Explore Get Staffed's step-by-step guide on how to effectively, efficiently and accurately shortlist candidates

Shortlisting: Step-By-Step Guide To Candidate Recruitment

Based on research findings, the typical expense associated with a poor hiring decision amounts to approximately 30% of the employee’s annual salary.

Hiring the right candidates for the right positions is crucial for an organisation’s success. Shortlisting plays a pivotal role in identifying the most promising individuals to advance to the next stages of the hiring process. 

In this comprehensive guide, we will explore the concept and process of shortlisting candidates, providing hiring managers and recruiters with a step-by-step approach to effectively, efficiently and accurately identify the most promising individuals. We will also take a look at a practical example that hiring managers can use as a reference in the shortlisting process. 

 

What Is Shortlisting? 

Shortlisting can be defined as the process of carefully selecting a limited number of candidates from a larger pool of applicants to advance to the next stage of the hiring process. 

The purpose of shortlisting is to identify the most promising candidates who possess the qualifications, skills and experience required for the position. It enables the organisation to prioritise candidates who possess the necessary competencies and are likely to thrive in the role.

By narrowing down the applicant pool through shortlisting, recruiters and hiring managers can focus their time and resources on evaluating a smaller group of candidates who have the highest potential to meet the organisation’s requirements. This streamlines the hiring process and increases efficiency by eliminating candidates who may not be a good fit for the position.

By carefully evaluating and selecting the most qualified candidates, organisations can make informed decisions and invest their resources in further assessing individuals who have the greatest potential to contribute to the company’s success.

 

How to Shortlist Candidates 

Explore an efficient way to shortlist candidates

Shortlisting candidates requires a systematic and objective approach to ensure fairness and effectiveness. By following a step-by-step process, recruiters can identify the most qualified candidates and make informed decisions. 

Here is a guide to shortlisting candidates effectively:

 

1. Define the Selection Criteria

Start by clearly defining the essential qualifications, skills and experience required for the job vacancy. This will serve as the basis for evaluating candidates and shortlisting the most suitable ones. It is crucial to involve key stakeholders, such as hiring managers and team members, in this process to ensure a comprehensive understanding of the position’s requirements.

 

Get Staffed Tip: Qualifying Questions

Utilising a set of qualifying questions in the application process can serve as an effective shortlisting tool to assess crucial criteria when evaluating candidates. 

The Get Staffed system offers applicants the chance to respond to up to 5 Yes or No questions during the application process. These questions may cover essential qualifying criteria, such as, “Do you have a ‘x’ qualification” or “Do you have more than ‘x’ years of experience”? 

Indeed incorporates a similar feature known as “dealbreakers,” which ensures that candidates who do not meet specific criteria will not be included in the talent pool. This streamlined approach enhances the selection process and enables the identification of candidates who meet the necessary prerequisites.

 

2. Review CVs

Carefully review the CVs submitted by applicants. Look for relevant qualifications, experience and skills that align with the selection criteria. Pay attention to the candidate’s educational background, work experience, certifications and any notable achievements. Highlight the most relevant information for easy reference during the shortlisting process.

 

3. Conduct Initial Screening

Conduct an initial screening of the candidates to further narrow down the pool. This can be done through various means, such as a phone interview, a brief questionnaire or video screening. 

By incorporating video screening, you can assess not only candidates’ communication skills and their understanding of the role but also their presentation and demeanour.
 

This step is essential in filtering out candidates who may not meet the minimum requirements or exhibit clear red flags, allowing you to focus on the most promising candidates as you move forward in the hiring process.

 

4. Evaluate Work Samples or Portfolios

If applicable to the position, request work samples or portfolios from the candidates. This allows you to assess their practical skills and creativity in a tangible manner. Carefully review and evaluate these samples, paying attention to the quality, relevance and uniqueness of their work.

 

5. Compare and Rank Candidates

Once you have gathered all the necessary information, compare the candidates against each other. Consider their qualifications, skills, experience and cultural fit with the organisation. Rank the candidates based on how well they meet the selection criteria, placing emphasis on the most important qualifications and skills.

 

Utilising Shortlisting Scorecards

To enhance the objectivity and consistency of the shortlisting process, you can utilise shortlisting scorecards. A shortlisting scorecard is a structured evaluation tool used to assess candidates against predetermined criteria. It provides a standardised framework for comparing candidates objectively, ensuring consistency and fairness in the shortlisting process. 

A scorecard typically includes relevant qualifications, skills, experience and other factors that align with the position’s requirements.

 

How to Use a Shortlisting Scorecard

  1. Define Evaluation Criteria: Identify the key criteria (qualifications, skills, experience, cultural fit, etc.) that align with the position’s requirements.
  2. Assign Weighting: Give weights or scores to each criterion based on their importance to prioritise them.
  3. Evaluate Candidates: Assess each candidate against the defined criteria, assigning scores or ratings for each criterion.
  4. Calculate Total Scores: Sum up the scores from all evaluation criteria to determine the total score for each candidate.
  5. Compare and Rank Candidates: Compare candidates based on their total scores and consider qualitative factors like cultural fit and team dynamics to make informed decisions.
  6. Review and Refine: Regularly review and improve the shortlisting scorecard based on feedback and evolving hiring needs.

