Recruitment Process

What is the Recruitment Process?

The recruitment process is the systematic series of steps an organization follows to identify, attract, evaluate, select, and hire qualified candidates for open positions. It encompasses everything from identifying hiring needs to onboarding the new employee, ensuring the right talent joins the organization.

Stages of the Recruitment Process

1. Workforce Planning and Needs Identification

• Identify hiring needs (new role, replacement, growth)
• Business case and budget approval
• Headcount authorization
• Timing considerations
• Role prioritization

2. Job Analysis and Description

• Define role responsibilities
• Required qualifications and experience
• Skills and competencies needed
• Reporting relationships
• Work environment and conditions
• Performance expectations

3. Job Posting and Advertising

• Create compelling job posting
• Internal job board posting
• External job board selection (LinkedIn, Indeed, Glassdoor)
• Social media promotion
• Company website careers page
• Recruitment agency engagement (if needed)
• Employee referral program activation

4. Application Screening

• Resume/CV review
• Application tracking system (ATS) filtering
• Initial qualification assessment
• Skills testing or assessments
• Shortlist creation

5. Initial Interviews

• Phone/video screening calls
• HR/recruiter interviews
• Basic qualification verification
• Salary expectation discussion
• Availability confirmation
• Culture fit preliminary assessment

6. Assessment and Evaluation

• Skills testing (technical, language, etc.)
• Psychometric assessments
• Work sample tests
• Case studies or assignments
• Presentations
• Assessment centers (for some roles)

7. In-depth Interviews

• Hiring manager interviews
• Team interviews or panel interviews
• Behavioral interview questions
• Technical deep dives
• Multiple rounds (often 2-4)
• Site visits or office tours

8. Reference and Background Checks

• Employment history verification
• Reference calls (typically 2-3)
• Education credential verification
• Criminal background check
• Credit check (if applicable)
• Professional license verification

9. Offer Preparation and Negotiation

• Compensation determination
• Offer letter drafting
• Approval process
• Offer presentation
• Negotiation (if needed)
• Offer acceptance

10. Pre-boarding

• Contract execution
• Background check completion
• Onboarding preparation
• Equipment ordering
• System access setup
• Welcome communications

Recruitment Strategies

Internal Recruitment

Advantages:

• Lower cost
• Faster hiring
• Known performance
• Boosts morale
• Cultural fit assured

Disadvantages:

• Limited candidate pool
• Potential gaps not filled
• Internal politics
• May need backfill
• Can create resentment

External Recruitment

Advantages:

• Fresh perspectives
• New skills and ideas
• Larger talent pool
• Industry knowledge
• Objective selection

Disadvantages:

• Higher costs
• Longer time
• Cultural fit uncertain
• Higher risk
• Onboarding required

Hybrid Approach

• Internal candidates considered first
• External search simultaneously
• Best person wins
• Balanced approach
• Common practice

Recruitment Channels

Digital Channels

• Company careers website
• LinkedIn and professional networks
• Job boards (Indeed, Glassdoor, Monster)
• Social media (Facebook, Twitter, Instagram)
• Online communities and forums
• Email campaigns
• SEO and online advertising

Traditional Channels

• Print advertisements (newspapers, magazines)
• Campus recruiting events
• Job fairs and career expos
• Walk-in applications
• Word of mouth
• Trade publications

Specialized Channels

• Executive search firms
• Industry-specific job boards
• Professional associations
• Alumni networks
• Niche recruitment agencies
• Diversity-focused platforms

APAC-specific Channels

• Singapore: JobsDB, JobStreet, LinkedIn
• Hong Kong: JobsDB, CTgoodjobs
• Japan: Rikunabi, MyNavi, Doda
• India: Naukri.com, TimesJobs, Monster India
• China: 51job, Zhaopin, Boss Zhipin, LinkedIn
• Australia: SEEK, Indeed, LinkedIn
• Southeast Asia: JobStreet (regional), regional platforms

Recruitment Metrics and KPIs

Time-based Metrics

• Time to hire (days from posting to acceptance)
• Time to fill (days from req approval to start date)
• Interview-to-offer ratio
• Offer-to-acceptance time
• Candidate pipeline velocity

