How many times have you found yourself suddenly needing to hire somebody but when you go to post the job, you realize you have no idea what the job posting should say? Writing the perfect job posting and getting input from all necessary parties takes time, something that you may not have if your need is immediate. Here are a few steps you can implement today so when you need applicants “now”, you only need to click the “Publish” button:
Create a Company-Wide Template
Almost all organizations have a boilerplate job posting template. It contains company-approved information about the culture, any legal disclaimers, and a basic shell of subtitles such as requirements, description, and maybe even salary range. Regularly review that boilerplate to ensure it’s up-to-date. You may also consider adding bullets that you know will always be requirements, for example, in-depth knowledge of you industry, outstanding communication skills, or a specific education level or certification. From there, refrain from keeping the document HR-centric. Have that template readily available to all managers so they can start filling in the blanks on their own.
Create Generic Postings
Aside from the odd specialized role, your organization probably has some common positions that you’re always seeking to fill. Go one step beyond the basic shell and create generic job descriptions for these positions. If you anticipate specialized roles in the near future, it wouldn’t hurt to put together postings for them as well. There are many online resources to get you started. When you have generic postings prepared, a hiring manager can customize a couple points to match the requirements of their department, and be ready to post it in minutes.
This might be the most challenging step. It’s easy to create a template or generic template and forget about it. Then, when you pull it out, you realize that it’s terribly out-dated. Schedule regular times to review the documents and confirm they’re still publish-ready. Has your organization changed its perks? Did you win any new awards? Are there new technologies being used that applicants need to understand? If you get in the habit of making these updates as they happen, your life will be easier in the long-run.
Another strategy for keeping up is to inventory your staff on the skills they require and tasks they manage on a regular basis. Good business requires continuous changes in process and updates in role requirements, so, depending on the position, an employee’s role one year may have different priorities the following year. Understanding this also means your recruiting team is always on the look-out for new skills that may now be essential.
Create a Job Posting Plan
Finally, even if you have job descriptions ready to go, you may get stuck in conversations and debates about where you’ll promote the job. Or, worse yet, you may start posting it to places that are irrelevant and a waste of money! The easiest and most obvious place to post a job is your website, so ensure the process to get it there is well-defined and accessible. It would be a shame if your job posting was delayed by two weeks because your only webmaster is on vacation! Next, work with your management team to build a strategy of where else you’ll promote jobs (if at all), understanding that some positions are more successful through different sources. For example, a Developer position may have a different posting strategy than an Accounts Receivable position. If you decide staffing agencies are the way to go, then understand which recruiters are best for which role, and have their numbers readily available. You’ll also want to make sure you’re prepared to answer their questions, such as salary and screening requirements.
Like so many other tasks, the key to success is organization and preparation. By being a step ahead and ready for the unexpected, you can have quality job postings published across the Internet and in front of those who matter — qualified applicants — in a matter of hours. What steps do you take to be prepared? Share your tips in the comments below.