Candidate & New Hire Experience

Candidate & New Hire Experience
1. Hiring process timelines and expectations.

2. Communication during the selection process.
3. On-boarding and new-hire engagement.
Candidate Experience
1. Job Posting:
Give a clear description of the respective position to ensure more visibility leading to more
applications. The following details should be mentioned in the job posting & has to be given
by the hiring manager:
a) Position Type
b) Position Title
c) Company Profile/ URL
d) Department
e) Work Location
f) Job Description
g) Years of Experience required for the role
h) Preferred Qualification
i) Work Schedule
j) CTC Range
2. Screening:
● Self-Introduction – Recruiter’s Name & Department
● Company’s Profile – Company Name, brief about the company (should be
mentioned in the JD)
● Check the interest level of the candidate – If yes, Go ahead with position details. If
No(persuasive) - Proceed with company details.
● Vacant Position Details - Position Type, Position Title, Department, Work Location,
Brief about the role
● Knowing Candidate’s Details - Current Profile, Areas of Interest,
Strengths/Weakness, Achievements, Experience & skills, Current Location, Preferred
Location, Current CTC, *Expected CTC, Notice Period, etc. (Capture the entire data in
a standardized excel format, consistent across entities)
3. Reviewing the Applicants:
4. Contacting candidates for interview :

Once a call is made to the candidate, date and time for the interview to be very clearly
communicated as per the availability. Post the call, a follow up email (Invite Letter) with the
following information to be sent:
● The Job Title.
● The location, date and time for the interview. (Venue with map)
● Directions to the building and room where the interview would be held. (If specific)
● Mode of Interview.
● Company’s Profile. (with URL)
● The list of panelists along with the designations and departments.
● Attach a copy of the description of the position. (Job Description)
● Contact Person’s information as per the venue
● Sender’s name and designation. (in signature)
● Ask the candidate to carry a hard copy of their Resume.
**Note: Also send a calendar invite (depending on the position). Post the invite letter,
follow-ups also need to be made.
5. Making it a Seamless Experience for the Applicant:

● Be courteous and hospitable while greeting the candidate. Check if he/she already
has a copy of his/her resume. If not, arrange for one.
● Making the candidates comfortable by ensuring refreshments (Tea, Coffee, etc.)
while they are waiting for the rounds to happen.
● Brief about the company profile (during the buffer time)

● Explaining about the interview process, Role explanation, giving guidelines etc.
● Share a tentative timeline with the candidate regarding the interview process
completion.
● Thank the candidate for managing their time for appearing for the interview.
5. Interview Process:
● Interview Panels should give the candidates a small brief about the department.
● The Panels should have a standard set of questions based on the requirements of
the profile which need to be asked to each candidate.
● It is also appropriate to ask questions directly related to candidate’s application and
to ask follow-up questions which may vary based on their responses.
● Ensure to allow time for the candidate to ask questions.
● The interview is a great opportunity to showcase your office/department. If the
candidate will be interviewing with individuals in other locations, consider who will
escort them to those areas.
6. Interview Feedback Process:

Communication through calls, mails or messages:
● Selected Candidates – Feedback mail should go within 48 Hours
● Rejected Candidates – Feedback mail should go within 48 Hours.
● Candidates on Hold – Communication to be made within 72 Hours.
● Positions on Hold - Communication to be made.
6. Selection Process / Offer Roll-out Process:

● Asking for the Documents – Standard Mail format for asking required Docs
● Communication – Offer, asking for the references, keep engaging with the selected
candidates.
● Once the individual has accepted the offer, begin mapping out their orientation to
their position.
● What is their effective Joining date?
● Who will help acclimate them and train them?
● Introducing them with their reporting managers.
● Prepare a welcome letter letting them know information about the Company, their
Department and the resources available to them.
● Explaining about HRMS system.
● Providing them information on the Growth path.
4-WEEKS INDUCTION PROCESS POST JOINING
A Short Glimpse:
Week 1: Defining Purpose
Week 2: Learn
Week 3: Build
Week 4: Do
I. Week 1: With a stale first day, new hires expire

