A Recruitment Process Template: Key Steps and Best Practices

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The Optimal Recruitment Process Template: Step by Step

What steps should be included in a recruitment process? How do I create an optimal process? How long should a recruitment process take? How many candidates should you reference? All this and more can be read about below.

Why should you recruit?

A step that may seem obvious, but to ensure that your process results in a successful recruitment and the right person in the right position, it is important that you, as the hiring manager or recruitment manager, do your homework well before the recruitment even begins. Carefully consider why you need to recruit, define the position in question, and the type of person who would be the desired candidate, both in terms of competence and personality.

Is a recruitment process necessary?

After seeing the recruitment needs and processes of thousands of organizations and helping them with search and headhunting, we can confidently answer yes: a recruitment process is needed for several reasons. Reason number one is that a wrong hire is costly in terms of time, money, and energy. The reasons that cause a wrong hire can have roots in several different factors, but the three main ones are that the hiring company has not thought through the following thoroughly enough at the very start of the process:

  • the role/function experience
  • skills, and education required for the role
  • the qualities and values the candidate should have to ensure the best possible fit with the company culture

Recruitment Process Template: 10 steps

1. Needs analysis before making a recruitment decision

First of all, consider if recruitment is the solution to your needs. Can a consultant temporarily fill the role, or is a long-term solution needed? Can existing employees be developed and internally recruited, or is it a position whose tasks can be distributed to others in the organization? Also, decide early on what the recruitment team will look like, who in your organization should be involved in the process, and why?

2. Define the position and job profile

It is easy to rush into a recruitment process, especially if it is for an existing position. In that case, there is a risk of assuming that you should do a copy-paste of the role as it has been in the past. Take the opportunity to renew the job description (you can download a free template here) and think through the required job profile. This is also the time to narrow down the insights into the competencies needed for the position, which should be central in the job profile and selection process. Consider all the important parameters for the role:

Education Experience, both job responsibilities and the type of companies the candidate has worked for previously Knowledge and skills Personal qualities Practical requirements We recommend starting with a competency-based job profile. You can download a free template here.

Only when you have a well-thought-out job description and job profile in place should you write the actual job advertisement.

3. Write a job advertisement

Write a job advertisement, whether you are going to publish it internally through your company’s recruitment specialists or seek external help. Writing a job advertisement provides an excellent opportunity to think through how the position and the company should be marketed. What does the company offer, and what is the workplace like? What benefits can be highlighted?

Do not forget to be clear about any specific requirements that may be necessary for certain positions, such as certifications, driver’s licenses, and professional qualifications.

4. Advertise your job advertisement

How do you plan to reach out with your job advertisement? If you are in a larger company, there may be opportunities to find candidates internally, but in most cases and companies, you need to reach outside the company’s walls.

You can promote the position through LinkedIn or job sites. It is important that you have the time to review all applications and that the advertisement reaches the right target group. Consider using a combination of different platforms to maximize your reach. Additionally, networking and referrals can also be effective methods for attracting qualified candidates.

5. Screen and shortlist candidates

Once the applications start coming in, it’s time to screen and shortlist candidates based on their qualifications, experience, and suitability for the position. Review their resumes, cover letters, and any additional materials they have submitted. This initial screening helps to narrow down the candidate pool to those who meet the basic requirements.

6. Conduct interviews

The interview stage allows you to assess candidates’ skills, qualifications, and cultural fit more closely. Consider conducting multiple rounds of interviews, including phone or video interviews as initial screenings and in-person interviews for the top candidates. Prepare a set of questions that will help you evaluate the candidates effectively. Behavioral-based questions are particularly useful for understanding how candidates have handled specific situations in the past.

7. More interviews

The number of interviews scheduled with a candidate varies across companies. Some companies follow a principle known as the “grandfather principle,” whereby, for instance, the founder or chairman of the board is required to meet the final candidate in the later stages and hold some level of veto power in the process.

We strongly recommend conducting a minimum of two interviews in any recruitment process. By allowing ample opportunities for multiple interactions and involving various stakeholders, there is a higher likelihood of making a well-considered decision that avoids potential pitfalls and long-term costs. It’s important to recognize that different individuals may interpret the same response differently. If the candidate will be working closely with several key personnel in your organization, it can be beneficial for multiple team members to meet the candidate at different stages of the process.

8. Assess candidates’ skills and competencies

In addition to interviews, you may want to evaluate candidates’ skills and competencies through assessments or practical exercises. This can involve tasks or tests that simulate real work scenarios to gauge their abilities and problem-solving skills. Assessments can provide valuable insights into candidates’ aptitude and suitability for the role.

9. Check references

Before making a final decision, it’s crucial to check the references of the top candidates. Contact the references provided by the candidates to gain further insights into their past performance, work ethic, and overall suitability for the position. References can provide valuable information that can help you make a more informed hiring decision.

10. Make an offer

Once you have identified the candidate who best fits the position, it’s time to extend a formal job offer. Prepare a comprehensive offer package that includes details about the position, salary, benefits, and any other pertinent information. Be prepared to negotiate and address any concerns the candidate may have. Ensure clear communication regarding the terms of employment and the expected start date.


By following these steps and tailoring them to your organization’s needs, you can create an optimal recruitment process that increases the chances of finding the right candidate for your position. Remember to continuously evaluate and improve your process based on feedback and outcomes to ensure ongoing effectiveness. Contact us if we can help you with your next recruitment!

External links if you’re interested in reading more about recruitment processes:

A Study on Recrutiment and Selection Process

A Study On Recruitment & Selection Process With Reference


mall för en bra rekryteringsprocess