Introduction:

Hiring the right candidate the first time is crucial. It minimizes hiring costs, maximizes productivity, and protects your image as a knowledgeable employer.

What's equally important, however, is ensuring the hiring process is minded towards diversity and inclusion

Which is exactly what this diversity hiring checklist excels in.

After inputting basic details about the role you're hiring for, the tasks then make sure you're recruiting diversely and inclusively by hiring from multiple venues, editing the job advertisement text, and using actions such as blind hiring techniques.

The process ends once a candidate has been chosen and a diversity survey has been sent to them.

By completing the process checklist, not only will your company gain an outstanding new employee or employees, but the diversity of the workforce also will be bolstered.

A new checklist should be launched for each new role you're hiring for.

Add initial information:

This following section features stop tasks. Stop tasks ensure that the user cannot skip tasks, meaning important information is always added.

Some of the tasks in this process will be better suited to the team manager who's looking to hire a new candidate for their team. Assign the appropriate manager to corresponding tasks using the task assignments feature. 

Add information regarding the job

Add information regarding the job.

Adding basic information - such as the job's title and a brief description of the role - will help to differentiate this diversity hiring process from others you have launched.

Select how many candidates you're looking for

Select how many candidates you're looking for by using the dropdown.

Depending on the role you're recruiting for, you may be looking to hire multiple people. Make this information known by selecting the number of candidates you want to fulfill the role (for instance, 2 graphic designers or 5 waiters).

Choose a potential start date

Choose a potential start date for the role.

Another important piece of initial information regarding the role is the start date. By choosing a potential start date, it will give the hiring process a timeline in which it should be completed.

Current D&I statistics audit:

To improve on your hiring process, it's essential to know your company's current D&I statistics. By looking at the statistics, you can figure out where your hiring process needs improvement, thereby making it more diverse and inclusive.

Jot down current diversity statistics

Jot down your company's current diversity statistics and data.

So that you can improve and build upon your current hiring process, it's important to look at and jot down critical data concerning diversity (this could be statistics taken from a diversity questions survey, for example). The data will prove useful as it shows whether your hiring practices are truly diverse or not.

Write down any diversity weaknesses of the statistics

Write down any diversity weaknesses of the statistics.

With the diversity statistics in front of you, you'll be able to see where your hiring efforts are successful, and where they're not. 

In the text box below, write down the diversity weaknesses shown in the statistics. For instance, perhaps your company's workforce is almost entirely made up of people over 40, and could benefit from people with different perspectives.

With thanks to variables, you'll be able to see the company's diversity statistics you added in task 7.

Current diversity statistics

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Consider any diversity strengths shown in the statistics

Consider any diversity strengths shown in the statistics and write them down.

After analyzing the weaknesses, it's time to focus on the strengths. For example, if your diversity data shows that you're hiring broadly and widely, that's a positive - write the positives down in the text box.

Due to variables, you can see the diversity statistics you added in task 7 underneath this paragraph.

Current diversity statistics

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Starting the process of diverse hiring:

Now you've gone over the D&I statistics and pinpointed strengths and weaknesses, it's time to properly begin the diversity hiring process.

The process of diversity hiring begins by completing pivotal tasks such as looking for a broad-yet-relevant range of places to find candidates, writing the job advertisement text and ridding it of bias, and then publishing the job advertisement.

Assign the appropriate team manager (for instance, the marketing manager if the job is a marketing role) to any tasks that only they can complete.

Scope out a range of recruiting venues

Scope out a range of recruiting venues and name them below.

One easy-yet-impactful way of broadening your hiring pool is to hire from multiple places.

"Companies who want to take their diversity search to the next level should think about posting jobs on sites specifically designed to appeal to non-traditional candidates. That means going beyond the standard Monster and Indeed. For instance, companies seeking women can try boards like Hire Tech Ladies or PowerToFly." - Laurence Bradford5 Things Companies Can Do To Attract Diverse Talent

Not only is it worth putting up the job advertisement on various relevant websites, but it's also worth recruiting via offline methods, too.

Find a range of recruiting venues and add their names to the corresponding boxes below.

Write the job advertisement text

Write the text for the job advertisement in the drafting box.