 

6. Conduct Reference Checks

Before finalising the shortlist, conduct reference checks on the top candidates. Reach out to their previous employers or professional contacts to gather insights into their work ethic, performance and reliability. This step provides valuable additional information that can influence your decision.

 

7. Finalise the Shortlist

Based on the rankings, evaluations and reference checks, finalise the shortlist of candidates who will proceed to the next stage of the recruitment process. Communicate the outcome to all applicants, expressing appreciation for their interest and time invested in the application.

 

Get Staffed: An Innovative Shortlisting Solution in 2023

As organisations seek innovative ways to optimise their shortlisting process, one solution that stands out is flat fee recruitment. 

The benefits of flat fee recruitment have a significant impact on shortlisting candidates, providing several advantages that can revolutionise the way organisations approach their hiring process. Let’s explore each of these benefits in detail:

 

Cost Effectiveness

One of the key benefits of flat fee recruitment is its cost-effectiveness. By paying a fixed fee for recruitment services, organisations can avoid the higher costs associated with traditional recruitment methods based on a percentage of the candidate’s salary. 

 

This is particularly advantageous when it comes to shortlisting, as the cost remains the same regardless of the number of candidates being evaluated. Flat fee recruitment offers a budget-friendly solution, allowing organisations to allocate their resources efficiently while still accessing top talent.

 

Wider Candidate Reach

Flat-fee recruitment provides organisations with access to a wider candidate pool. Recruitment agencies or platforms offering flat fee services often have extensive networks, job boards and online platforms to attract candidates from various backgrounds and skill sets.

This broader reach increases the chances of finding highly qualified candidates during the shortlisting process. With a larger talent pool to choose from, organisations can enhance the quality and diversity of their recruitment practices.

 

Expertise and Support

Partnering with a flat fee recruitment service, like Get Staffed, offers organisations the expertise and support of experienced recruiters. Recruitment professionals possess in-depth knowledge of the industry and understand the intricacies of the shortlisting process. They can provide valuable insights, guidance and recommendations based on experience. 

Leveraging expertise ensures a more accurate evaluation of candidates, leading to better shortlisting decisions. Recruiters can help organisations identify the most suitable candidates based on the defined selection criteria, resulting in a more successful candidate selection process.

 

Scalability

Flat-fee recruitment offers scalability, making it suitable for organisations of all sizes. Whether a company is hiring for a single position or multiple roles, the fixed fee structure allows for flexibility without incurring additional costs. This scalability ensures that shortlisting remains affordable and efficient, regardless of the hiring volume. 

Organisations can adjust their hiring needs without worrying about fluctuating recruitment costs, making flat-fee recruitment a flexible and cost-effective solution.

 

Streamlined Communication

Effective communication is crucial during the shortlisting process to keep candidates informed and maintain a positive employer brand. Flat-fee recruitment services often provide streamlined communication channels, ensuring timely and consistent updates to candidates throughout the shortlisting process. This helps create a positive candidate experience, even for those who may not ultimately be selected. 

Clear and transparent communication not only enhances the organisation’s reputation but also contributes to a more efficient and successful shortlisting process.

Embracing flat fee recruitment in 2023 can revolutionise the way organisations approach shortlisting, ensuring a more efficient and successful candidate selection process.

 

Example: Shortlisting for a Business Development Manager Position

Here's a great shortlisting example for you to emulate

In the example below, we’ve created a fictional scenario to demonstrate the shortlisting process. This practical illustration provides valuable guidance on how to effectively apply the step-by-step approach to identify highly qualified candidates.

 

Step 1: Define the Selection Criteria

ABC Ltd., a growing technology company, is looking to hire a Business Development Manager to drive sales and foster strategic partnerships. 

The key selection criteria for this position include;

  • A minimum of three years of industry-related experience
  • A minimum of five years of experience in a business development role
  • A proven track record of achieving sales targets
  • Excellent communication and negotiation skills
  • The ability to build and maintain client relationships

 

Step 2: Review Resumes/CVs

The position is advertised through Get Staffed’s flat fee recruitment services and ABC Ltd. receives numerous resumes for the Business Development Manager vacancy. The HR team carefully reviews each resume, focusing on candidates who possess the required qualifications and experience. 

They pay particular attention to candidates who have a solid background in business development, demonstrate strong sales achievements and showcase their ability to foster relationships with potential clients.

 

Step 3: Conduct Initial Screening

Based on the resume review, an HR representative conducts video screenings with selected candidates. During these screenings, they assess the candidates’ communication skills, their understanding of business development strategies, their motivation for the role and their ability to align with the company’s values and goals. 

The HR team eliminates candidates who do not meet the minimum requirements or exhibit any red flags during the screening process.

 

Step 4: Evaluate Work Performance or Portfolios

As part of the shortlisting process, ABC Ltd. requests candidates to provide recent performance history in terms of sales achievements and examples of relevant clients won. 

They also ask for examples of successful business development initiatives and sales strategies. The HR team evaluates this information to assess the candidates’ practical skills, creativity and ability to drive business growth. 