Quality Metrics

• Quality of hire (performance ratings, retention)
• First-year retention rate
• Hiring manager satisfaction
• New hire performance
• Cultural fit scores

Efficiency Metrics

• Cost per hire
• Recruitment cost ratio
• Source effectiveness
• Recruiter productivity
• Applicants per opening

Pipeline Metrics

• Applicants per requisition
• Qualified candidates ratio
• Interview-to-hire ratio
• Offer acceptance rate
• Candidate drop-off rates

Diversity Metrics

• Diversity of applicant pool
• Diversity of interviewees
• Diversity of hires
• Representation at each stage
• Inclusive recruitment practices

Recruitment Challenges in APAC

Talent Shortage

• Skills gaps in many markets
• Competitive labor markets
• Specific skill scarcity (tech, digital)
• Aging workforce in some countries
• Educational pipeline issues

Cultural and Language Diversity

• Communication challenges
• Cultural fit assessment
• Language proficiency requirements
• Diverse interview approaches
• Cross-cultural understanding

Compensation Expectations

• Rapid salary inflation in some markets
• Competing with global companies
• Cost of living variations
• Currency fluctuations
• Benefits expectations differ

Regulatory Complexity

• Work permit requirements
• Local hiring quotas (some countries)
• Data protection in hiring
• Anti-discrimination laws
• Employment law variations

Geographic Challenges

• Large countries (India, China, Australia)
• Island nations (Indonesia, Philippines)
• Remote locations
• Urban-rural divide
• Regional availability

Best Practices for Effective Recruitment

Clear Job Requirements

• Realistic job descriptions
• Must-have vs. nice-to-have distinction
• Avoid credential inflation
• Focus on competencies
• Inclusive language

Strong Employer Branding

• Compelling employer value proposition
• Positive company reputation
• Engaging careers website
• Social media presence
• Employee testimonials
• Authentic communication

Efficient Process

• Streamlined stages
• Clear timeline communication
• Responsive communication
• Minimized bureaucracy
• Decision-making authority
• Respectful of candidates' time

Candidate Experience

• Clear communication
• Timely updates
• Respectful treatment
• Professional interactions
• Transparent process
• Feedback provided (if possible)
• Easy application process

Data-driven Decisions

• Structured interviews
• Standardized evaluation criteria
• Scoring systems
• Bias reduction techniques
• Evidence-based selection
• Analytics and reporting

Diversity and Inclusion

• Diverse sourcing strategies
• Inclusive job descriptions
• Bias training for interviewers
• Diverse interview panels
• Equitable evaluation
• Accessible application process

Technology Utilization

• Applicant Tracking Systems (ATS)
• AI-powered screening (with caution)
• Video interviewing platforms
• Assessment tools
• Candidate relationship management
• Automation where appropriate

Legal Compliance

• Non-discriminatory practices
• Data protection adherence
• Work authorization verification
• Fair hiring practices
• Proper documentation
• Equal opportunity compliance

Interview Best Practices

Structured Interviews

• Standardized questions
• Consistent evaluation criteria
• Multiple interviewers
• Calibrated scoring
• Reduces bias
• Improves reliability

Behavioral Questions

• Past behavior predicts future performance
• "Tell me about a time when..."
• STAR method (Situation, Task, Action, Result)
• Specific examples requested
• Competency-based

Technical Assessments

• Relevant to actual job
• Realistic simulations
• Time-appropriate
• Fair and objective
• Consistent administration

Cultural Fit vs. Cultural Add

• Beyond "fit" to contribution
• Diversity of thought valued
• Inclusive rather than conforming
• Assessing alignment with values
• Avoiding "like me" bias

Candidate Evaluation

• Multiple data points
• Structured scoring
• Consensus building
• Reference input
• Holistic assessment
• Decision documentation

Recruitment Technology

Applicant Tracking Systems (ATS)

• Centralized candidate database
• Application management
• Resume parsing
• Interview scheduling
• Communication automation
• Reporting and analytics
• Compliance tracking

Popular ATS Platforms

• Workday Recruiting
• Greenhouse
• Lever
• iCIMS
• BambooHR
• Taleo
• SmartRecruiters