One of the most important aspects of a job advertisement is the text - this is where prospective candidates should find out critical information concerning the job, the company, and whether they would do well in the role or not. 

Using the drafting box underneath, write an initial draft of the job description text.

For tips, read the Process Street guide on writing a successful job description.

Use Textio to edit the advertisement

Use Textio to edit the advertisement's text and paste the edited advertisement in the text box.

Seeing as the job description text has been written, the text itself should now be made as inclusive as possible. This can be done if you use programs like Textio.

Textio is a writing tool which helps companies to write the best job descriptions possible. A specific feature of Textio is their bias meter, ensuring that the writing itself is inclusive, and doesn't disparage groups of people away from applying.

Initial job description draft

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Make the job advertisement public

Make the job advertisement public and paste in at least three direct links.

The job advertisement is ready to go live. To honor your commitment to diversity and inclusion, ensure that the pool you recruit from is wide and diverse by publishing the ad across various venues. Provide the links to those venues below.

Additional steps to bolster diversity:

The two steps in this next section are extra ways to bolster the diversity and inclusivity of this hiring process. 

Think about using "pre-hire assessment"

Think about using "pre-hire assessment" initiatives in the hiring process.

Studies show companies who make pre-hire assessment a part of their hiring process have more racially diverse teams. With this in mind, pre-hire assessment could be a useful way to have a more diverse and inclusive workforce. If you decide to go ahead with pre-hire assessments, elaborate in the text box.

Consider implementing "blind hiring" techniques

Consider implementing blind hiring techniques in the hiring process.

As seen in the findings from this Harvard and Princeton study, using aspects of blind hiring can widen the hiring pool. 

If you're looking to diversify your hiring process even further, consider adding blind hiring techniques into the hiring process. If you choose to do so, write in the text box below about which techniques you'll use.

For more on blind hiring and the associated techniques, there's this article written by HR guru Ji-A Min.

During the hiring process:

After completing the previous tasks which focused on the diversity-related aspects of hiring, you can now push ahead with the rest of the process. 

The next section will take you through the steps of reviewing applications, inviting promising candidates to an interview, and then whittling them down to a final shortlist.

Assign the appropriate team manager to any tasks that only they can complete.

Review candidate applications

Review candidate applications using the subchecklist below.

It shouldn't take long for responses to your job advertisement to come in. To help you review the candidates who are applying for the role, use the subchecklist below. These questions ask crucial questions, so that you can hire the right person (or people).

Finding the hiring process slow? It shouldn't be. Learn how to get more done - and faster - with this task management guide.

  • 1
    Do they have relevant or transferable skills?
  • 2
    Have they shown enthusiasm in their application?
  • 3
    Would they be able to carry out the tasks at hand?
  • 4
    Would they add to the team?

Create a longlist of candidate names

Create a longlist of candidate names in the below text box.

After reviewing the applications that have come through, it's time to create a longlist of candidates names. Although the people you choose should be a good fit for the role, this is also an ideal time to include the names of candidates who have unconventional backgrounds or experiences.

Inside the text box, create the longlist of names.

Send out a pre-assessment task

Send out a pre-assessment task and write a description of the task in the text box.

A great way to see whether a candidate will excel in the role or not is by asking them to complete a pre-assessment task. This is particularly useful if you're recruiting for creative roles (design or marketing, for example).  

Once the task has been sentwrite a description of the task detailing what you asked the candidates to do. 

Invite candidates to an interview

Invite the longlisted candidates to an interview via the email widget.

By having a phone, online, or face-to-face interview, you and your team will notice who is suitable for the role. Invite the candidates you longlisted in task 20 to a formal interview using the email widget below.

To change who the email is to, the subject of the email, or the email's body text, either edit this template or click 'send' to change the information in your email application of choice.

Review the candidates

Review the candidates and their performance after the interview.

Now that an interview has taken place, it's time to review the candidates again. The notes you made during the interview itself should inform how you proceed, but to fully review the candidates, compare the notes you made with the subchecklist below.

  • 1
    Do they have relevant or transferable skills?
  • 2
    Have they shown enthusiasm in their application?
  • 3
    Was the pre-assessment task completed satisfactorily?
  • 4
    Was the interview they gave successful?
  • 5
    Would they be able to carry out the tasks at hand?
  • 6
    Could another candidate carry out the tasks better?
  • 7
    Would they add to the team?
  • 8
    Would the candidate benefit from this position?
  • 9
    Would the company benefit from this candidate?

