussions that may arise. Adapt to the flow of the conversation and be prepared to explore unexpected avenues with the applicant.
• Leave time for the interviewee to ask questions: Remember this is a mutual evaluation, with candidates judging whether your company is one where they want to work. Therefore, be prepared to give a complete and honest description of the job and workplace culture. 
• Conclude the interview gracefully: As you near the end of the interview, express your gratitude for their time and insight, and ask if there are any final questions they may have. You may also want to provide a timeline for next steps and a way for them to contact you after the interview. 
• Post-interview follow-up: After the interview, send a thank-you note or email expressing your appreciation for their participation. If necessary, clarify any points or request additional information.
• Post-interview feedback: After conducting the interviews and evaluating each candidate, provide feedback and ratings based on the evaluation criteria. This feedback will be used to compare and rank the candidates, assisting the decision-making process in selecting the most suitable candidate for the open role.