AI and Automation

• Resume screening
• Candidate matching
• Chatbots for queries
• Interview scheduling
• Assessment scoring
• Bias detection tools
• Predictive analytics

Cautions with AI

• Potential for bias amplification
• Transparency requirements
• Human oversight needed
• Regulatory considerations
• Ethical use
• Candidate experience impact

Video Interviewing

• Live video interviews (Zoom, Teams)
• One-way video interviews
• Global reach
• Cost and time savings
• Recording for review
• Accessibility considerations

Recruitment in Remote/Hybrid World

Virtual Recruitment

• Fully remote hiring processes
• Video interviews standard
• Virtual office tours
• Remote assessment tools
• Digital onboarding
• Global talent access

Challenges

• Assessing cultural fit remotely
• Building rapport virtually
• Technology barriers
• Time zone coordination
• Security and privacy
• Candidate verification

Best Practices

• Clear virtual process
• Technology testing
• Multiple touchpoints
• Virtual team introductions
• Transparent remote work expectations
• Emphasis on communication skills

Recruitment Outsourcing

Recruitment Process Outsourcing (RPO)

• External provider manages recruitment
• Full or partial process
• Scalable solution
• Access to expertise and technology
• Cost efficiency for volume hiring
• Focus on core business

Recruitment Agencies

• Contingency (success fee)
• Retained (upfront + success)
• Specialized vs. generalist
• Executive search
• Temporary staffing
• Regional expertise

When to Outsource

• High volume hiring
• Specialized skill needs
• Market entry (new geography)
• Capacity constraints
• Expertise gaps
• Cost considerations

How EOR Providers Support Recruitment

When using AYP:

• Recruitment guidance: Advise on local market practices, salary benchmarking, competitive positioning
• Job posting support: Assist with local job boards, culturally appropriate job descriptions
• Screening support: Initial candidate screening, language proficiency assessment
• Interview coordination: Scheduling across time zones, local interview logistics
• Offer management: Compliant offer letters, compensation structuring, local market insights
• Onboarding: Employment contract execution, background checks, first-day coordination

Client Manages

• Job requirements definition
• Final candidate selection
• Interview and assessment
• Hiring decisions
• Day-to-day management

Value of EOR in Recruitment

• Faster time to hire (no entity setup needed)
• Local market expertise
• Compliance assurance
• Salary and benefits guidance
• Reduced risk
• Operational simplicity

Recruitment Cost Components

Direct Costs

• Job advertising
• Recruitment agency fees (15-25% of annual salary typically)
• Assessment tools and tests
• Background checks
• Immigration/visa costs
• Technology platforms (ATS)
• Career fair participation
• Referral bonuses

Indirect Costs

• Recruiter/HR time
• Hiring manager time
• Interview panel time
• Training new hires
• Onboarding resources
• Lost productivity during vacancy
• Poor hire costs

Cost Per Hire Calculation

Total recruitment costs / Number of hires = Cost per hire

Typical Ranges

• Entry level: $3,000-8,000
• Mid-level: $10,000-15,000
• Senior/executive: $20,000-50,000+
• Varies significantly by industry, location, role

Recruitment Trends

Skills-based Hiring

• Focus on skills over credentials
• Competency-based assessment
• Reducing degree requirements
• Skills testing emphasis
• Portfolio reviews

Candidate-driven Market

• Talent scarcity
• Candidate experience priority
• Faster processes required
• Competitive offers
• Transparency expected

Diversity, Equity, and Inclusion

• Blind resume reviews
• Diverse sourcing
• Inclusive language
• Bias training
• Diverse panels
• DEI metrics tracking

Technology Acceleration

• AI and automation
• Virtual interviews standard
• Mobile applications
• Chatbots
• Video assessments
• Analytics-driven

Gig and Contingent Workforce

• Project-based hiring
• Flexible arrangements
• Contractor platforms
• Blended workforce models
• On-demand talent

Employer Branding

• Social media presence
• Employee advocacy
• Authentic storytelling
• Glassdoor management
• Content marketing
• Values-driven messaging