Recruitment can quickly become one of those jobs that gets squeezed in around everything else. Someone leaves, you need to replace them, so you update the old job ad, put it online and start working through applications.
That’s particularly common in our region, where businesses can be hiring regularly to keep up with growth, seasonal peaks and a tight local labour market.
But before you simply replace the person who has left, it’s worth stopping and asking: do you actually need to replace the role as it was?
Businesses change. Teams change. Technology changes. The role you hired two or three years ago may not be the role you need now. Taking a little time to think about what you actually need can save you from hiring the wrong person — or hiring for a role that no longer makes sense.
Start with the role, not the vacancy
Before you advertise, think about what the business needs now.
What will this person actually be responsible for? What skills are essential, and what could be learnt? Does the position description still reflect the role? Could the role be structured differently? Is this the right level of experience, or are you better off hiring someone with potential and developing them?
This is particularly important for seasonal roles. If you’re bringing in extra staff for winter or summer, be clear about what you actually need during that period rather than simply recreating last year’s roles.
Once you’re clear on the role, your recruitment strategy should follow. Where you advertise, how you attract candidates, what you ask at interview and how you assess people should all make sense for the role you’re trying to fill.
Map out the process before you start
Recruitment gets messy when everyone is doing things in a different order, or nobody is quite sure who is responsible for what.
A simple recruitment process map can make a big difference. Who writes and approves the job ad? Who screens applications? Who does the first interview? Who makes the final decision? When are references and other checks completed? Who contacts the unsuccessful candidates?
It might sound like overkill, particularly for a small business, but having the process clear from the start can save time and money — and makes the experience much better for everyone involved.
This is even more useful when you’re hiring several people at once, such as ahead of a busy summer or winter season.
Remember, you’re being interviewed too
Recruitment isn’t just about assessing whether a candidate is right for your business. They’re deciding whether you’re right for them.
Your job ad, the interview, how quickly you respond and the way you communicate throughout the process all tell a candidate something about what it might be like to work for you.
Be clear about the role and the business. Give people a realistic sense of the team, culture and expectations. For seasonal roles, be upfront about things like hours, start and finish dates and what the busy periods will actually look like.
Good candidates often have options, so don’t assume they’ll wait around while your recruitment process drifts along.
Keep communicating
You don’t need to have an update every day, but you do need to keep people informed.
Let candidates know what happens next and when they can expect to hear from you. If there is a delay, tell them. If they’ve been unsuccessful, let them know rather than leaving them wondering.
Yes, you might have received hundreds of applications and it can take time to work through them. But candidates don’t know that. From their perspective, they’ve taken the time to apply for your role and are waiting to hear from you.
Leaving people with no response can damage your employer brand. And in a relatively small community like Wānaka, Queenstown and Cromwell, that reputation matters. The person you don’t respond to today could be a customer, future candidate, supplier or someone who knows the person you hope to hire tomorrow.
Good communication throughout the recruitment process is one of the easiest ways to make a positive impression, and it costs very little to do well.
Don’t skip the checks
Reference checks are important, but they’re only one part of doing your due diligence.
Depending on the role, you may also need to consider criminal record checks, right-to-work checks, qualifications, licences or other relevant background checks. Make sure you understand what checks are appropriate for the role and get the necessary consent before carrying them out.
And when it comes to references, it’s not just about whether you do them. It’s about how you do them. A quick call asking, “Were they good to work with?” isn’t going to tell you much. Good reference questions should relate to the role and help you test the things that matter — performance, reliability, strengths, areas for development and how the person works with others.
A good process makes hiring easier
A robust recruitment process doesn’t have to be complicated or take weeks. It just needs to be thought through.
When you know what you’re looking for, have a clear process, communicate well and make sure your checks are appropriate, you’re much more likely to make a good hire — and give candidates a positive experience along the way.
Whether you’re replacing one person, growing your team or gearing up for another busy season, having the right recruitment process in place can make the whole experience easier.
Mapping out a process like this is exactly what our Recruitment support is for.
Need a hand? Reach out for help mapping out the best recruitment process for your business, including tailored templates and documentation.