Whittle the longlist down to a shortlist

Whittle the longlist down to a shortlist and add their names in the text box below.

After the candidates have been reviewed, the longlist of candidates should be shortened to a shortlist. The shortlist of candidates will be the final few who seem appropriate for a final interview. 

Notify unsuccessful candidates

Notify the unsuccessful candidates by using the email widget below.

After the longlist has been whittled down to a shortlist, email the candidates who weren't successful.

By emailing them as soon as possible, it means they can quickly carry on with their job search.

To change any of the information below (including the email addresses), either edit this template directly or press 'send' and edit it in your mail provider.

Choosing a candidate:

The next section of this process will help you in your endeavor to choose the right candidate for the job.

Assign the appropriate team manager to any tasks that only they can complete.

Invite candidates to a final interview

Invite promising candidates to a final interview by using the email widget below.

You and your team should now have a good sense of who the frontrunners are. Inviting the candidates to a final interview (by using the email widget) will help ensure you hire the correct person or people.

To amend who the email is to, the subject of the email, or the email's body text, either change this template or click 'send' to edit the information in your email application of choice.

Conduct a background check

Conduct a background check on the candidates, if relevant.

For many employers, conducting a background check is one of the last steps in the hiring process.

By checking the backgrounds of promising hires, employers can ensure the candidates have been honest, are competent, and won't jeopardize the workplace of the safety of long-term employees.

However, depending on the company, the industry the company's in, and company size, a background check may not always be relevant. If it is a relevant step for you and your company, conduct a background check on the final few candidates now.

Decide on candidate(s) to hire

Decide on which candidates should be hired, using the subchecklist questions to guide your decision.

The next step in this process will be relatively hard or easy depending on the applications you received and the candidates you interviewed: deciding who to hire

To aid you with decision-making, use the subchecklist questions to inform the final decision you and your team make. This is a comprehensive list appropriate for determining who to offer the job to.

  • 1
    Do they have relevant or transferable skills?
  • 2
    Have they shown enthusiasm in their application?
  • 3
    Was the pre-assessment task completed satisfactorily?
  • 4
    Was the initial interview they gave successful?
  • 5
    Was the final interview they gave similarly successful?
  • 6
    Would they be able to carry out the tasks at hand?
  • 7
    Could another candidate carry out the tasks better?
  • 8
    Would they add to the team?
  • 9
    Would the candidate benefit from this position?
  • 10
    Would the company benefit from this candidate?
  • 11
    Have they passed background checks?

Add information about new employee(s)

Add information (name, email, and resume) about the candidate(s) you're hiring in the form fields below.

Noting their information such as name, email, and resume will prove useful for the record keeping, but also for upcoming tasks: You will be able to send the job offer and diversity survey straight to them.





Send them a job offer via email

Send the employee(s) you want to hire a formal job offer by using the email widget below.

Now that a decision has been made regarding who's being hired, proceed to send them a formal job offer. Use the email widget to send them the job offer directly.

Should you need or want to change any of the information below, that's doable by either editing this template or pressing 'send' and editing it in your mail provider.

Message unsuccessful candidates

Message the unsuccessful candidates using the email widget.

Once the offer has been accepted by the chosen candidate, message the other candidates to let them know the position has been filled.

To ensure that the message is sent to them as quickly as possible, use the email widget.

To alter any of the information below (including the email addresses), either edit this template directly or press 'send' and edit it in the mail provider you use.

Post-offer diversity check:

The hiring process has nearly been completed.

The last step is to send out a diversity survey to the new hire(s). This will ensure that the diversity statistics your company holds will be up-to-date.

Send them the diversity survey

Send the new hire(s) a diversity survey using the email widget.

Send the new hire(s) the diversity questions survey, so that your overall data can be updated. The easiest way to send the survey their way is by using the email widget.

The email will only be sent to the employee whose information you put in first. If you need to send this email to multiple new hires, add their emails by pressing 'send' and adding their emails manually. Another option is to add them by editing this template.

Sources:

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