Impressing clients with a high volume of applicants is just one piece of the recruitment puzzle. A robust screening process is essential to identify the truly qualified candidates.
If you send unscreened applicants to the client, you risk jeopardising client satisfaction and loyalty by wasting their time with unsuitable candidates.
Being focused on finding and sorting applicants involves creating a strategic screening process. But what is a screening process in recruitment, and how can it be implemented?
This blog post will take you through candidate screening, how to conduct the processes, and the benefits of these processes.
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What is candidate screening?
The premise of candidate screening in recruitment is that you record – and then sort – data that enables you to build a comprehensive picture of each individual’s experience, expertise and relevance for job posts.
When you publish a post to job boards, potential job seekers will have their own expectations and beliefs about their suitability. Candidates' resumes and applications can be compared against the job specification to pick up on skills, experience and qualifications needed for the specific role. Those with the suitable skills and qualifications can automatically be picked out to go further in the recruitment process.
How do you conduct the candidate screening process?
Candidate screening should be efficient, effective and adaptable to your specific business niche and agency goals. Therefore, the purpose of the screening process can differ from agency to agency.
Each recruitment agency may also have its own view on how many screening stages are required to select the right calibre of applicants.
However, generally, your candidate screening is a system of checks that support qualitative candidate management. Hiring recruiters can ensure that only those who meet the screening process criteria move forward to the next stage.
You may also want to streamline this process to elevate resumes in just a few clicks. Find out how to streamline the resume screening process in our handy guide. But first, let's take a look at a typical screening process.
Step 1: Initial resume and application
The first step is to collate and sort information from candidate resumes and application forms.
This data can then be automatically tested against the job specification, and any must-have criteria and desirable attributes. For example, your data-driven recruitment screening could include identifying only candidates with the correct qualifications.
What is the screening process set-up? This is when your Applicant Tracking Software is able to look for both positive and negative features of candidate information. For instance, it can detect resumes with spelling mistakes, employment gaps or rapid job changes.
From this, the screening can create a shortlist of candidates to take forward.
Step 2: Phone or video screening
The overreliance on technology and AI in recruitment could lead to the misconception that the screening process is solely related to automated computer checks of resumes. However, agencies still need to create more in-depth and potentially in-person filtering steps.
The screening process can include automated online and telephone interviews with a set of standardised questions. This usually involves the candidates receiving an invitation to submit a short video – or to dial an automated phone line – to record their answers.
Phone or video screening can then be used to get a snapshot of what the person is like and to determine if they warrant a full interview. Check out Vincere’s own video interviewing software, Vinneo, to see how you can streamline screening with video outreach.
Step 3: In-depth assessment
The best screening software for recruiters can also gather information from multiple sources to support data-driven decisions. For example, cover letters and even online profiles can be used to create more in-depth candidate profiles, and to establish post suitability.
Reference checks can ensure that candidates’ references are legitimate and show any characteristics that can be useful in shortlisting them.
An in-depth screening process could also include doing background checks on candidates, such as a criminal record check or a credit check. This can ensure eligibility and give a greater overview of the candidate.
To create a more thorough and detailed candidate profile, it is possible to set tasks to test candidates. For instance, it is possible to screen potential applicants according to how they respond to situations, or how well they complete a written task.
During the ‘in-person’ screening stage, recruiters transition from automated screening to a more personal approach. This usually involves speaking to individuals on the phone or via a video call. This way, they can assess characteristics such as confidence and warmth, as well as competence.
A more personal approach can also give interviewers the chance to ask responsive and highly specific questions.
Benefits of implementing a screening process in your agency
Candidate screening enables you to streamline the process of seeking out the most relevant candidate. It improves your agency’s success rate and reputation by skillfully matching applicants to posts.
There are also further benefits for screening:
- Client retention and agency reputation: Using screening techniques to find the best applicants for jobs means that they are more likely to become loyal and longstanding employees, which boosts the reputation of professional recruiters.
- Efficiency: Using the latest recruitment software for screening has the advantage of being fast, efficient and accurate. Many steps are automated – such as setting up interviews or requesting additional information – saving time and money for hirers.
- Time management: Removing the mundane, repetitive tasks involved in recruitment screening frees up your team to focus on candidate and client engagement.
- Faster placements: By streamlining candidates, you can fill placements quicker with higher-quality candidates.
- Minimised turnover: By streamlining suitable candidates, you also reduce the turnover of the client’s job positions, as candidates are better suited for the role and are more likely to work well within the role.
How to utilise transparent screening practices
For candidates, a major advantage of the screening process is that it quickly demonstrates whether their skills and experience authentically match a post, saving them time in their job search. Your processes, including background checks, virtual interviews and reference checks, and their expected realistic timeframes, can be highlighted to the candidate.
The screening process can be fully communicated to the candidates, to ensure transparency in your recruitment process, and to build a strong agency reputation. Screening can also allow candidates to keep track of their application, and can automate potential opportunities for the candidates.
By openly sharing how the candidates' information will be used during the recruitment process, and getting them to accept these terms, your agency can remain compliant and accountable to industry standards and keep a transparent relationship with the candidates.
By implementing thorough screening practices, you can also collate feedback from employers to share with potential candidates about skills, experience and attributes they could improve.
How to reduce the high cost of manual screening
Traditional recruitment filtering methods can be time consuming and costly. It is also difficult to remove personal factors from the decision-making process and to avoid errors and omissions.
Streamlined and connected recruitment ATS from Vincere manages all of these issues, saving recruitment agencies time and money. From initial talent pool creation to a post being filled, an ATS system can manage the screening process adeptly and reliably. ATS systems can include a range of helpful features, such as email and calendar synchronisation, to streamline candidate and client engagement. Automation features can also assist with interview scheduling, onboarding and compliance processes.
To get a more detailed overview of how Vincere’s ATS can improve your screening process, please contact us to try out a demo today.