by Dave Clough
There are many free or low cost project planning tools online. Large companies have comprehensive Applicant Tracking Systems (ATS). These can have many features and can be expensive. For smaller companies there are fewer affordable choices. Google recently announced Hire that is good if you are using G Suite (Gmail, Calendar & Docs, etc.). We recommend Asana for use as an ATS because it does a good job at organizing and communicating, and it is free. Here’s how we use Asana:
Using Asana
Enter qualified applicants into Asana:
Create one “project” for each position
Each applicant is a “task”
Proper tagging (active, need to contact, contacted recently, leads, consider later), referral source, contact information in notes, attach resume, place in funnel, and person responsible for the next step in the process
Record all interactions in comments (date of application, date initially contacted, date of phone screen, etc.)
Assign due dates to make sure nobody slips through the cracks
“Add Section” to file applicants into groups. For example, in the image below the sections are Active, Need to Ping, Pinged Recently, and Leads.
Qualify remaining applicants: use a filtering system (“sections” in Asana) known to ALL involved in the selection/interview process. This makes it easy for anyone to see where a particular candidate is along the hiring process.
Send notes to unqualified applicants
How do you know they are unqualified? Refer to the skills from Job Profile.
Move fast – great candidates likely have other companies pursuing them. If you have a great system in place for following up and moving them along the process quickly, they are more likely to stick with the process.
Have a GREAT candidate (passive or in demand)? Consider being a bit more lenient when it comes to the application process – maybe have the phone screen before the application, just so the candidates are getting something from you without investing too much time first.
A strong candidate, A-player, will have many suitors and she will have to filter jobs in some way because people need to narrow choices down to 2 or 3. Don’t give her a reason to filter your company out. Your tracking system should ensure effective communication to attract A-Players.
Get More Role Specific Information
One way to qualify – or disqualify – candidates easily and quickly is to send them a follow-up email regarding their experience, habits and desires. Choose 2-5 questions that are important to the job and send a short email to all candidates you have deemed qualified by resume. Do this before asking for an application to get them engaged, since filling out a thorough application can be time consuming.
Sample email:
Subject: Your [POSITION] application - a few more questions
Hi [NAME],
Thank you for applying to the [POSITION] position at [COMPANY].
We have a few more questions for you regarding your interest in the position. Please reply to this email with your answers:
1. Why does a part time position work best for you?
2. What is your desired compensation?
3. What kind of working environment is best for you?
Thank you,
[YOUR NAME]
Your About Company line
Why ask questions in this email?
Many people will apply because it is so easy to do, even though you have said, “do not apply if…” In many of those cases, the person who is not really ready to invest time in the position will drop out by not replying to the email inquiry. If they are not engaged enough to answer, just let them go and disqualify them for this job.
Also, people will often show their true colors in a more informal communication such as a casual email. Even though it is coming from the hiring manager, it is phrased in such a way so that there are no right or wrong answers. If a candidate’s answers are way off base, you are able to disqualify them earlier in the process, saving both of you time. For example, maybe you don’t want a student to fill the open position, because there is the risk that they would eventually graduate and move on.
No answer from (who appears to be) a great candidate? Send a follow up email after a few days have passed. It could be that they are working many hours at their current job, or simply that life got in the way that week.
Sample email:
Subject: Re: Your [POSITION] application - a few more questions
Hi [NAME],
I haven’t heard back from you – please see my email below about the [POSITION] position:
Thank you for applying to the [POSITION] position at [COMPANY].
We have a few more questions for you regarding your interest in the position. Please reply to this email with your answers:
1. Why does a part time position work best for you?
2. What is your desired compensation?
3. What kind of working environment is best for you?
Thank you,
[YOUR NAME]
Your About Company line
No answer even after you’ve nudged them? Either schedule a phone interview if you are very interested, or send a “closed application” email. People want what they can’t have, so if you say that their window of opportunity is closing, you may get a response.
Sample email:
Subject: Your application for [POSITION] at [COMPANY] has been closed
Dear [NAME],
Thank you for your interest in the [POSITION] position at [COMPANY]. Since we have not received a response from you, we are considering your application closed. Please let us know if we have overlooked your response.
We wish you the best of luck in your job search.
Sincerely,
[NAME] at [COMPANY]
Your About Company line
If you don’t receive a response from this email, that’s fine – you can move on. But some candidates will take this email as a wake-up call, and send you the information you requested.
You may have noticed that I recommend putting your company “about” line at the bottom of the emails. This about line should be fine-tuned to be short yet tell the great things about your company. It is another opportunity to sell your company and remind the candidate why they want to work to get the job.
If the role is very specialized, consider asking for video proof that applicant knows the job (this becomes easier daily):
Ex1: Marketing – Create a video, post it, blog on it, and email in link
Ex 2: Sales – Make a video selling the product to me. (Don’t worry about video quality)
Ex 3: Show video of your expertise. If a personal trainer, show a training session; if a machinist, show your work; if a minister, send sermon, etc.
Summary & Action Items
What should I look for in an application?
Employment gaps
Jumping from company to company
Short history at many companies
Upward trajectory
Achievement pattern
Following directions
Qualify remaining applicants: use a filtering system known to ALL involved in the selection/interview process (we recommend Asana)
Send notes to unqualified applicants
Move fast
Have a GREAT candidate? May need to be a bit more lenient
Send candidates a follow-up email regarding their experience, habits and desires.
Why ask questions in this email?
1) Disqualify
People will often show their true colors in a more informal communication such as a casual email.
Chapter 9: Rejecting Candidates
We’ve all been on the receiving end of a bad hiring process. There’s nothing worse than not knowing where you stand with a company, or waiting months to hear back from a hiring manager – except never hearing anything at all!
