A need for a new employee has been identified. Either a position was vacated or a new job was created. Once you have outlined what duties that job involves, and what qualifications a candidate needs to fill that job, it is time to go hunting.

The idea seems simple enough. You have a job opening; there are people who want a job. What is so difficult about getting together with a mutually acceptable outcome? The sheer number of applicants can be daunting. Sorting though the seemingly endless number of resumes is mind numbing. Reading cover letters can be amusing, but wading through the typos and bad grammar takes most of the fun out of it.

Recruiting new employees does not have to be a form of torture. Done right, employers can whittle down the number of applications to a reasonable amount and almost guarantee those are from qualified, skilled candidates.

Men and women can easily follow a recognized standard of personal appearance and dressing that can set them apart as the preferred job applicant.

In-house

Often the best place to look for new employees is in your own backyard.

Hire from within - Give current employees a chance to either advance or change jobs before seeking new candidates. You are already aware of their company loyalty and know their qualifications.

Ask for referrals - Current employees, friends, business associates and family can also be a good resource when looking for new workers. Some companies offer bonus incentives to current employees for referrals that result in a hiring.

Network - Send employees to trade shows and conferences. Talk to other people in the same industry, exchange ideas, and ask for recommendations for job candidates that might fit your company needs.

Advertising

One of the first tools used for successful recruiting is simply advertising for the opening. Whether print or electronic ads are used, remember that these are not just advertisements seeking an employee - they are also selling your company.

Company online homepage - Make good use of your company’s online homepage. Have a separate link just for job opportunities within your business. Do more than simply list the job title. Include specifics on candidate qualifications, a brief job description, and your company’s business philosophy. Chances are that candidates submitting applications through your company’s homepage will be more familiar with your business from browsing your site.

Newspapers - Be specific about skills and experience requirements, and stick to them. By hiring someone who has these qualifications, you can limit the time and expense needed to train to fit the position. Write the ad so that unqualified candidates can be filtered out easily. To avoid walk-ins, specify “no phone calls” and give complete addresses to send resumes. Remember, many newspapers are Internet capable too, so this expands your audience even further.

Trade magazines - This is a good way to limit your target audience. Candidates applying from these ads are more likely to have trade experience or at least be knowledgeable from reading the material.

Electronic clearinghouses - There is almost an unlimited number of Internet clearinghouses just for job listings. Many are free for job seekers and offer reasonable rates for employers wanting to list positions. These sort of advertising opportunities can reach an international pool of candidates, but can also attract a huge number of unqualified submissions that have to be weeded out from legitimate candidates.

Job Banks

Federal and state monitored clearinghouses for job seekers and employers are a good source of potential employees. An advantage to these, like other clearinghouses, is that employers can pick and choose from a large database that is categorized by candidate qualifications. Automatic searches are also available that will notify employers when a suitable candidate posts a resume.

America’s Job Bank - http://www.ajb.org - Components include sites for healthcare professionals, military veterans and federal job opportunities.

USAJOBS - http://www.usajobs.opm.gov - Official job site of the U.S. federal government.

U.S. Department of Labor: Employment and Training - http://www.doleta.gov - Federal Web site with resources for employers and job seekers.

Colleges and Retired Military Placements

Colleges and technical schools offer their students employment opportunities through placement offices and cooperative education. For employers, this can be a win-win situation. You know you are getting a skilled employee since the student must meet certain grade requirements to participate in these programs. You can also groom a potential full-time employee during their time at your business.

Job placement programs - These students are motivated enough to seek help in getting a job. Employers can limit candidates to certain career studies.

Co-op - Part-time staff with the potential for permanent hiring after graduation. Student gets college credit for working, plus a salary. Employers get skilled part-time workers. Employers can pinpoint candidates based on career objectives. Contact area university job placement or career offices for details and hiring lists.

Job Fairs - College-sponsored events that allow a large number of candidates to visit potential employers during a limited time frame. An added bonus for the employer is that participation in these is generally free and it has the potential of attracting many qualified candidates. Drawbacks are that you have to also contend with large numbers of candidates that have no marketable skills applying for the posted position.

Military retirees - servicemen and women retiring from the military are a highly skilled, motivated and qualified pool of candidates. Military bases will have placement offices much like a college does.

Outside Help

If the whole process requires too much time and effort, let someone else do the hard part.

Temporary services - Applicants have already been screened and evaluated. Employers can hire temporary, part-time or full-time help. These services also offer a sizable pool of candidates.

Professional recruiting services - Like temporary services, providing businesses with qualified staff is what they do. Working with either sort of placement service relieves employers from the laborious task of advertising, selecting candidates, checking references, interviewing and hiring. Another advantage is that recruiting services can target not just specifically skilled candidates, but they can also recruit specific people.

Other Resources

Sometimes it is not so much what you know, as whom you know.

Alumni groups, fraternities and sororities - Much like seeking help from business associates, these groups can help locate candidates with specialized skills and experience.

Professional trade organizations - To be a member of these organizations, a candidate must have some job experience in a particular field.

Once you have your list of candidates and the interviews begin, set a date for filling the position and meet that deadline. Contact everyone who submitted a resume, even if it is just a form letter letting them know it was received and when a hiring decision will be made. This will build goodwill with the candidate and they will anticipate hearing back from you about a possible job offer.

Following the interviews, send thank you letters to those who you did not hire. Even if you do not select these candidates for one job, they may fill the requirements for other future jobs. Treating them with respect will only make your job easier next time you need to hire a new employee. Retaining their resumes for future reference provides you a ready-made list of qualified candidates.