Applicant Screening

Finding the right talent can feel like searching for a needle in a haystack—blindfolded. Applicant screening is your trusty metal detector, helping you sift through the noise to find that shiny, perfect fit. But how do you wield this powerful tool effectively? Let’s dive into the nitty-gritty of applicant screening, explore essential questions, and share pro tips that will make your hiring process as smooth as a start-up’s first big break.

What is Applicant Screening?

Applicant Screening is the process of evaluating job applications to identify the best candidates for further consideration. It’s all about separating the wheat from the chaff and zeroing in on the individuals who are not just fit, but a perfect fit for the job.

When Should I Screen Applicants?

You should screen candidates every single time you’re hiring. Whether you’re filling an entry-level position or a top-tier executive role, effective applicant screening can save you a ton of time, money, and headaches. So, gear up and make screening a staple in your hiring process.

Why is Applicant Screening Important?

Often, new employees underperform not due to a lack of technical skills but because of a flawed interview process. Effective screening is your first line of defense against hiring mishaps.

The Applicant Screening Process Explained

Let’s break down the screening process into bite-sized steps to make it easy:

Step 1

Review Job Applications

Start by examining the applications to ensure candidates meet the minimum job requirements.

Pro Tip: Use a checklist and an Applicant Tracking System (ATS) to automate this step.

Step 2

Screen Resumes

Scrutinize resumes for relevant experience, skills, and achievements. Look for keywords matching the job description.

Pro Tip: Develop a scoring system based on key criteria and pay attention to career progression and gaps.

Step 3

View LinkedIn Profiles

Assess candidates’ professional networks, endorsements, and cultural fit by viewing their LinkedIn profiles.

Pro Tip: Standardize your review process to avoid bias and focus on job-relevant information.

Step 4

Review Pre-screening Answers

Use pre-screening questions to quickly assess key qualifications, availability, and salary expectations.

Pro Tip: Include specific questions to gauge problem-solving abilities and job fit.

Step 5

Develop Screening Questions

Create questions to assess technical abilities, soft skills, and cultural fit based on the job description.

Pro Tip: Ensure questions are open-ended to reveal candidates’ thought processes and work approaches.

Step 6

Conduct Initial Phone Screening

Have brief phone interviews to further assess qualifications, communication skills, and overall suitability.

Pro Tip: Use a standard script and listen for concise, relevant answers and enthusiasm.

Step 7

Make Screening Notes for the Hiring Manager

Take detailed notes on candidates’ responses, strengths, and areas of concern for the hiring manager.

Pro Tip: Use a structured format covering strengths, weaknesses, qualifications, and cultural fit

Step 8

Assess Cultural Fit and Soft Skills

Analyze candidates’ potential fit within the company culture and interpersonal skills through behavioral questions.

Pro Tip: Ask about values and past work experiences to assess empathy, adaptability, and communication.

Step 9

Finalize Candidates for In-depth Interviews

Select a shortlist of candidates who best meet the job criteria for more in-depth interviews.

Pro Tip: Use a scoring system for an objective assessment and consider a second reviewer for unbiased selection.

Beware the Familiarity Trap: Names and Keywords Are Not the Whole Story

One of the biggest obstacles to finding the right talent is familiarity bias. Ever found yourself favoring a candidate because their name felt familiar or because their resume was peppered with impressive-sounding keywords? It’s an easy trap to fall into. But the reality? You can’t predict someone’s success based on their name, and a polished resume can mask an unfit candidate.

Instead, focus on real experience and capabilities, not just the ability to craft a flashy resume. This is where an Applicant Tracking System (ATS) comes in handy—it can help you filter out candidates who simply “know the lingo” and let you concentrate on what really matters: their actual ability to deliver.

Consider automating your keyword filtering but double-check your shortlist for candidates with unique or unconventional backgrounds—they may bring a fresh perspective to your team.

Why Operational Experience in Recruiters Matters

Let’s be real—many recruiters focus on buzzwords because they’re the quickest way to shrink a huge candidate pool. But here’s the kicker: these recruiters often don’t have operational experience in the roles they’re hiring for. This means they may not fully grasp what a job requires in practice, leading them to dismiss candidates who could actually excel but might not use trendy terminology.

Having recruiters with operational experience, or at least a strong understanding of the role’s nuances, can drastically improve the quality of your hires. People with real-life business experience know that the best candidates don’t always fit neatly into a box. They might be immigrants with diverse backgrounds, professionals who took unconventional paths, or people with unique insights that could elevate your team.

