Create the Peerfect Recruitment plan in 8 Steps!

12 min read

Hiring talent is always stressful. Usually, you don’t even know where to start. And there’s a lot of pressure from leaders to fill up the vacancy if it’s critical for business revenue.

In this guide you’ll learn 8 actionable steps to create a recruitment plan that works. You’ll discover how to find talent, how to create a recruitment pipeline and how to avoid losing talent to competing businesses.

So read on and learn from start to finish how to structure and execute a recruitment plan!

#1 Map all the current positions in the company

You’ve already heard the phrase: lay the groundwork. And that’s exactly what you must do before you post any job openings on the internet or start notifying employees of vacancies.

Start off by writing down the positions you already have - you can make an organizational chart (more on that on step 2) or simply make a list of the current positions at the company.

Once you know exactly who you’ve got, you can start looking for holes:

  • which positions are needed for the company to flourish?
  • Is there a one-man-team while another has many employees?
  • Do you need more managers? Is there a lack of minorities in the workplace?

Start identifying holes and then focus on the next step.

#2 Create an Organizational chart

An organization chart makes it easy to see where and who works at the organization. It’s a visual aid, and it’s goal is to simplify for you (and your team) where each position fits in.

Also, it helps employees view the career path in the company by taking a look and seeing the positions above them in the chart.

How to make an organizational chart?

There are many organizational chart models you can pick from. To start off, pick one of the three below - relax, we’ve written pros of cons so you can make the right choice.

Model 1: Classic (vertical)

This model is one of the first in History and was created in 1856 by Daniel McCallum, a railroad engineer.

At the time, it’s goal was to show as clear as day the hierarchy of the New York and Erie Railroad company - at a glimpse you know who’s in charge and who follows orders.

Pros

This model is the simplest to create and easiest to understand. After all, it’s been on the public eye for more than a century!

Since it’s a classic, this organizational chart is a top pick for big, traditional companies. Think industries or a long-time family-run business.

It’s clear who’s in charge and responsible for decisions and who should follow orders. That way, it avoids micromanagement and confusion in companies with hundreds of employees.

Cons

A classic, but also quite authoritarian. It shows employees as subordinates and establishes a visual hierarchy that doesn’t encourage cooperation.

Employees are more individualistic and usually “just do business casual”, following orders and not being proactive.

Model 2: Circular

This model showcases in layers the departments at a company.

Usually, the president is at the core, and departments such as marketing, customer success and development appear as radials around the center.

Pros

Promotes cohesion among employees, since they all appear as connected layers surrounding a single core. This helps the employee view himself as part of something big - a team, which unites efforts to achieve goals.

It feels less hierarchical and encourages proactivity.

Cons

This organizational chart is harder to create, since it doesn’t clarify positions and duties. Instead, it’s more of a “department approach”, which can alienate certain employees that like to have everything written down precisely.

Also, new employees might be confused as to what they must fulfill at the company. Also, it doesn’t demonstrate a career path.

Model 3: Key Roles

This model is focused on positions and responsibilities. The duties are so clear that this organizational chart even works as a “guidebook” for new employees to know their duties at the company.

Pros

Straight to the point - all you have to do is make a list of responsibilities. Can’t get more simple than that.

New employees know exactly on the first day what they must do. That means less questions at HR and more productivity right from the start.

Cons

It doesn’t feel like an organizational chart, and some employees might view it as lazy. After all, it looks just like a repurposed job description.

Also, this chart doesn’t encourage proactivity and teamwork, since it sets in concrete what each employee should do and pronto. There’s no connections between positions either, making it an individualistic chart.

#3 Identify critical and strategic positions

After you’ve got your current positions and organizational chart done, it’s time to look out for the critical and strategic roles at the company.

What are critical roles?

Critical roles are positions which impact directly generation of value at an organization. Simply put, they are the guys that bring in the cash.

At a software company, a developer is a critical role - Customer service isn’t.

On the other hand, at an outsourced customer service firm, the attendants will be critical positions.

Basically, critical positions are the front runners and they have a big deal in delivering your product or services.

There isn’t a ready list “look here for critical positions”, but mostly, analysts and specialists are critical roles at most organizations.

When analyzing your company, you should identify the critical roles you already have - and the ones that are missing. The missing positions must be filled up.

What are strategic roles?

Strategic roles are decision makers at the company. Think CEOs, CTOs down to operational leaders and managers.

They are the employees that call the shots and decide what must be done to increase revenue and help the organization achieve its goals.

Companies have to take care when hiring talent for these roles, since a bad hire can break a company. It’s important to plan carefully your recruitment process for strategic roles.

It’s important to remember that a position can be critical and strategic at the same time. Think a head of marketing at an advertising agency.

If your company has a strategic role that is missing you should prioritize it during your recruitment process.

#4 Sit down with leaders to decide the recruitment plan

Now that you know the critical and strategic positions at your company, you must sit down with the leaders and create a recruitment plan.

