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Standard Recruitment Planning Process Steps

HR should implement the recruitment planning process as it manages the recruitment and staffing of all vacancies within the allocated recruitment budget, the satisfaction of managers with provided services and balances the workload of HR Recruiters. The recruitment planning process elaborates goals and initiatives defined in the recruitment strategy and sets the exact recruitment plan for the next year.

The recruitment planning should not be a dreaming session; the team cannot just brainstorm new ideas. The proper planning is about the analysis of the current status and the performance of recruitment processes. It is about the analysis of the new trends and fascinating facts collected during job interviews with candidates. Everything should be collected and closely evaluated against the recruitment strategy.

The recruitment planning process steps should be:

  • Data gathering of recruitment measures and performance
  • Analysis of recruitment data gathered
  • Recruitment Process Performance Presentation and Discussion
  • Recruitment Results and Recruitment Strategy
  • Team Brainstorming generating new ideas
  • Business Initiatives requiring intensive recruitment of new employees
  • Recruitment Plan Preparation
  • Plan Validation

Each plan, including the recruitment plan, should start with the data gathering. The recruitment process generates many useful inputs, and they should not be ignored. Most companies have information about the number and structure of vacancies. They have information about payments to external vendors. They measure the average time to hire. They measure the results of the induction period.

The data gathering is about finding the right sources of data, getting and cleaning data. Many companies are not able to connect invoices with job vacancies. This should be done during the data gathering process step, as the proper and detailed recruitment analysis can be prepared for the team discussion.

The analysis of the recruitment data is highly beneficial. Most HR Managers understand the process, and they have the experience. However, they do not understand the real performance of the process; they do not understand the cost structure of the recruitment process in the organization. They usually know how many people were hired, but they do not have the clue about the number of job applicants. The analysis of the recruitment connects vacancies, measures and costs. The recruitment manager has to present the basic recruitment performance information before the group starts any brainstorming. It is a reality check for the team. The team has to discuss the performance of the recruitment process, and they should confirm all findings. They can be surprising, and they should be written on the white board as the team sees them during the brainstorming session after the presentation.

The development of the recruitment process is driven by the recruitment strategy. The recruitment manager has to present the current status of the implementation of the recruitment strategy. All findings from the analysis should be compared with the strategy as the team understands the current situation. It can help to define initiatives, actions and projects in the recruitment area for the next year. They can be used as the source of information for the potential minor adjustments of the recruitment strategy.

The brainstorming of the new ideas for the further development of the recruitment process is the most creative part of the recruitment planning. All participants should respect the given recruitment strategy and the presented results of the recruitment analysis. They should propose ideas gathered during job interviews with candidates. They can be inspired by the best practice found on the job market. Each idea should be evaluated by the group and the potential benefits of the solution should be identified. The group should decide, which ideas will be implemented during the next year. They should assign priorities. Many ideas need just a small adjustment in the process, but some ideas can require a set up of the regular project team.

Finally, HR Managers should add information about the business initiatives, which will require the intensive recruitment of new employees. It is essential as the recruitment manager can prepare the proper recruitment plan. The implementation of the planned initiatives needs to be stopped during months of the intensive recruitment. HR Managers should confirm all additional vacancies as soon as possible as the timing can be adjusted (if needed).

Finally, the recruitment manager prepares the detailed recruitment plan from all gathered information. It is the last process step in the recruitment planning. The recruitment manager updates the recruitment strategy and provides information about the recruitment plan to all HR Managers. The HR Managers should use the plan in their discussions with the internal clients. The clients should not start their activities at the same time, and HR Managers should prioritize requirements of clients.

The recruitment planning process is a creative and relaxing process for most HR employees, but the benefits of the plan are enormous. The recruitment factory can balance the workload, and it can still implement new ideas and projects. The recruitment strategy is a living document then.

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