Setting Up a Resume Processing System

Once you have decided which recruitment method(s) to use, set up an efficient response system that will enable you to deal with applications as quickly and as efficiently as possible. It can be as simple as using a simple database program to track incoming resumes to a more complicated system that includes various ranking methodologies.

Whatever you choose, be sure that everyone understands the system and agrees to follow the process. In some cases, recruiting for a particular position needs to be confidential, so you want to insure that incoming resumes aren't left lying around on the copier for everyone to see.

Will you need to process numerous application forms? Do you want to see samples of a candidate's work to assess abilities? Do you want to follow up on references before or after the interview? Create a process that will initially divide candidates into "for interview," "possible" and "rejected."

If you're working with a professional recruiter let your representative know the particulars of your process and how you're going to evaluate resumes and portfolios if requested. The recruiter wants to help you find the best candidate so the clearer you are about your needs and your process, the more successful the search will be.

Implementing a Process

Decide whether you want to interview potential candidates as soon as you see a qualified resume or wait until the first phase of the review process is done. Once the applicants have been sorted into workable categories, the system for processing applications should include the following steps:

• Prepare standard letters for rejected candidates and send them in a timely manner.
• Evaluate promising candidates.
• Draw up a final interview list.
• Schedule phone and/or in-person interview (either directly with the candidates or through the recruiter). Confirm the date and time, as well as directions and parking instructions. Indicate whether candidates should bring a copy of their resume and whether they will be required to take tests. This is very important because different states have laws about types of tests and situations in which they can be administered. Be sure that all correspondence with potential candidates has been cleared through your human resources and legal departments.

About response letters... in the past, almost every resume got a formal written response, even if it was a simple "thanks but no thanks" letter. Over time, this has devolved from sending a one-line post card to the current practice of "no news means no thanks."

While the latter may be cost-effective, it leaves applicants unsure whether the resume was ever received and that means your human resources department might get even more email. Believe it or not, it would have been more cost-effective to send a simple email (or postcard) and would have garnered the company some good will for a minimal investment.

Responding to applicants is one of those little "nice touches" that will leave a good impression. You never know when that graduate might become a superstar in the industry you want to recruit or who wants to use you as a recruiter.