Recruitment & Selection Process

Last Updated: 01 October 2024

There are several stages of the recruitment process: pre-screening, scheduling, interview, offer and pre-onboarding, onboarding. Because there are many steps to the process, we encourage managers to stay focused solely on the stage in which their recruitment is, whether pre-screen, scheduling, interviewing or offer.

Unless otherwise instructed, the HR team will assume that the pace of the recruitment is standard (should take approximately 10 weeks end to end (50 – 60 workdays)). If there is a particular urgency, please do let us know so that we can adjust the timeline.

Finally, we urge you to have the conversation with the appropriate authority(ies) regarding the OFFER SALARY well in advance of making a final selection. If we have the figure locked in at the beginning, there will be no delay awaiting approval at the end.

The goal of the HR team is to conclude the process in a timely manner and with a high caliber selection. This can only happen if we work together collaboratively.  Whenever there are issues or bumps along the way, we urge teams to reach out so that we can take necessary corrective action.

Pre-screening:

  1. Once the finalized JD has been received, the vacancy will be posted internally & externally for a period of two weeks. We will also share the posting with the hiring manager (HM) and encourage them to share it with their network(s).
  2. While the position is ‘live’, HR will share old interview question sets for the HM’s review and editing.
  3. Unless otherwise agreed upon, resumes will be reviewed upon close of posting.
  4. Once screening is completed, the HR team will send the CVs that we have determined to be a match to the HM. HMs are encouraged to review all CVs within 3 – 5 business days.

Scheduling:

  1. The HM will share the list of applicants that they would like to interview.
  2. HR will phone screen candidates and communicate who we recommend for a live interview. HR will transmit interview reports from phone screens for HM’s review. The process is repeated for second & third rounds of interviews as needed.
  3. HR will then block HOLDS on the hiring team’s calendars and schedule candidates for an interview. As a rule, HR will not schedule any candidate after 7:00 pm local time unless the candidate gives explicit leave to do so. Please keep your calendars up-to-date and accept all invites.
  4. Once scheduling is completed, invites will be confirmed, and any unneeded timeslots will be canceled.

Interviews, Feedback & Final Decisions:

Please note: Each round of interviews should have a discrete question set. We should not be using the same questions in interview rounds 1 and 2. The purpose of the interview is to understand the candidates’ motivations, expertise, and fit for the role. This is done in an iterative process that asks ever more probing questions in each round.

HR will provide questions used in previous interviews for your guidance and as a starting point. Please review the question set provided and edit as needed. Should you need assistance, please reach out to the HR team for support. You should produce sufficient questions for 2 rounds of interviews (5 – 7 questions for each round). HR has a separate list of questions for the phone screen.

  1. Prior to the start of the interview please seek and receive approval to record the meeting and use the form provided to take thorough notes.
  2. Try to score the candidate at the end of the interview (so that you don’t forget, and so that your impressions are fresh and accurate!).
  3. Once you have concluded the interviews, you may either send the interview reports to HR or you may save them to the recruitment folder and alert HR.
  4. Select the best candidate from the pool.

Offer and Pre-Onboarding:

  1. Once selection is made, please take the time to call the candidate and offer them the role. Give offer figure, discuss start date, and advise that HR will follow up with the details of the offer & benefits.
  2. Relay agreements to HR for the offer letter.
  3. Once the offer is conveyed, the candidate will either accept, negotiate, or decline.
  4. If the candidate indicates that they wish to negotiate (and a decline should be taken as the opportunity to negotiate) HM should stand ready to discuss what – if any – adjustments to the offer are possible.
  5. Hiring managers should complete the IT request form at min. 2 – 3 weeks before the agreed-upon start date. The request form can be found here: https://fs28.formsite.com/GeoPoll/form1/index.htm

Pre-Onboarding:

  1. HR sends congratulations email and welcome to GeoPoll. This should occur with the sending of the offer letter.
  2. Hiring manager sends out to the new hire the Core Values This can go out shortly after the signed offer is received.
  3. Teammate sends welcome message and the We Are GeoPoll This should go out about two weeks before the new staff member arrives.
  4. GeoPoll history video should be sent to the new staff member’s GeoPoll email. This ensures that they don’t receive it until all NDAs and confidentiality agreements are duly signed. The staff member can then begin their onboarding once they arrive, by reviewing this video.
  5. Plan onboarding training in conjunction with HR team

Onboarding:

  1. Day one activities should include a meeting with the line manager to discuss Key Performance Areas and to schedule 30 day check in
  2. Once the staff member begins their first day execute on your onboarding plan.

30-day check in:

  1. HR will initiate the 30-day check in, sending the document to the staff member.
  2. Using the form, please ensure that the staff member has all that they need to successfully perform the tasks before them
  3. Identify any weaknesses or areas for development. Listen carefully to and act upon any issues that may come to light in the exchange
  4. Schedule the 60-day check in (non-US staff) or the 90-day check in (US staff)

60-day check in: (not required for US staff but highly recommended all the same)

  1. Review any issues that were identified in the 30-day check in or at any regular check ins subsequent to the 30-day check in
  2. Discuss performance outcomes – good and bad – over the previous 30 days. Give feedback and probe for any issues the staff member may be having
  3. Schedule 90-day review

90-day check in:

  1. Review any issues that were identified in the 60-day check in or at any regular check ins subsequent to the 60-day check-in
  2. Discuss performance outcomes – good and bad – over the previous 30 days. Give feedback and probe for any issues the staff member may be having
  3. Determine whether the staff member should be confirmed or have the probation (introductory period) extended. Notify HR if extension is warranted

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