You want to leave every candidate with a good impression of your company, in case they are desirable for a future position, or if they
know someone else who is applying to the company who could be a great fit. Let everyone know their status as soon as you can, no matter where they are in the process.
Key points of communication:
We have received your resume
Waiting for response from questions
Phone screen process
Interview process
Extend offer or reject candidate
Post offer communication to ensure they show up day 1
Rejection – how do I do it?
If you have spoken with the person and they have come in for an interview at the company, I’ve found that the best, most personal way to reject a candidate is by a quick phone call by the hiring manager. That way, they can hear the tone of your voice and know that you value them and their time enough to make the call. If the candidate is a referral (from friend, employee, etc.), it is best to speak with them.
If the candidate isn’t that far along in the hiring process, an email will do just fine, and this can be delivered by HR or the recruiter. Remember that negative opinions or experiences with your company can end up on Glassdoor (or another review site), so treat everyone with respect.
Sample rejection email:
Subject: Your application for [POSITION] at [COMPANY]
Hi [NAME],
Thanks so much for considering the [POSITION] position at [COMPANY], and for taking the time to connect with me. After careful consideration, we regret to inform you that your experience does not match our current needs. We will keep your application on file and contact you should our needs change in the future. Best of luck in your job search.
Sincerely,
[YOUR NAME] at [COMPANY]
Summary & Action Items
Let everyone know their status as soon as you can, no matter where they are in the process.
Key points of communication:
We have received your resume
Waiting for response from questions
Phone screen process
Interview process
Extend offer or reject candidate
Post offer communication to ensure they show up day 1
If the candidate isn’t that far along in the hiring process, an email will do just fine.
The company’s perception in the market can be affected by poor rejection communication.
Chapter 10: Phone Screen
At this point you should have heard back from those you sent questions. If you’ve written your job description well, only those who are a good fit should have applied. If they look to be a perfect fit and you are not overwhelmed with applicants, you can skip the email screening and go to this step directly.
Within one week of receiving the resume (and email questions if applicable), schedule quick phone screens with qualified candidates. Send qualified candidates an email to set a date and time for the call. Be specific about your company and the title of the position – often candidates are applying to dozens of job listings.
Sample script for a candidate you are on the fence about, or a listing for which there are many applicants:
“Thanks so much for your interest in the [POSITION] position at [COMPANY].
Your background and work experience appears to be in line with the skill set we are looking for at [COMPANY]. I would be interested in chatting with you further regarding this job opportunity over the phone.
Before we talk, please take a look at the detailed job description on our website to get a better understanding of the scope of this position.
[Link to job listing]
Just to highlight a couple of points, I do want to make sure you understand the following about employment at [Company]:
[Non-negotiables/important info]
After reviewing the job description, if you are still interested in learning more about joining the [COMPANY] team, please email me with days and times you would be available to talk.
[Hours you are available]
I look forward to hearing from you soon to set up a time to talk in person.
Take Care,
[Your name]
For a great candidate, don’t keep qualifying – be encouraging:
Hi [NAME],
Thank you for applying to [COMPANY]! You may be a great match for us.
I would like to schedule a time with you to discuss the [POSITION] position. Can you let me know when you have time for a quick (5-10 minutes) call in the next week or so?
Thank you,
[YOUR NAME]
Conduct Phone Interviews with Qualified Candidates
Why conduct a phone screen? Why not just bring in a candidate whose resume looks good?
We conduct phone screens to save ourselves the time and hassle of bringing someone in for an interview who may be a productivity sapping Mis-fit. You can find out a lot about a person during just a quick phone call.
The phone screen is to make sure there is a normal sounding human on the other end. Obviously it will depend on the job they're interviewing for, but if someone can't even hold a conversation and they're applying for a job that requires great interpersonal skills, it’s not going to work.
There are always people who won't read the whole job ad, or gloss over the parts they don't like, in hopes that it will be negotiable (even when you say, “If this does not describe you, please don’t apply”). Some people are just clicking buttons on job websites, in hopes that someone will bite.
Here is why we conduct phone interviews:
We once interviewed a woman for a job in which the ad clearly stated "Must be okay with large dogs" since the culture was to have dogs in the office. The woman I interviewed first asked me how big the dogs were, then she told me that she would not be okay with any size of dogs. People will say anything to get an interview - needless to say, we did not proceed with her as a candidate.
Someone we interviewed on the phone looked really good on paper and had great answers to the emailed questions, but couldn't carry a conversation. This particular job posting was for an administrative position that required a lot of client facing contact and phone/conversation skills. The online communication was good, but the applicant would not have been successful in the position. (But task-based people can be excellent writers.)
We posted an opening for a part-time job on ZipRecruiter and Indeed. The job was listed in the “Part-time” category on both websites. The part-time hours were referenced in the job posting in 3 places: once at the top, once in the middle (with more detail on specific hours), and once at the end. One of the questions in the follow-up email asked, “Why does a part-time position work for you?” The woman we were phone screening had replied via email with her answer about wanting a part-time position. When we got her on the phone, she was completely unaware that the position was part time, even though there were many barriers in place to prevent a situation like this.
Interviewing someone who is clearly unqualified for the position is a huge waste of time and resources for both the employer and the job seeker. It’s best to try to only let qualified applicants in the door, and the phone screen is a quick, effective method! If you bring a Mis-fit in for an interview, it does not help company morale because your A-Player interviewers see that you either wasted their time, or the candidate will lower the talent caliber of the company.
How to phone screen
This phone screen should be more than just a quick call to ensure the candidate can string a few words together. “Building rapport” starts with this phone call, and it should also be the first filter to determine if the hiring manger and others should invest their time interviewing the candidate. It is also a time when a great candidate starts deciding if your company is worth their time, or if they can picture themselves working at the company.
