01.1 Hiring Process Detail
Hiring Process Help Guide
A step-by-step guide for streamlined hiring, with department responsibilities, tools, and key action criteria at each stage.
Table of Contents
- Need Identification
- Requisition Creation
- Approval Process
- Sourcing
- Case Study / Assignment
- Screening
- Telephonic Interview
- F2F / Virtual Panel
- Management Interview
- Decision & Offer
- Offer Rollout
- Background Verification
- Pre-Onboarding Engagement
- Day 1 Onboarding
- 30/60/90 Day Check-ins
- Probation Review
- Continuous Engagement
1. Need Identification
Description: Identify and justify new headcount requirements.
- Tasks: Identify business need, justify headcount, align with budget
- Links / Tools: HRMS, Headcount tracker
- Responsible Dept.: Business Ops + Dept. Head
- Assignment Person: Hiring Manager
- Entry Criteria: Business need, Workload justification
- Artifacts Needed: Business case, Org chart, Budget approval
- Exit Criteria: Business justification for the hire
- Closing Date / SLA: T-0 (Day 0)
2. Requisition Creation
Description: Document role requirements and initiate hiring request.
- Tasks: Draft JD, define competencies, level, compensation band
- Links / Tools: ATS, JD Templates
- Responsible Dept.: Hiring Manager + HR
- Assignment Person: HR Recruiter
- Entry Criteria: Business justification, Budget, in-principle approval
- Artifacts Needed: JD, Approval matrix
- Exit Criteria: Request creation
- Closing Date / SLA: T+2 days
3. Approval Process
Description: Get official approval for new hire requisition.
- Tasks: Approval from Finance & Leadership
- Links / Tools: HRMS/ATS
- Responsible Dept.: Hiring Manager + HR
- Assignment Person: HM / HR
- Entry Criteria: Request in tool or email
- Artifacts Needed: Approval email/document
- Exit Criteria: Approved email
- Closing Date / SLA: T+3 days
4. Sourcing
Description: Attract, post, and track candidate applications from multiple sources.
- Tasks: Post JD, reach out to vendors, LinkedIn, referrals, campus, maintain/resume tracker
- Links / Tools: LinkedIn, Naukri, Career page
- Responsible Dept.: Talent Acquisition
- Assignment Person: Recruiter
- Entry Criteria: JD, understanding/context
- Artifacts Needed: Job postings, Vendor list, Referral policy
- Exit Criteria: Sourced resumes in ATS
- Closing Date / SLA: T+7–14 days
5. Case Study / Assignment
Description: Evaluate candidate capabilities through assignments.
- Tasks: Send assignment, evaluate submissions
- Links / Tools: Google Docs, MS Forms
- Responsible Dept.: Hiring Manager
- Assignment Person: Panel member
- Entry Criteria: Contacts of sourced/selected resumes, assignment brief
- Artifacts Needed: Responses, Evaluation rubric
- Exit Criteria: Responses from candidates alive
- Closing Date / SLA: T+5 days
6. Screening
Description: Shortlist candidates using predefined cutoffs and automation.
- Tasks: Set cutoff, shortlist resumes, automate process, HR call (fit/salary check)
- Links / Tools: ATS, Excel, Screening Email Template
- Responsible Dept.: Talent Acquisition
- Assignment Person: Recruiter
- Entry Criteria: Sourced resumes, questionnaire responses
- Artifacts Needed: Resume tracker, Screening script
- Exit Criteria: Top 20-25 resumes (as per joining probability)
- Closing Date / SLA: T+2 days
7. Telephonic Interview
Description: Conduct initial functional/technical interviews by phone/virtual platform.
- Tasks: Set interview sequence, conduct interviews
- Links / Tools: Zoom, Google Meet, Assessment Sheets
- Responsible Dept.: Hiring Manager
- Assignment Person: Panel member
- Entry Criteria: Interview sequence, panels, availability
- Artifacts Needed: Interview feedback form
- Exit Criteria: Interview feedback per parameters
- Closing Date / SLA: T+2 days
8. F2F / Virtual Panel
Description: Main skills/cultural assessment through panel interviews.
- Tasks: Panel round, skills/cultural fit, problem solving
- Links / Tools: ATS interview module, Calendar, Assessment Sheets
- Responsible Dept.: Dept. Panel + HR
- Assignment Person: Panel
- Entry Criteria: Interview sequence, panels, availability
- Artifacts Needed: Interview scorecard, structured Qs
- Exit Criteria: Interview feedback per parameters
- Closing Date / SLA: T+5 days
9. Management Interview
Description: Final leadership round for vision, values, and alignment.
