5 steps to facilitate a complete online application

Recent changes have lead to a larger percentage of the work force working from home. With so much taking place online it can change the way that your recruitment process works as well. You would still like to take the necessary steps for the success of your company, but recruitment is becoming a largely online process these days. So, how can you hire good employees without meeting them in person? In this blog post we share 5 steps companies can take to facilitate the online application.

1. Publish a vacancy on an online job site

This is perhaps one of the most obvious steps and is something many companies already do. There are many options for posting your vacancies online. Think of LinkedIn, Indeed, Monsterboard, Jobsonline and of course Undutchables. Here you can find 5 must-do’s for writing an inclusive job description.

2. Have the applicant submit his motivation and resume online

Of course, sending an application letter no longer happens via post. However, you would still need to receive candidates’ application to assess their candidacy. Think carefully about whether you want your applicants to apply via an online form, or whether they can email their motivation and curriculum vitae directly to you (or one of the other HR personnel). Both have their advantages and disadvantages.

With an online application form you have the same information for each applicant, and you can quickly compare training and experience. In addition, the threshold is lower to apply, because many people still dread writing an entire letter. On the other hand, applicants cannot be creative and express themselves extensively. Nor can they show their personal style, both of which IS possible to do via an application by e-mail.

So, think carefully about what you find important and determine how people can apply.

3. Invite suitable candidates by email for an introductory interview

List candidates who seem suitable for the position, the company, as well as the team, and invite them by email for a first job interview. You can choose to ask the candidate what suits them best. But you can also provide them with 3 options, from which they can choose from.

Perhaps unnecessary to mention but remember to email the candidates that did solicit but are not a match to the position. Include in this email the reason for the rejection and give them the opportunity to ask for feedback about your decision.

4. Conduct job interviews via an online meeting tool

Now comes the part that is probably new to you: conducting an online job interview. You can have this conversation via, for example, Skype, FaceTime or one of these online meeting tools.

Before entering the conversation, consider the following:

• Make sure you 'call' or invite the candidate in an online meeting room and not the other way around.
• Make sure you are in a quiet area where no one can disturb you.
• Make sure you have a good connection and test your video and sound in advance.

Do not be too strict during these interviews. This is a new environment for everyone and it takes a bit of getting used to. That is not to say that the candidate should not be prepared. But remember, nerves run high. Especially in a different setting.

Conducting an online job interview may feel like a necessity now, but it really does have a lot of benefits. Below we mention a few:

• Less travel time and costs - Candidates do not have to spend money on transportation because everything is done from the comfort of their homes. They no longer need to be on the road for a long time for the interview conversation. This can be cost-saving for both candidates and employers.
• Record and return videos – In many cases, you can easily record the interview. This allows you the option to look back later when you are unsure about a particular candidate. But please do inform the candidates if you will be recording the conversation and do keep the privacy legislation in mind.
• Observe body language - Recruiters naturally observe candidates' body language and communication skills in a conversation. Via an online interview, recruiters can observe the body language in more detail and still watch the video again for anything they missed. For example, recruiters can assess the answers given first, while in the second round they can pay attention to the candidate’s body language.

Subsequently, a possible second and employment conditions interview can also be conducted online in this way.

5. Draw up the contract and have it digitally signed

After the perfect candidate has been chosen and the employment conditions have been agreed upon, it is time to draw up the contract and have it signed. Fortunately, this is also very easy to do online. For example, you can prepare a PDF document and have it digitally signed by the new employee. It is also possible to use a special online tool. For example Signhost.com.

When you have found the most suitable candidate and have completed all the formalities, the next step is to wait until this person can start. It can be a challenge to run the entire onboarding program online. We'll go into tackling this in the next blog post, hopefully we'll ‘see’ you there!