RECRUITMENT / JUN. 07, 2013
version 42, draft 42

Setting Up a Processing System for Managing Job Applications

When recruiting for a particular job vacancy, it is important to implement a processing system that will enable you to efficiently manage the incoming applications in a timely and concise manner. Depending on the advertising method you adopt for you job posting, and the type of position you are recruiting for, the number of applications you receive will vary accordingly. For example, if you are recruiting for a competitive job and you promote the vacancy globally, you can expect a great number of CVs in response.

First you must ascertain the type of responses you wish to receive, for example; you may need to see samples of previous work form candidates, or you may only want to view their CV. Once this is decided upon, you can establish a coherent processing system that will allow you to manage the applications in such a way as to short list the most suitable applicants in a timely way.

Speed up the process

It is advised that recruiters create a standard rejection letter which can be issued to candidates that are not suitable for the role. This is important for rejection letters to be sent out as soon as possible so as to facilitate the short listing process. It is a good idea to record the dates of your responses to ensure that candidates are informed within ample time as to whether they will be invited for an interview

Coping with large scale responses

It is advised to delegate responsibility of handling all telephone applications to one person. This will ensure all applications, whether received online or via telephone are dealt with in a professional and structured manner. It will also ensure that telephone applicants are given the necessary information as to how to apply through your standard format i.e. by emailing their CV or previous work samples, thus ensuring all potential candidate applications are viewed fairly

Draw up your short list

It is important to evaluate all potential candidates thoroughly and prepare a short list so as to contact each individual with interview times and dates, and to inform them of any documents you further require from them. By having a minimum criteria to meet, you can draw up a list of suitable applicants easily. Your short list can then be cut further by conducting additional interview stages – after each interview, you will have a better understanding of the most suitable candidates forthe job. Eventually, you will have to select from only a small number of potential candidates and this will make the recruiting process easier and more streamlined.

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