Starting a search for a new employee at your company? To find a qualified candidate, and in the shortest possible time, you need to know how to plan the recruitment process. Not sure how to do it and where to start? Read our article!

How to plan the recruitment process – table of contents:

  1. Looking for the perfect candidate? – begin with a sound plan
  2. Specify the time
  3. Plan your budget
  4. Identify the stages of recruitment
  5. Describe the position
  6. Create a profile of your ideal candidate
  7. Create a job listing
  8. Separate the tasks
  9. Summary
  10. Check out our video about how to plan the recruitment process

Looking for the perfect candidate? – begin with a sound plan

You probably know from experience that recruitment processes may drag on for months. However, what to do when you’re running out of time and you’re short of staff to cover all shifts? The key to success is an effective action plan and the sound organization of work.

By laying out the recruitment process into blueprinted steps you’ll save time, money and increase the chances of finding a perfect candidate who attains your company’s goals and shares the same values. The one who perfectly matches the description you devised.

Tools such as Firmbee have handy functionalities to plan out the recruitment process. The HR projects module is an ideal hub for scheduling concisely every step of your proceeding. Firmbee also enables you to collaborate on a project with your entire team.

Specify the time

If you want to plan the recruitment process the best way is to take a bottom-up approach when searching for talented individuals. Focus on determining the duration of the recruitment process.

What time frame will suit you fine? Setting the provisional deadline right at the outset of your planning will give the entire recruitment process a clear outlook. It will also ease the procedure of cleverly spreading out various tasks over time. Additionally, estimate the number of hours to devote to each activity to have a feeling of stability and some flexibility just in case.

Plan your budget

One of the most crucial elements of headhunting involves estimating the expenditure. You have to do this if you want to plan the recruitment process properly.Having costs under control will keep recruitment flexible without exposing the company to large financial costs.

What should you consider when planning your budget?

  • The working time of the team members responsible for the recruitment project,
  • The cost of publishing a job advertisement on external portals,
  • The cost of advertising job opportunities,
  • The cost of hiring a new employee.

Identify the stages of recruitment

The next step is to determine the stages of recruitment. Their exact amount depends on you and the factors that characterize the recruitment you are conducting.

Typically, its division breaks down into five basic stages:

  • CV Selection
  • Contact with candidates
  • Conducting recruitment interviews
  • Employment decision

Describe the position

If you want to plan the recruitment process ahead try to answer these questions: Who are you looking for? What responsibilities do you want the new employee to perform?

Analyze your company’s needs carefully.

List the responsibilities assigned to the newcomer. Describing the job in detail will help to write a precise job ad that will attract more applicants.

Don’t forget to include such information as full-time hours, mode of work (remote, from the office, or perhaps hybrid), and most importantly, salary ranges.

The financial issue should become transparent to applicants. Unfortunately, you can find many ads on the labor market in which the company has the proposed salary. It’s on the tongues of many. Employee equality has become the new norm, while the old “my house my rules” seems obsolete and vanishing.

Additionally, if you want to plan the recruitment process properly remember to clearly state the job title, clearly and briefly. For instance, if you are looking for a recruiter in IT, emphasize that the employee will handle onboarding in this particular industry.

Create a profile of your ideal candidate

Now it’s time to think about the scope of requirements for your candidate. In this step, you may find it handy to devise a persona or profile of the ideal candidate. It should help you in defining the scope of knowledge, experience, and skills you expect from applicants and compare your expectations with the actual skills of the job applicants.

What is worth including in a candidate’s persona?

  • basic information, such as age, place of residence, or education
  • work experience
  • skills (hard and soft)
  • personality traits
  • goals and values
  • motivations
  • reams, aspirations, plans
  • weaknesses

Create a job listing

Having already personified the ideal candidate and described the job position in detail, making an ad is plain sailing. If you want to read more about ads, look at our article: What are the key elements of a successful job advertisement?

Moreover, when publishing an offer, don’t focus solely on popular classified sites. Many recommend sharing the offer on social networks. Also, consider promoting the offer by creating a social media advertising campaign.

Separate the tasks

You’re almost there. Now, schedule your tasks. It comes easily and quickly with the kanban boards in Firmbee. Go back to the previously planned stages of recruitment and break each of them down into smaller chunks. This will make it clear and you’ll monitor the entire process. With Firmbee you can also collaborate with your team: distribute tasks among employees as well as exchange messages and files.



We hope that after reading this article you’ll plan the recruitment process easily. Forging a plan may look complicated. After all, it’s intricate and endeavors. multistep Fortunately, there are tools to enhance and facilitate it, and if you’d like to learn more about what Firmbee can do for HR professionals, check them out here.

Check out our video about how to plan the recruitment process:

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How to plan the recruitment process? 7 powerful tips andy nichols avatar 1background

Author: Andy Nichols

A problem solver with 5 different degrees and endless reserves of motivation. This makes him a perfect Business Owner & Manager. When searching for employees and partners, openness and curiosity of the world are qualities he values the most.