Recruitment Etiquette ñ Advice for Employers

CV workshops, mock interviews and classes for the covering letter - when it comes to job hunting, there is no shortage of advice available. There is a plethora of information and advice on websites and in magazines and newspapers offering guidance on how to make the right impression. However, as Alan Patterson, Team Leader for Carlton Resource Solutions, points out, virtually all the help is geared towards helping those looking for jobs, not those who are looking for staff and, as a result, employers are missing out on some crucial advice.

ìThere is a wealth of recommendations for employees on how to present the right image to potential employers, but it is equally important that employers remember to do likewise. Obviously, as an employer you want to secure the best candidates, so itís vital that you create a positive impression of the companyî, says Alan. ìEffective recruitment should be a two-way procedure. How a company conducts itself in this area is crucial in ensuring you donít miss out on excellent applicants. If your chosen hopeful has had a bad experience during your recruitment process, they may not accept the offer. Worse still, they may tell others about it as well.î

Alan sets out four key stages in the recruitment cycle where companies often sell themselves short, and offers the following advice:

Application Stage
Once the position has been advertised, and you have started to receive applications, make sure that all are acknowledged promptly. ìThis can just be a simple, short note letting the candidate know that their submission has arrived, and that itís being considered for short-listingî, says Alan.

ìAlso state that you will be in touch shortly to inform them if they have successfully made it to the next stage or not. It is best to provide a deadline for this so that they know how long they should expect to wait for an answer. This is really just a courtesy, but is nonetheless required.î

ìMake certain that all names are spelt correctly, and everyone is given their correct titles. This is the companyís first contact with the individual, so right away you have the opportunity to set the tone ñ itís all a question of good manners.î Alan points out.

Pre-Interview Stage
Once you have narrowed down your shortlist, you will need to arrange interviews. When scheduling interview slots, bear in mind that some people will have a lot further to travel than others. ìIf an applicant has to travel quite a long way, itís probably better not to see them first thing in the morning or last thing in the afternoon. The company may also want to offer to pay towards travel or accommodation costs if the candidate has to travel a considerable distance. If so, let them know how much the company will contribute.î

Alan stresses that you should include as much detail as possible when inviting hopefuls to an interview. ìFacts such as the date and time are obvious, but it may be handy to provide additional information such as directions, how long you expect the interview to take, who will be conducting the interview, and their position within the company. If the applicant is armed with plenty of information, they will feel much more comfortable approaching the interview experience.î

Interview Stage
This is the stage in the recruitment process where you will have the most prolonged and direct contact with potential employees, so there are a number of issues to consider at this point. A poor interview experience may well deter an excellent candidate from taking a position.

Alan has this to say: ìAbove all, donít be late! You certainly wouldnít be impressed if they showed up late, so itís vital you donít keep them waiting. Attending an interview is a stressful situation at the best of times, so donít leave them sitting for too long or let them feel like they are being ignored. If you are unavoidably detained you may wish to have someone to meet and greet the interviewee on your behalf.î

Once the interview itself begins, take the time to introduce yourself and your role within the company first. You may also want to talk briefly about the company itself, but do not spend too long on this as a good candidate will already have done their research.

ìMake sure you have given the interview some thought ñ by preparing your questions beforehand you will be able to get the most out of the interview, and it will also help create a good impression for the interviewee. Just make sure you offer to answer any questions they might have as well.î

ìEnsure that you have scheduled plenty of time for the meeting,î Alan continues, ìbecause you donít want to have to rush through it. The candidate should get your undivided attention. Interruptions should be avoided unless absolutely necessary.î

Alan advises that you should treat the interview just like a business meeting. ìIf something urgent comes up that only you can deal with, explain to the interviewee and apologise ñ they will understand, as long as itís not just a call to arrange where you and your colleagues are going for lunch!

Alan has one last tip for the interview itself: ìRemember, they are forming opinions too, so ensure you show some enthusiasm!î

Post-Interview Stage
When the interview is over, shake hands and show the candidate out, and remember to thank them for taking the time to come in. ìAgain, it may seem obvious, but itís little details like this which make all the difference,î explains Alan. ìAlso, tell them the date you plan to make decision by, and stick to it. Donít spend too long deliberating after the interview stage. Naturally, it may take time to decide, but donít procrastinate unnecessarily - you might end up missing out on your preferred candidate!î

ìHopefully though, by following these guidelines, not only will your company find their dream employee, but will also have secured their reputation in the job market,î says Alan.

Established in Aberdeen in 1981, Carlton Resource Solutions (Carlton) has grown and developed to cover all geographic regions through itís operational hubs in Aberdeen and London. Recruiting for a wide range of technical and non-technical opportunities, Carlton matches candidates to employers across the full spectrum of occupations in the accountancy and finance, commercial, HR and training, industrial, information technology, technical and engineering disciplines, in both public sector and other corporate environments. Carlton recruits for permanent, contract or temporary placements. With plans at an advanced stage to open offices in Calgary and the Middle East, Carlton will indeed be recognised as a truly global recruitment provider.