The hiring process consists of four stages:

• Planning
• Finding potential candidates
• Selecting candidates
• Making a job offer

Companies prepare a whole set of processes to gather resources and fill vacancies that require specific skill sets and attitudes.

This is the main way that companies build resources to comply with customers’ demands. The person in charge varies according to the business’s size. For example, large corporations have a Human Resources department with different hiring managers and juniors that prepare the entire hiring process until the final interview.

For small businesses, there’s usually a hiring manager that leads all the stages. Sometimes they outsource the recruitment plan to reduce expenses.

Each process varies according to the role's importance. Recruiters can take up to two weeks to find a candidate that fits job descriptions and then another two weeks to create a recruitment process flowchart template to set up interviews and more.

Fortunately, to avoid reworking and manual work, you can use recruitment process flowchart templates. These documents automate the hiring process and help you find the right candidate.

The flowchart is an instrument that shows all the steps necessary to hire someone. It’s a diagram that maps out each recruiting stage until you make the final offer to a candidate.

It uses symbolism like arrows, ovals, and squares to represent interactions between HR and the right candidates. For example, one stage should be “checking the candidate’s resume.”

The recruiting flowchart avoids all what-ifs and unnecessary steps that could appear while looking for someone to fill a job position. If you don’t use one, you will spend resources and will have more phases involved than the ones needed. This is a common mistake small businesses are dragged into due to a lack of hiring staff.

The recruitment process flowchart has both benefits and drawbacks. It’s important to consider them when creating a chart for potential employees.

Before creating your first recruitment process flowchart, you need to understand how the whole process of finding a qualified candidate works.

1. Get a job description from a business unit with the hiring needs and other job requirements.

2. Search for candidates on multiple platforms (job boards, job fairs, social media, etc.)

3. Publish the job opportunity on career websites with preferred qualifications and other information. This is not a crucial step if hiring managers use other recruiting methods.

4. Receive resumes and check the candidate’s references.

5. Coordinate the first interview process with qualified applicants and prepare interview questions.

6. Conduct a new background check and/or ask for other documents.

7. Choose a candidate and extend a job offer.

8. Expect offer negotiations.

9. Place the candidate.

10. Initiate the onboarding process.

You must understand what the business unit is looking for, their skills, responsibilities, and other vital information to identify the right candidate. When resumes are received, you can assess with the department’s manager for a different POV.

If finding top-notch talent is hard, you can also give this responsibility to a third-party recruiter and cut stages in the employment process.

Now that you know how the recruitment process works, you can learn how to prepare a flowchart to find suitable candidates.

Draft Your Hiring Process

Before creating the ultimate flowchart, you need to draft a first draft about how your company finds new candidates.

Each company follows a different path, so you need to adapt to your current employee or client, depending on whether you’re an in-house or freelance recruiter.

Select a Design You Like

With the draft in hand, select a design for your chart. To do this, review what you have drafted before and select a format that suits it.

You can prepare horizontal or vertical charts with a color code. If you’re not a fan, you can just organize positions and determine the flow with arrows.

Select if you’ll start from the bottom, top, left, or right. This will help with readability.

Your design must also include boxes that identify each step of the process. For example:

• Post the job description in a diverse pool of talent
• Receive cover letters

This way, you’ll know which step comes first and which you have already completed.

You can use templates if you want to make the recruitment process faster and don’t wish to spend time creating your own chart.

We’ve gathered the best models available to help you find the right candidate and amaze superiors.

Template #1

Now, if you still don’t want to develop the entire hiring process yourself or don’t have a budget to set up an HR department, you can always opt for outsourcing.

Companies choose this standard business strategy to avoid time-consuming processes or lack of resources to expand their payroll. Here’s how it works:

1. Companies go online and search for freelance recruiters.

2. They share their concerns, expectations, and candidate preferences.

3. Recruiters go to online pools and develop their own recruitment flowcharts to find adequate candidates.

4. They send the best fit to their client.

5. The recruiter gets a commission if the client is happy with the applicant and the process is closed.

The recruitment process is time-consuming and often painful for most companies, especially if they don’t have resources to spare or have limited time to find a new asset.

A recruitment flowchart can reduce the process by gathering information from qualified candidates in a simple, intuitive chart that hiring managers use to select personnel. It discloses every stage of the hiring process and helps HR to come up with a good fit for the vacancy.

This way, businesses – and the Human Resources department – ensure they find what they need in record time without having to ramble on pools without a clear objective.

The recruitment flowchart avoids unnecessary steps, finds the best asset, and ensures the company’s culture remains.

Take the recruitment workflow templates above to take your hiring process to the next level.