1 in 25 new hires leave their new job after a bad first day. Don’t miss the chance to make a
lasting impression — the first day should be reserved for a warm welcoming to the
team, company culture, environment, and their new buddy.
II. Week 1: Invest in culture, encourage feedback

a) Encourage feedback: A great idea is setting up new hires to eat, meet with their co-
workers to ensure a connection, a great idea is to have their manager take them to
lunch after the first two weeks on the job. Encourage the manager to get feedback
about the onboarding process, how they are settling in, questions that have come
up. This is the time when any new hire is gathering valuable information, so
encourage honest and read feedback.
b) Invest in culture and company values: Keep in mind, the first two weeks is all about
making sure the new hire is invested into the company culture and is seeing the
value that your organization brings. When speaking with the new hire, tie in phrases
when answering questions such as," We do this, because quality is important" or
"We have heard from our customers, that this makes us most effective."
III. Week 2: Connect, learn, and set goals

a) Making connections: Say you’re introduced to 10 people within 30 minutes of
arriving to an event. What are the chances you’ll remember all 10 names an hour
later? Strategize co-worker introductions by detailing employee names, headshots,
titles, and roles in a central onboarding location. To enhance the way new hires
befriend their colleagues, learn about company culture, and access fundamental
information, establish a buddy program as part of your early onboarding process.
b) Strategizing with early onboarding goals: New hires should have a detailed
description of their position for a concrete understanding of their role. Setting clear,
time-bound early onboarding goals gives new hires the structure they need to get
moving in the right direction. Make expectations clear and provide full access to
resources and assistance so that new hires can begin accomplishing manageable
tasks.
c) Early training for accelerated success: Early tasks and projects can build confidence
and highlight where new hires might need more training. Not all new hires have
mastered every skill they’ll need. Ask about their preferred method of learning and
use mentorship and structured training to accelerate success, guiding them on new
software, tools, and skills.
IV. WEEK 3: Performance plans, continue checking in
Set up a performance plan: Once the new hire has had time to become acquainted with the
company culture and has had time to adjust to their new role, it is critical that HR helps set
up a performance plan. A performance plan consists of goals they want to hit, career
mapping, metrics and activities.
Continue checking in: There is no such thing as too much communication. Continue

checking in with the new hire, even for just 5 minutes at the end of every week to ensure
that they are adjusting well to the new role. During this check in time, you can outline what
they have for the following week, or recap what went well for them.
V. WEEK 4: Collaborate, align, and hold accountable
Aligning goals and encouraging collaboration: Continue aligning new employees with

company mission and values by fostering engagement, strengthening teams, and
encouraging collaboration. Get the whole team involved in onboarding by holding regular
group meetings. Set goals that align with the organizational strategy to help new hires
realize how they can individually contribute to the company’s mission.
Delegating accountability and managing workflow: With ongoing training and support, new
hires should start making more meaningful contributions. Keep the workflow process
organized and centralized, so managers and employees can access and update progress,
holding new hires accountable for their own work.

Candidate & New Hire Experience

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Candidate & New Hire Experience

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Candidate & New Hire Experience

1. Hiring process timelines and expectations.

4. Contacting candidates for interview :

5. Making it a Seamless Experience for the Applicant:

● Brief about the company profile (during the buffer time)

6. Interview Feedback Process:

6. Selection Process / Offer Roll-out Process:

I. Week 1: With a stale first day, new hires expire

II. Week 1: Invest in culture, encourage feedback

III. Week 2: Connect, learn, and set goals

IV. WEEK 3: Performance plans, continue checking in

Continue checking in: There is no such thing as too much communication. Continue

V. WEEK 4: Collaborate, align, and hold accountable

Aligning goals and encouraging collaboration: Continue aligning new employees with

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