Hiring Etiquette

Last week I had the pleasure of once again joining Deb Neuman on her Back to Business radio program. The topic, Etiquette in the Workplace, was suggested by another frequent guest Pete Chavonelle of PBC Consulting. He had some amazing statistics about how much time and productivity is lost due to rudeness. As Pete said, most of that can be prevented by simply using Common Sense and showing Respect.

I had been asked to join them to specifically discuss Hiring Etiquette and in research prior to the show was surprised to find that most of the articles in a Google search were about the rudeness exhibited by companies during the hiring process. Candidates complain that companies are not getting back to them in a timely manner or even at all. We ask candidates to write cover letters specific to the position, email their applications in a certain manner, and to leave work early to participate in interviews. It is only fair -- and mannerly -- to let them know where they stand in the process.

I am not without fault here. There have been some jobs recently that have taken too long for my comfort level. That can be due to many factors including other priorities or challenges in the organization. Life happens. Life happens to all of us and a little common sense and respect will go far here as well.

Even though I am not always comfortable with Hire Well's time lag in getting back to candidates, I know that I am doing much better than most companies. Why? Because I have been getting thank you emails from candidates who received a "No Thank you, You Don't Meet Our Requirements" email. They are thanking me for getting back to them with a "no" because most companies do not get back to them at all.

In addition to being rude, this does not help your credibility in the workplace or in the market. If you are in a small market like Maine, as I am, remember that these candidates have family and friends and colleagues who could be your clients. Getting back to candidates in an honest and timely manner is polite - and good strategy to protect the reputation of your brand.

Here is what I suggest:

First, try to be sure that you are indeed ready to hire this position and look at the timeline from date of placing the ad. Are you or other key managers going on vacation? What will that do to the review process? In an ideal world that process should take 4 - 6 weeks. What is scheduled in your company during the next 4 - 8 weeks and how will that impact the search?

Second, if you don't have a hiring process, create one. Who will review the resumes and on what criteria? How many interviews will be scheduled and who will participate? If one of the top candidates were to ask you what process to expect, you want to know how to answer that question.

Third, prepare three "master" emails (I love AutoText): 1. We have received your resume. 2. No thank you. 3. Invitation for first interview. Then create a process for getting back to the candidates. This first email does not have to be personalized and an auto responder, administrative assistant or intern can handle it. The other two should have "Dear first name" with the candidate's name spelled correctly.

Once you have reviewed the resumes and gone through first interviews,the remainder of the process should consist of personal calls or emails regarding whether or not the candidate is being moved forward and what the next steps are.

If the job changes, is withdrawn, or the process is put on hold then pull the ad and let the candidates know.

When you do this right, it doesn't have to take too much time, and the rewards are great. Hiring etiquette is a key component of hiring well.