Employer Etiquette in the Hiring Process

Posted on: September 13, 2017 by Signature Insurance Group

Filling a vacant job position is an exciting and nerve-wracking process for employers and employees alike. Ideally, the process will run smoothly: the employer puts up the posting, applicants send their resumes and other necessary documents, you coordinate interviews, and you slowly narrow down the pool until you have your candidate. You are undoubtedly looking for a candidate who behaves professionally, and it’s crucial to extend that same courtesy to them. Displaying proper employer etiquette is important because it not only will endear you to professional candidates, but it will also make the process run smoothly and protect you from potential employment practices liability suits. Protect your company with a Management Liability Insurance policy and read on to learn about how you should conduct yourself during the hiring process.

The Application Process

When creating your job posting, follow LinkedIn‘s advice and be clear and concise about the job and what you are expecting. If you expect a certain level of education, say so from the beginning. Provide an accurate description of what the job’s duties will be. Specify how you would like applicants to communicate with you, what exactly they should send you, and when you will stop reviewing applications or communicating with applicants. Some employers prefer to wait until the interview process to get into the details of the position, but being clear from the beginning will prevent you and potential candidates from wasting time.

In the interview process, make sure to put in the effort that you expect from your candidates. Have all of your questions planned ahead of time, and coordinate with anyone else who will be involved in the interview. Dress and behave professionally and communicate with the applicant. When you reach out for interviews (be they initial or follow-up), specify the exact date and time as well as who they will be talking to, and be flexible if they say that they cannot make that date or time. Follow up with the candidate prior to the interview to ensure that you are on the same page, and make sure that they know what to expect before they enter the interview.

Making an Offer (or Not)

In the dating world, many people today use the term “ghosting” to refer to when a potential romantic partner suddenly stops contacting them and ignores all messages. While the hiring process is not quite the same, the sentiment is: people do not want to feel ignored. If you’ve decided not to go with a particular candidate and you’ve already spoken with them (especially if they’ve had at least one interview), you owe them the courtesy of a response. We understand that you may have a high volume of applicants (according to ERE, each job opening sees an average of 250 applicants), but it is unprofessional and impolite to completely ignore someone you’ve spoken to. If drafting a personalized response to each candidate is too time-consuming, create a template response or even an automated one that you can quickly distribute to the candidates that you’ve chosen not to go with. After all, you would like it if applicants effectively communicated to you if they decided to withdraw their applications.

When you do issue a job offer, there are a number of things to keep in mind. Make the offer in a timely manner, and make yourself available to the candidate. It is preferable to do this over the phone: it feels more personal to the candidate, and it makes you instantly available to address any questions or concerns that the candidate may have. The candidate may also need a timeline to make a decision. Be flexible and agree upon a time frame with them, and offer them anything you can that you think will be helpful in making a decision. This does not mean that you should try to sway their opinion at the last minute; rather, offer them resources that you think could be helpful in making their decision. Do not push the candidate: give them the time that they need and be courteous.

You should, however, still follow up your initial offer with a formal offer letter or e-mail. This will provide a written trace of the job offer, and will give you room to be more detailed in what the offer entails. This can include the benefits that the job includes, the exact hours and salary, and any other key details about the position. The more clear you are with the employee, the less likely there is to be any confusion or misunderstanding over the offer and the job details.

About Signature Insurance Group

Signature Insurance Group has been working since 1969 to provide comprehensive insurance solutions to individuals and businesses across the United States. We offer a range of insurance products and services in risk management, employee benefits, business insurance, and personal insurance, and we pride ourselves on our commitment to creating “Signature Relationships” with our clients where we commit to providing the best, most comprehensive service possible. To learn more about our goods and services, contact us today at (800) 464-3606.

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