5 Step Recruitment Process

You always start with a position description whenever you're recruiting. The first thing that you want to do is get very clear on the role that this person will be fulfilling and your expectations and the tasks and responsibilities and things like that. I don't know if anybody feels like they'd like to share? Is there anything that jumped out at them? You can either type it into the chat or I might even lean in on you, AJ. I don't know if there's anything— sorry to throw you under the bus there. I don't know if you want to let me know if something stood out for you or— yep, just unmute yourself or I can go Elizabeth. Oh, there we go, AJ. Yep.

A lot of it seems typical to me. We have similar descriptions in my company, of course. The challenge we face is filtering through it all, and we're— that's been my focus lately, is putting some self-filtering in place here, because people are not real great at evaluating their own limitations and their fit for the role. So there's a lot here to take in. I could see people looking at this and going, wow, I can do all that.

Yeah, I think that someone mentioned in the chat reference to using AI. You'll also notice there's a few references to systems. Like, if you do a find on the page, the word 'system' will pop up a bit, and 'process'. So again, firstly, I'm just getting clear. Now, we don't necessarily lead with the position description. We have a job ad that we lead with. But when they do get to see the position description, it's very clear that process is related to their role. You'll even find, I think, right down towards the bottom of it, we often link to a process or two that they will be completing. So it basically says right up front, we have a way of doing things, there are processes, you will be following process, and it gives a real clear picture that this is the way that we do things. The next one we've got here is the position ad. Oh great, a couple of shares have come posted in here as well. Oh good, yeah, Nicola, there you go. You'll enjoy fixing broken systems. That's the type of person I'm looking for this particular role. Now the next one is the job ad. So the job ad, if you think about it, it's effectively you're going fishing. So we want to make sure that we have the right bait to catch the right fish, and we want to make sure that The fish that aren't the right people end up getting repelled. Now, there's a few things on the link that Jill's shared for you, and I'll obviously give you all the links at the end. At the top, there's the job ad, and then underneath that, there are some questionnaire and trial tasks and some other things I'll come to in the moment. But you can just focus in on the job ad first. I basically take the position description and then make it, run it through my marketing eye because I want to effectively, I'm marketing to potential candidates and I want to make it interesting. And AJ said, AJ was like, oh yeah, the position description is pretty overwhelming. There's a lot in it. So we're not necessarily going to lead with that. We want to lead with something that's a little bit more tailored. You'll see a little bit about the way that we do it. Generally, the Step after this, like, you, you write your position description, you get your position ad, and then you post it on whatever job board you're going to do depending on where you're recruiting, or maybe you go through a recruiter, or depending on how you're going to do it. Just so we'll capture this high level, the call to action for us is usually to then complete— it used to be a questionnaire, but there are so many tools now popping up We're using one at the moment called Wamli, and I'll give you a recording showing you how Wamli works, but there's a bunch of them. Basically, they call them one-way interview software, and you have a handful of questions. The AI asks the questions, the person records the response. It's in a timed environment where they record the answer, and then obviously the system can ingest all of the applicants, and depending on the platform you choose, a lot of them can even do a lot of analysis as well. And you can ask them to submit certain things. It can come along with their CV, and then they get asked a range of questions, and then the AI transcribes everything, and then you can get an output, and then you can ask it to then analyze, here are all of my candidates, which candidates are the top few candidates that I should progress through to the next level? So this kind of speaks to what AJ was saying around how would we speed it up. Now, depending on the role, in the examples I'm going to show you, it's very systems-driven. Everything doesn't need to be about systems for you because you're also going to be recruiting for a role that, you know, might be an engineer or a drafts person or a bookkeeper. So you need to ask questions around that. But you want to work in questions around process. So, 'Tell me about a time when you improved a system or a process at work, and how did it go?' 'Tell me a time when you used AI or something like ChatGPT to solve a particular problem, and how did you use it, and what happened?' These are the types of questions that you would want to work into the Wamli, or whatever this one-way interview— it's just a way to collect lots of applicants and do that initial screening. If you don't have a recruiter, or even if you do, they should be using these tools to speed it up. I've got a resource I'll give you towards the end here, which is a spreadsheet that has effectively the pre-interview rating. And you're looking for how quickly did they respond, did they respond to the questions well, do they look like a suitable candidate. And from there you can decide— it's, you If you think about it like a funnel, we wanna tip as many people into the top of the funnel, and then each step down in the funnel, we're filtering till we get to the gold at the bottom. So Wamly is that first filtering effectively, or really the position ad is the first filtering, 'cause we wanna repel people that aren't the right fit. But then after that, we have the questionnaire, and then after that, we have a trial task. So, again, this is in the link that Gill's already posted for you. You ask those candidates that you're happy with through the initial screening to progress, and you say, "I want you to now complete a trial task." And this is, again, for the EA position. So, I've talked to them about rebooking a podcast for me because I was double booked, and then I've got to fly, because I want them to understand time zones, and then I want them to write an email to the person who might be a bit frustrated that they had me booked for a podcast and then I needed to reschedule it. So trial tasks are a great next round because some people, they just give up after the first, oh, I've just done the whammy. Oh, now you're asking me to do a task? Now each step we're getting less and we're getting the people who actually want to be here. This is a 4.5 option also. You might do a personality test. So for my EA, we will do a Kolbe test on them as well. Not everybody does a Kolbe. They'll have to do the Wamley first, they do the trial task, and then as we're getting down to the last few candidates, I'll pay for them to do a Kolbe. It's about $50. But systems-driven people, you'll see they come across as high fact, Finder and Follow Through. If both of those are high on a Kolbe, generally you're looking pretty good. When I run this, and I probably should include a link for that so you could see, I'm better at Quick Start and Implementer. So I'm looking for the opposite of me. There are other personality tests. Another one, you could look at something like the Big Five. They talk about Openness, Conscientiousness, Extraversion, Agreeableness, and Neuroticism. The main one to focus in on that one is conscientiousness. Having high conscientiousness closely correlates to being detail-oriented, dependable, follow-through. DiSC is another one Brian's mentioned just there. So 100%, there's lots, but I would pick one. That sometimes can be quite telling as well. Then we move through to the interview phase. Generally, I like to have 2 people on an interview. There's me doing the interviewing, and then there's a second person who notes things down and fills out the scorecard and those sorts of things. From a systems perspective, again, all the way through, we want to add systems into your pre-existing approach. You might have behavioural questions where you say, 'Tell me about a time that you built a checklist or some sort of documentation for a recurring task. How did you decide to include what you included?' Or if you want to know if they're AI curious, what AI tools have you used? How do you decide when to do something manually versus when to use AI? I hope you enjoyed that clip. Just a heads up, it was a snippet taken from the Business Systems Accelerator program, which is the world's first training for systems champions to help you build a systems-driven organization. If you'd like to find out more about the program, head over to systemology.com/bsa, and I'll see you in the next video.