- Tasks: Leadership interview
- Links / Tools: Zoom, Meeting notes, Personality Kit, Assessment Sheets
- Responsible Dept.: Leadership + HR
- Assignment Person: Director/VP
- Entry Criteria: Collated feedback from panels
- Artifacts Needed: Leadership framework
- Exit Criteria: Final interview feedback, GO/NO-GO
- Closing Date / SLA: T+2 days
10. Decision & Offer
Description: Finalize and propose compensation to selected candidate.
- Tasks: Collate feedback, proposal preparation
- Links / Tools: ATS, HRMS
- Responsible Dept.: HR + Leadership
- Assignment Person: HRBP + Director Ops
- Entry Criteria: Selection decision
- Artifacts Needed: Feedback summary, compensation grid
- Exit Criteria: Offer rollout proposal
- Closing Date / SLA: T+2 days
11. Offer Rollout
Description: Prepare and send the official offer letter, collecting acceptance.
- Tasks: Draft/send offer, confirm acceptance
- Links / Tools: DocuSign, ATS
- Responsible Dept.: HR
- Assignment Person: Recruiter/HR Ops
- Entry Criteria: Offer letter template, signed document
- Artifacts Needed: Offer letter
- Exit Criteria: Accepted offer
- Closing Date / SLA: T+1 day
12. Background Verification
Description: Validate candidate’s employment, education, and conduct.
- Tasks: Verify employment, education, reference, criminal check
- Links / Tools: Vendor portal
- Responsible Dept.: HR Ops + Vendor
- Assignment Person: HR Ops Coordinator
- Entry Criteria: BGV reports, consent form
- Artifacts Needed: BGV reports
- Exit Criteria: Completed BGV
- Closing Date / SLA: T+7 days
13. Pre-Onboarding Engagement
Description: Prepare employee for Day 1 with engagement, IT setup, and welcoming steps.
- Tasks: Welcome email, buddy assignment, checklist, IT access
- Links / Tools: ITSM, HRMS
- Responsible Dept.: HR + IT + Admin
- Assignment Person: HR Ops + IT
- Entry Criteria: Laptop, Email/Slack/Teams
- Artifacts Needed: Access confirmation
- Exit Criteria: Ready for onboarding
- Closing Date / SLA: Before DOJ
14. Day 1 Onboarding
Description: Company orientation and initial training for new hire.
- Tasks: Orientation sessions, company values, policies
- Links / Tools: LMS, Zoom/Offline
- Responsible Dept.: HR + L&D + Manager
- Assignment Person: HRBP + Manager
- Entry Criteria: Induction deck, Policy handbook
- Artifacts Needed: Attendance, completed checklist
- Exit Criteria: DOJ completed
- Closing Date / SLA: Day 1
15. 30/60/90 Day Check-ins
Description: Collect feedback and support new hire’s performance and clarity of role.
- Tasks: Feedback, HR pulse check, clarity & performance
- Links / Tools: HRMS, Survey tools
- Responsible Dept.: HRBP + Manager
- Assignment Person: HRBP + Manager
- Entry Criteria: 30/60/90 templates, performance notes
- Artifacts Needed: Check-in summary
- Exit Criteria: Feedback collected
- Closing Date / SLA: 1–3 months
16. Probation Review
Description: Evaluate if role expectations have been met before confirmation.
- Tasks: Confirm/extend probation
- Links / Tools: HRMS
- Responsible Dept.: Manager + HRBP
- Assignment Person: Hiring Manager
- Entry Criteria: Review form
- Artifacts Needed: Confirmation letter
- Exit Criteria: Probation end decision
- Closing Date / SLA: End of probation
17. Continuous Engagement
Description: Foster long-term employee growth and engagement through ongoing support.
- Tasks: Check-ins, training, career path discussions
- Links / Tools: HRMS, LMS
- Responsible Dept.: HRBP + L&D + Manager
- Assignment Person: HRBP + L&D
- Entry Criteria: Career/training plan
- Artifacts Needed: Engagement logs
- Exit Criteria: Ongoing
- Closing Date / SLA: Ongoing
For more details on templates, workflows, and forms, please refer to the embedded links under each stage.
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