Consider this, When building your recruitment team, consider bringing in people with backgrounds similar to those they’ll be hiring for. They’ll better recognize potential beyond the buzzwords.

Screening for “Fit” Isn’t About Matching Job Titles

Fit doesn’t mean hiring someone who looks good on paper. It’s about aligning values, working styles, and aspirations. Picture this: your hiring manager is a micromanager, but the candidate thrives in wide-open spaces with autonomy. That’s a recipe for burnout. Or, imagine hiring someone who loves fast-paced projects, but the role involves working with government contracts that move at a snail’s pace. Not exactly a match made in heaven, right?

When screening for fit, ask yourself, “Does this candidate’s work style match the role’s demands?” Also, consider if their professional goals align with your company’s long-term vision. A cultural fit doesn’t mean they need to be a carbon copy of the team but rather someone who complements and strengthens the company culture.

Consider adding open-ended questions during your screening to gauge if their personal goals and work style truly align with the role. Listen for honesty and ask situational questions that reveal how they’d fit with your manager’s style.

Hire for Adaptability, Not Just Technical Skills

Here’s the uncomfortable truth: the qualities that get people hired often aren’t what keep them around. Companies love to hire based on specific technical skills, industry contacts, and insider knowledge. But why do people get fired? It’s usually because they lack flexibility, have a bad attitude, or simply can’t pivot as the company evolves.

Technical skills can be taught; attitude and adaptability, not so much. If your company is a startup (or even if it’s not), finding people who can roll with the punches as things change is critical. Look for candidates who demonstrate curiosity and a willingness to learn, and don’t get too hung up on job titles or industry experience alone.

Consider including behavioral questions into your interviews to assess flexibility. Ask candidates how they handled a major shift or obstacle in previous roles. This will give you insight into their adaptability and resilience—qualities that matter far more in the long run than a specific job title.

Checklist: What to Look for When Screening Applicants

Screening applicants can feel like searching for a needle in a haystack. Here’s a handy checklist to streamline your process and ensure you’re focusing on the right elements to find your perfect candidate:

Understand the Job Requirements: Fully comprehend the job requirements. Schedule a meeting with the hiring manager to discuss essential skills or expertise needed, and ask for clarifications on any technical terms and role requirements you may be unfamiliar with.
Use an Applicant Tracking System (ATS): Implement an ATS to help manage applications and filter candidates based on predefined criteria, such as keywords related to skills, education, and experience. This can save time and ensure that no suitable candidate is overlooked.
Develop a Standardized Screening Process: Create a consistent process for screening all candidates, including a set list of qualifications to check and questions to ask. This ensures fairness and efficiency, allowing for an objective comparison between candidates.
Look for Achievements, Not Just Duties: Focus on the candidate’s achievements and outcomes, not just their responsibilities. This can include awards, successful projects, or significant contributions in previous roles.
Check for Cultural Fit: Assess whether a candidate’s values, work ethic, and behavior align with your company’s culture. This might involve asking questions about their preferred work environment, teamwork style, and motivation.
Prioritize Soft Skills: Alongside technical abilities, consider soft skills required for the role, such as communication, leadership, and problem-solving. You can gauge these through their responses to behavioral questions.
Pay Attention to Red Flags: Be on the lookout for potential red flags in resumes and during screenings, such as unexplained employment gaps, frequent job changes, or inconsistencies in information provided.
Utilize Social Media and Professional Networks: Check candidates’ professional profiles on platforms like LinkedIn for additional insights into their career progression, endorsements, and professional networks.
Conduct Preliminary Phone or Video Interviews: Use initial phone or video calls to assess communication skills, clarify any uncertainties in the application, and gauge the candidate’s interest and enthusiasm for the role.
Provide Timely Feedback: Keep candidates informed about their status in the screening process. Even if they are not selected to move forward, providing constructive feedback can enhance your company’s reputation and improve the candidate experience.

Compliance and Bias Reduction

When implementing applicant screening processes, consider the following to enhance effectiveness and fairness:

Compliance: Ensure your screening practices comply with all relevant employment laws and regulations to avoid legal pitfalls.
Bias Reduction: Utilize tools and methodologies designed to minimize unconscious bias in the screening process, promoting a diverse and inclusive workplace.

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