Focus on telling the leader the strategic and critical roles that must be filled, then focus on the remaining positions. This creates a sense of priority and avoids that the recruitment plan becomes too lengthy.

Besides, employees that occupy strategic positions usually know professions they can recommend to fill up vacancies in the organization.


Always remember to prioritize strategic roles over critical ones during your recruitment process.

To decide a recruitment plan with your leaders, follow these steps:

  1. Decide how much the company is willing to invest for each role
  2. Determine what are the needs for each department. What duties must the new positions do?
  3. What kind of professional is needed for each role? Should an art director be business-savvy or more creative and flexible? How about a future CTO - what personality suits the position more?
  4. Determine the deliverables for each position in cycles of three months (3rd, 6th, 9th month…)

#5 Structure how the plan will be executed

On the previous meeting you should focus on deciding financial values for the recruitment plan, and what positions should be prioritized.

Now, you have to decide how you’ll put the plan in practice. Here’s a quick step by step:

1) Write down job descriptions

Make sure your job descriptions are as clear as day. The goal of a job description is for the candidate to know exactly what is expected of them on their future job.

You can’t just “wing it”. You need sources to know exactly what each position should do.

Here are a few tips:

  • Use bullet points to specify responsibilities
  • Focus on main roles and not out-of-the-ordinary obligations. A list with more than 7 bullet points is an eye sore
  • Ask managers/ leaders what is required of the position
  • Don’t use jargon - be simple
  • Reinforce your company values

2) Decide how and where you’ll prospect candidates

There are lots of channels to post job vacancies on. But instead of just getting out there and posting your position anywhere, prioritize a few channels first.

Also, some channels are better than others for certain professions - think GitHub for developers.

Want to know more about hiring on GitHub? Check out our phone screen interview guide.

Here are some ways to prospect candidates:

  • Post a paid job vacancy on Linked In
  • Post job vacancies on facebook groups related to the profession
  • Hire a headhunter
  • Use a career site (Career Builder, Monster, Dice, etc)
  • Ask your employees for referrals

#6 Define the organizational culture and values

There isn’t an easy recipe for creating company values - and especially a culture.

Back in the day, businesses would just have a list of words such as quality, honesty created by the CEO and put it on a poster.

Nowadays, start-ups usually involve all employees and make a brainstorming of values that represent the organization. Basically, they just regurgitate words until something fits (in a good way).

Now, it doesn’t matter if your company is traditional or innovative. Here’s a list of best practices for creating company values:

  • Ask employees what they wish out of their job and write down the words they use
  • Think of verbs that describe the goals of your company
  • Have a meeting with leaders and ask them for insights
  • Write down a few sentences (don’t overthink too much)

After you apply these practices, you’ll arrive at some values. It’s possible to use a single word, such as empathy. However, you can write a whole sentence like be empathetic at all times.

What about the organizational culture?

The culture is an amalgamation of all values. It should be an idea that summarizes what your company stands for.

That’s why defining the values first is so important. Every single value should be represented by the culture, otherwise it’ll just feel like a list of random “feel good” ideas.

It’s easiest to think of the culture as a sentence - kind of like a slogan. An eco-friendly fashion firm could use dressing you for a better planet.

#7 Create your recruitment pipeline

A pipeline is a process with steps which helps you visualize easily where each candidate is situated. Basically, it shows who’s closest to getting hired and helps you filter out unqualified candidates.

Many companies follow a “standard” recruitment pipeline with these steps:

  1. Sourced (referrals and candidates you found while prospecting)
  2. Applied (candidates that applied via the job vacancy)
  3. Phone screen interview
  4. In-house interview
  5. Offer (when you offer the position to the candidate)
  6. Hired (when the candidate accepts your job offer)

Of course, you might need to tweak these steps if needed. For example, when looking for a developer you’ll probably want to conduct a technical phone screen interview.

How to monitor the recruitment pipeline?

The easiest (yet tiresome) method is to create a spreadsheet with a column for each step of the pipeline. Then you just type in names as they progress.

You can also use peerfect, a platform which streamlines your recruitment process. You can customize your pipeline, view details on the candidate, exchanged emails and more!

Check out Peerfect now!

#8 Study the job market

There’s something you’ve got to keep in mind - great talents are always looking for new opportunities.

That means you’ve got to keep an eye on competing businesses, because they might be hiring the employees you need!

So, get to know the market you’re in. What is the standing of your company and how big is the competition for the employees you are wishing to recruit?

Remember that a head of marketing will be harder to hire than a junior designer for example.

Here are some tips to study the job market:

  • Type in the position you are looking for at LinkedIn and set the location to the city of your business. Are there many or few professionals? How many of them are hired?
  • Discover the average salary of the positions you wish to hire. Glassdoor can help you with that.
  • Keep an eye on competing businesses - especially when they post job vacancies
  • Always monitor your turnover rate (number of employees that ask to leave your company). A high rate means you’re hiring the wrong type of people for your organization - or they are receiving better opportunities

Thanks for reading this guide! If you have any questions, please contact us!

We’d love to hear from you :)