The Art of Work
Hiring Process: A complete guide

Creating your first hiring process: A complete guide

A modern guide designed to save your team from the chaos and frustration of an unstructured hiring process.

What is a hiring process, really?

You might have a general idea of what a hiring process is, but you've likely discovered that it can get pretty complicated once you start planning it out. That's because a hiring process is actually two distinct things!

1. The things your company does consistently every time you hire. These are like your brand guidelines but then for hiring!

2. The specific steps and decisions you make from the moment you decide you need to hire someone new up until the onboarding of your new team member. This is your new hire workflow.

So what do we mean when we say, it's time to create your hiring process?

This means making it so that when it's time to hire someone new, you're not asking yourself "how do we do this again?"

It means loosely structuring the steps, going ahead and making decisions about how your company hires and writing it all down in a structured way.

✨ Structure✨ – it's the secret sauce of hiring.

Bringing in this structure really comes down to creating two simple documents that will be the backbone of your hiring process.

And don't sweat it, you don't need to be a recruitment pro to be able to do this. We've spent a lot of time thinking about hiring processes at Homerun and we've come to realize that anyone can hire well with the right guidance. Guide-ance. Get it? It's a guide.

In this guide we'll dive deep into these two magical documents, how to use them and how to make your own. We'll also get into the nitty-gritty of your new hire workflow.

Employer Branding
Hiring process: A complete guide
Why

Why your team will benefit from creating a hiring process

Hiring without a hiring process is like playing slots. You might get lucky from time to time with a great new hire, but replicating it is impossible.
Creating a hiring process makes sense for so many reasons, including:

  • It's a huge timesaver for you and your team: Having a hiring process in place means that your team is spending time on the right things like thoughtfully evaluating candidates instead of figuring out how to hire from scratch.
  • Avoiding bias becomes easier: The more structured your hiring process is, the less you have to rely on your gut feel, the less bias creeps in (essential for D&I!). Because unfortunately, our guts can be biased.
  • Candidates get a consistent (and pleasant) experience: Without a hiring process you hire differently every time. Some candidates will have a good experience and some bad. Some structure will make it consistently good.
  • Anyone can reliably takeover as hiring manager: You can go on vacation and rest assured that whoever you leave in charge of the hiring process knows what to do because you've got the guidelines in place.
  • Iteration is easy: You have a place to record what you've learned so that you can do things differently (better) the next time you hire. This way you and your team are a lot less likely to make the same mistakes twice.
  • Most importantly, it helps to avoid mis-hires: A mis-hire is when a new hire turns out to be a bad match. This can be frustrating and demorsalizing for your team. With a hiring process this is a lot less likely to happen.

So basically, creating a hiring process just makes sense as your company grows and more and more people in your team are involved in hiring. Let's get into how to go about it.

What

The two documents that are the backbone of your hiring process

To make your hiring process actionable for your team, you simply have to create two simple documents. Your "How we hire" guidelines and your job brief.

1

Your "How We Hire" guidelines

What it's for

This document covers your overarching hiring process – the parts of your hiring process that should be consistent every time anyone in your team hires. Like your brand guidelines but then for hiring!

This is the go-to place for your team to find information about how your company hires. This document is especially useful when it's someone's first time hiring or if they need a little refresher on how things are done.

What's in it?

  • General guidelines for each step of the hiring process - for example how we create job posts, how we do interviews, how we make offers, etc.
  • Templates for each step of the hiring process - like a job description template, email templates for rejecting candidates, an offer letter template, etc.
  • A list of roles that you typically include in a hiring team - so that it's clear who to involve from the beginning of a hiring process
  • The hiring stages that are typically used in a hiring process - The amount of interviews and assignments you typically do
  • Tips and tricks for how to do each step well - this could include links to articles that you've found to be great resources
  • A list of tools you use throughout the hiring process and how they work - stuff like specific video call tools you use for remote interviews, or a hiring tool like Homerun to organize your hiring.

How to create it

You create this document one time and tweak and update it continuously. It's best to create this document as you go through the hiring process the next time you hire. So no need to prepare everything ahead of time. Instead, create as you go! This way you have the relevant context to make tough decisions about what aspects of hiring you want to standardize. It doesn't get more efficient than that!

Keep it simple to start. Don't go overboard with lists and lists of guidelines and tips. This could be overwhelming for your team who just need to be pointed in the right direction. Make it clear, organized and easy to find. So make sure it's in a logical place. It could be a Slite page, Google doc, Notion page....whatever your team is used to.

How we hire guidelines

How we hire

How we write job descriptions

How we conduct interviews

How we review candidates

2

Your job brief

What's it for?

This is the document you set up at the beginning of every new hire workflow. You (re)create it every time you decide to hire a new role together with your hiring team.

It's for your entire hiring team to reference as they do their part for a specific hiring round. For example, an interviewer can find the list of skills and traits they'll need to evaluate candidates on.

What's in it?

  • About the job: These are the responsibilities the person in this role will have. This can include short-term objectives and long-term objectives. Don't worry, this doesn't have to be extremely well-written. It's just about making sure the info is there.
  • Job title: Based on research, come up with the right job title for the role.
  • About the candidate: A list of the traits, skills and experience that will make a candidate successful in the role. You can include both essential skills and nice-to-haves here.
  • What you can offer: This includes a salary range, monetary perks as well as non-monetary perks like flexible working hours and team off-sites.
  • Your hiring budget: You'll want to carve out a budget for the promotion of your job post, depending on what role you're hiring.
  • The steps for the hiring workflow: Come up with the ways you'll test candidates for the traits and skills you've listed. What will you ask in the application, in the interviews, and assignments? How many interviews and assignment will there be? This is basically the steps of the new hire work flow which we'll get into more deeply in the next chapter!

How to create it?

Set up a template of this document that can be copied and filled in each time you want to hire someone new. That way you can create something that works best for your team and you don't have to reference this guide each time you hire (not that we mind). In the next chapter we dive deeper into when and how to fill in this document.

Job brief

Senior Designer

About the job

What we can offer

Interviews & assignments

How

Steps of a new hire workflow

Now that we've handled all the meta stuff related to your hiring process, let's get into the concrete steps that a hiring workflow per new hire entails. We'll explain each step and provide best practices so that you will have a running start when you create your hiring process.

Hiring
templates

That's it! To help you hit the ground running when setting up your first hiring process, we've got some nifty templates and examples.

Customize, tweak or switch them up completely to fit your company's hiring process!

How we hire guidelines

How we hire

How we write job descriptions

How we conduct interviews

How we review candidates

Job brief

Senior developer

About the job

What we offer

Interviews & assignments

No time to read it all at once? Read our hiring process guide in your own time, at your own pace.

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