What is candidate screening?
Candidate screening is an in-depth look at all applications, resumes, and cover letters to find the qualifications and expertise that best fits the open job. Depending on how many applicants apply for the job, this can be a very time-consuming process. On average, large businesses see around 250 applications for one job posting. And roughly 220 of those applicants don’t qualify—that’s a lot of potential time wasted.
Consequently, more and more companies are moving toward online applications to take advantage of the available AI recruiting tools.
When there are high demands on the recruiter, screening automation can free up time for other areas of the selection process. For example, applicant tracking systems can match and extract information from public data found in search engines and social media sites using the candidates’ info. This can give the recruiter a better assessment of the candidate without having to manually search for those details.
The 7-step process for candidates’ evaluation
There are 7 basic points you should pay attention to when reviewing applicants. It’s advisable to carefully consider all these particulars to ensure a seamless hiring process, regardless of how many applications you have to go through.
1. Resumes, cover letters, and letters of reference
Most applicants will apply with a resume, cover letter, and letter of reference. Let’s dive into what to look for in each of these:
Resumes
When screening your applicants, the first thing you should do is look at their resumes. If you have recruiting software, set the parameters to scan for certain keywords and mandatory fields that applicants must meet. This can save you time when you’re looking for specific data, as AI can detect it immediately.
Some important things to look for in a resume:
- Education, certification, licenses
- Skills and experience
- Geographic location and willingness to relocate
- Salary requirements
- What did the applicant do for work the last 3 to 5 years? Is it relevant to your job opening?
- Are there any time gaps in their employment history?
- Do they commit to jobs or are they more of a job-hopper?
- Any history of career progression?
If any of these is a required field and the applicant doesn’t meet the criteria, you need to set the application aside immediately.
However, the thing is that sometimes you may notice a missing requirement right away, while other times it won’t be until you get to the end of the resume. This is a big waste of your time. Recruiting software can drastically cut back on the sorting time, especially when there are hundreds of applications to go through.
Cover letters
A cover letter can give you an idea of how the person writes and expresses themselves in relation to their interest in your company. This is where you can look for the candidate’s attention to detail:
- Is the cover letter clear and to the point?
- Does it show an understanding of the job requirements?
- Do you see any spelling or grammar mistakes?
Reference letters
Applicants don’t always include a letter of reference with their resume and cover letter—many wait to submit until it’s requested. When you have reference letters, pay attention to the quality of reference:
- Are the letters recent?
- Who were they written by—management, co-workers, or personal contacts?
- Are they for similar work?
2. Relevant experience
Once you have some resumes that meet the basic requirements for your job posting, it’s time to dig further. Now you’re going to look for those candidates whose details speak directly to the job position.
Example: An applicant who has experience working with the same software your company is using would be a suitable candidate for an administrative position.
3. Company culture
When doing your candidate evaluations, it’s equally important to look beyond the basic requirements and industry-specific details to see if the applicant would fit in well with your company culture. Also, consider if they’ll fit in well with the rest of your team.
4. Phone or virtual interview
A phone or virtual interview can give you a glimpse into what to expect from your applicant. These types of interviews don’t take very long, usually about 20-30 minutes, and are more economical than a formal face-to-face meeting.
Speaking with the candidate over the phone or through video can tell you a lot about them—their communication and listening skills, whether they’re shy or outgoing, their professionalism, and what kind of attitude they present. Most importantly, you can confirm that the applicant is active and available, and can test their ability to answer questions.
During the phone or virtual interview, go over the applicant’s resume and confirm their details—education, experience, skill sets and degrees. There are some questions you can ask to immediately eliminate unqualified applicants:
- Is the compensation for the job position acceptable?
- Why are you leaving your existing job, or why did you leave?
- Why do you want this job?
- What are your biggest strengths and weaknesses?
- Describe your responsibilities from your last or current job.
- What motivates you?
- Where do you see yourself in 5 years?
The answers to these questions should be enough information for you to decide if you should proceed with a face-to-face meeting.
5. Social media and Google
Social media and a quick Google search can tell you a lot about an applicant. You don’t want to use this as a deal-breaker though—the information you find may not be entirely accurate. Use this information as more of a guide than a determining factor.
6. Face-to-face interviews
After narrowing down the applicants, it’s time for face-to-face interviews. The recruiter can choose whether they need just one interview or a series of interviews, a one-on-one interview, or a panel interview.
When you perform an in-person interview, your objective remains the same—choosing the best candidate for the position. You’ll want to verify the candidate’s answers from the initial phone interview and ask a few more determining questions that can help read the person’s body language:
- Why are you the best person for the job?
- When were you most satisfied with a job?
- How did you hear about this position?
- What is your greatest accomplishment?
- What are your goals?
- Tell me how you overcame a stressful work situation
7. Reading body language
Body language matters a great deal during a job interview. It can tell you a lot about the candidate—how confident they are, their character traits, and how interested they are in the job. If they don’t look impressed to be there with you, they’re probably not worth considering.
Here are some things to look for when watching for body language cues:
Posture
Slouching when sitting shows low self-confidence and disrespect to the interviewer. Sitting up straight shows interest in what’s being talked about. If the applicant suddenly leans back, this could mean they’re in defensive mode. If the applicant is telling an elaborate story and they’re sitting motionless, this is a good indication that it may be untrue or they might be uncertain of the facts.
Arm and hand movements
Most people use hands and arm gestures while talking to help get the point across. Watch out for candidates who constantly point or make a chopping motion on their other hand. They may have an aggressive streak that could make them an uncooperative team member. Crossing of the arms usually is another defensive position—watch for when they come down to know when the candidate is feeling more at ease.
Handshake
Handshakes that are firm, but not too strong, express confidence. A smile and eye contact, along with the handshake, shows good manners.
Eye contact
It’s tricky to read eye contact as body language cues since eye contact has different meanings from culture to culture. If your candidate is continuously looking around at everything but you, it could mean they have a lack of confidence or are being deceitful.
Once you’re done reviewing applicants and have completed your interviews, it’s time to ask yourself a few questions before you make a hiring decision:
- Is the candidate able to fulfill the duties required by the position?
- Do they show motivation for the job?
- Are they willing to learn new skills?
- Will the candidate accept being coached?
- Will they fit in with your company culture?
If the answers are mostly or all positive, you’ll know your screening process was a success and that you have found the right candidate.