By modifying the approach to focus on tangible performance metrics and relevant achievements, ABC Ltd. ensures a more suitable evaluation process for Business Development Managers who typically do not maintain portfolios.

 

Step 5: Compare and Rank Candidates

With all the necessary information gathered, the HR team compares and ranks the candidates. They assess each candidate against the defined selection criteria, assigning scores or ratings for each. 

Candidates who have excelled in terms of their qualifications, experience, sales achievements and relationship-building skills receive higher rankings.

Let’s consider the shortlisting process for the Business Development Manager position at ABC Ltd., based on the defined selection criteria:

 

Candidate A

  • Industry-related experience: 4 years
  • Business development experience: 6 years
  • Sales achievements: Consistently met or exceeded sales targets for the past 4 years
  • Communication and negotiation skills: Strong, demonstrated through successful client interactions
  • Relationship-building skills: Extensive experience in building and maintaining long-term client partnerships

 

Candidate B

  • Industry-related experience: 2 years
  • Business development experience: 5 years
  • Sales achievements: Achieved sales targets for the past 2 years
  • Communication and negotiation skills: Adequate, but needs further development
  • Relationship-building skills: Limited experience in client relationship management

 

Candidate C

  • Industry-related experience: 5 years
  • Business development experience: 7 years
  • Sales achievements: Inconsistent performance, missed targets in the last year
  • Communication and negotiation skills: Exceptional, evidenced through strong client testimonials
  • Relationship-building skills: Demonstrated ability to establish rapport with clients

Based on the defined selection criteria, the HR team compares and ranks the candidates as follows:

  • Candidate A: Scores high in all areas, making them a strong contender.
  • Candidate B: Lacks sufficient experience in both industry-related and business development roles, putting them in a lower position.
  • Candidate C: Although they have considerable experience and strong communication skills, their inconsistent sales performance raises concerns.

Following this assessment, the HR team would proceed with further evaluations, interviews and potentially psychometric testing or personality profiling for the top candidates. 

By systematically comparing and ranking candidates against the selection criteria, ABC Ltd. can identify the most qualified and suitable individuals for the Business Development Manager position, ensuring a strong fit with the company’s goals and culture.

 

Step 6: Finalise the Shortlist

Based on the rankings and evaluations conducted during the shortlisting process for the Business Development Manager position at ABC Ltd., the HR team finalises the shortlist of candidates. 

The top candidates who have demonstrated exceptional qualifications, relevant experience, successful sales track records and strong references are chosen to proceed to the next stage of the recruitment process.

In this practical example, the shortlist includes:

  • Candidate A: With 4 years of industry-related experience and 6 years of business development experience, Candidate A has consistently met or exceeded sales targets over the past 4 years. Their excellent communication and negotiation skills, coupled with a strong track record of building and maintaining client relationships, make them a top contender for the role.
  • Candidate C: Having 5 years of industry-related experience and 7 years of business development experience, Candidate C has demonstrated exceptional communication and negotiation skills, as evidenced by strong client testimonials. While their sales performance was inconsistent, their ability to establish rapport with clients adds value to their candidature.

By following this step-by-step shortlisting process, ABC Ltd. has successfully identified highly qualified candidates for the Business Development Manager position. 

This approach allowed them to make informed decisions and focus their resources on evaluating candidates who have the greatest potential to drive sales growth and establish strategic partnerships for the company’s continued success. The final shortlist showcases candidates who align with the key selection criteria and exhibit the qualities required to excel in the role, ensuring a strong match between the company’s needs and the candidates’ capabilities.

 

Conclusion

Shortlisting is a crucial step in the candidate recruitment process, allowing recruiters to identify the most qualified candidates efficiently. By following a systematic approach and leveraging innovative tools and techniques, recruiters can enhance the effectiveness of their shortlisting process.

Effective shortlisting is essential for identifying the most qualified candidates efficiently. By leveraging innovative solutions like Get Staffed’s flat fee recruitment services, recruiters can optimise their shortlisting process and make successful hiring decisions.

 

Key Takeaways

  • Shortlisting is a critical step in the candidate recruitment process, allowing recruiters to identify the most qualified candidates and make informed decisions.
  • A systematic approach to shortlisting, including defining selection criteria, reviewing resumes, conducting initial screenings, evaluating work samples and ranking candidates, ensures fairness and effectiveness.
  • Utilising shortlisting scorecards provides a structured evaluation framework, enhancing objectivity and consistency in candidate assessments.
  • Flat fee recruitment offers several benefits for the shortlisting process, including cost-effectiveness, wider candidate reach, expertise and support, scalability and streamlined communication.
  • Effective communication and timely updates to candidates during the shortlisting process contribute to a positive candidate experience, regardless of the outcome.
  • Incorporating flat fee recruitment in 2023 can revolutionise the way organisations approach shortlisting, leading to a more efficient and successful candidate selection process.
  • Continuous improvement and refinement of the shortlisting process, including the use of scorecards, ensure its relevance and effectiveness over time.
  • Shortlisting is a crucial step in attracting and selecting the best talent, contributing to organisational success and growth in a competitive job market.