A hiring policy is a standardized framework - or set of rules - that sets a standard for all of your hiring practices and strategies as a company. The purpose of a successful hiring policy is to ensure consistency, uniformity and compliance, particularly with regard to labor laws and regulations.
Write a hiring policy that captures your hiring philosophy and provides useful advice for recruiters and hiring managers.
A hiring policy is a statement about how you hire. It outlines your company's preferred hiring practices and promotes consistency within your hiring process.
To start crafting your hiring policy, answer these three questions:
- Philosophy. What is your hiring philosophy?
- Procedure. What are your hiring procedures?
- Standards. What are your standards for the hiring process?
Use these three elements to structure your policies and give hiring teams a head start on recruiting.
Communicate your philosophy
Begin your policies by setting the tone for how you will approach recruiting. Your opening words express your company's unique perspective. You could mention:
- An action that is very important to you and that is linked to your culture (e.g. refusing unpaid internships).
- An idea you are committed to and how you will implement it (e.g. blind hiring to increase diversity).
- The employer brand you want to build (e.g. offering training programs to promote a learning culture).
You could also answer practical questions like:
- What do you look for in applicants? Are there certain values that all new employees should have? Google, for example, summarizes the qualities it looks for in future employees in one simple statement:
- Who takes on which tasks? For example, the recruiters post job advertisements and conduct interviews, while the hiring managers conduct the second and final round of interviews.
- Where should hiring teams look for candidates? What mix of job boards, sourcing, referrals, staffing agencies and campus recruiting is preferred?
- How much flexibility do recruiters and hiring managers have? Are they required to follow the instructions in this policy or can they choose which rules they want to follow?
- What are your key recruiting tools? For example, indicate whether you use an Applicant Tracking System (ATS) to streamline your settings. Choose the right ATS to ensure employees use it.
Outline the procedure
This section is the main part of your recruitment and selection policy. It's best to leave room for adjustment between different roles, but recommend a series of hiring phases for reference. Also add other necessary information.
- Describe the stages before hiring. If hiring managers need to get their open position approved before posting it, let them know who to contact. Distinguish between internal and external hiring and provide guidelines for when each is appropriate. Instruct hiring managers to create a list of job-related criteria to evaluate applicants.
- Outline the default setting process. Mention the hiring stages for different types of roles (e.g. entry-level or managerial positions). You can e.g. Require that every applicant undergo a background check before being hired. And screening calls help disqualify candidates for all positions.
- Name effective instruments and methods. A recruitment process must be supported by the right tools, methods and techniques. Explain e.g. structured interviews or group interviews and for which roles they are most useful. Indicate whether you recommend panel or 1:1 interviews.
- Clarify details. For example, what is your policy regarding flying applicants for interviews? What is the minimum length of time a job ad must be posted before you can proceed with the hiring process? You can also indicate which former employees are eligible for rehire.
If all of these points prove too large for a single policy, you can split it into several parts. For example, you could create different policies for explaining parts of each hiring phase (e.g., a separate policy for background checks).
Set the standards
Point out legal and equality policy requirements. Here are some important ones:
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Equal Employment Opportunity (EEO). Create an effective EEO statement and instruct hiring managers to always include it in job postings. You could also train hiring teams on legal requirements or illegal questions that are not allowed to be asked in interviews.
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Hiring bias. When it comes to hiring, unconscious bias can disadvantage protected groups and cause companies to overlook good applicants. Offer tips on how to combat prejudice. Promote the use of structured interviews that help reduce bias and establish guidelines for training human resources managers in various interview techniques.
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Data protection. Highlight your privacy policy and how it impacts your recruiting. Remind employees that they must keep applicants' information and their applications confidential throughout the hiring process.
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Applicant experience. Applicant experience shapes your employer brand and helps you attract good applicants. Below are some points to consider in your hiring policy to improve your applicants' experience:
Frequently asked Questions
What is the goal of a recruitment policy?
- The objective of the recruitment policy is to recruit employees with appropriate qualifications, skills and experience to fill vacancies in order to effectively provide services to the community.
What is meant by recruitment policies and procedures?
- A hiring policy is a framework that clearly outlines all of your company's hiring methods and practices. The purpose of a hiring policy is to promote consistency, transparency, and compliance with employment laws and regulations.
What is the HR process in recruiting?
- The recruitment process in human resources management begins with identifying vacancies in the company. Later, the HR department analyzes the job requirements, reviews the applications, selects the desired candidates and finally hires the best candidate for the job.
Establishing a comprehensive hiring policy ensures fair, consistent, and compliant recruitment practices. Consider IceHrm for seamless HR management.