Business mentor: Process important when hiring best applicants

Q.I did not get the number of applications I expected for a job that I advertised but several people look good on paper. How will I really know who the right candidate is?

A. Philip Kotze from AdviceWise people replies:

Ensuring you invest in the best staff is a vital requirement for your business.

Selecting the best candidate can be difficult but there are clear steps you can take to reduce the risks of employing someone who doesn't work out.

The first step is to ensure you have a clear job description and a firm idea of the performance factors required. You should take into account the achievement goals for the role and these should derive from your business objectives.

Either you or your recruiter should assess all candidates against the same criteria.

Filter out all applicants who do not meet the standards. Unless you have the resources to develop an exceptional prospect that falls short in certain areas, it is risky to consider them for the job.

The next step is to telephone screen applicants with a simple interview in which you establish facts that are not necessarily disclosed in their CV or application but which may be relevant to the role. This process may eliminate some candidates.

Finally there is the critical interview of the best prospects.

Most interviews by employers are loosely planned, which usually means unreliable results and can lead the interviewer into asking questions that are not legally defensible.

We recommend a structured approach that gets the information on the applicant's skills, abilities and personal attributes. This is built around the key performance factors required and looks for examples of situations where the person has met similar challenges.

From the interview select up to three candidates for final checks. These could include assessments (which can be done on-line) or work samples (mini-tasks a person has to do). Those on the final shortlist may need to be further interviewed by others in the company.

All shortlist applicants must have their references checked before a final decision is made because CVs and references can be manipulated to give a particular impression.

When calling about references use CVs and the notes taken at interviews to establish the questions to be asked.

In checking qualifications, ask to see the actual diplomas and then follow up by investigating the institution, either by using the internet or contacting them directly.

Now you can make your final selection and offer the job to the best person. As a safeguard you may wish to propose a trial appointment.

* Philip Kotze is chief executive at AdviceWise People, an employment management firm working with small to medium-sized businesses. Ph: 0800 692 384 www.advicewise.co.nz


* Send Mentor questions to: ellen_read@nzherald.co.nz. Answers will be provided by Business in the Community's Business Mentor Programme.