Best Practices for Gathering Information on your new Requisition

Greg Johnston

You may be eager to jump into filling job openings as soon as you receive a requisition. However, before you start the recruitment process, it’s essential to make sure that you have all the information you need to attract the right candidates and make the hiring process as smooth as possible. In this article, we’ll discuss why it’s so crucial to get all the information you need on a requisition and how to get that information.

Why it is important to get all the information you need on a requisition.

Accurately Represent the Role: Having a complete understanding of the job requirements will help you develop an accurate job description that represents the role. This will ensure that you attract the right candidates and avoid any misunderstandings later in the hiring process.
Improve Candidate Experience: When candidates have a clear understanding of the job requirements, they can determine if the role is a good fit for them. This can improve the candidate experience by reducing the number of unqualified applicants and increasing the likelihood of hiring the right candidate.
Save Time and Resources: By obtaining all the information you need on a requisition, you can streamline the recruitment process and save time and resources. This can be particularly important for small or understaffed recruiting teams.
Build Strong Relationships: When you work collaboratively with hiring managers to obtain all the necessary information, you can build strong relationships and improve communication. This can improve the hiring process and increase the likelihood of success.

How to obtain all the information you need on a requisition.

1. Meet with Hiring Managers: One of the most important sources of information on a requisition is the hiring manager. Schedule a meeting with them to discuss the job requirements, including the essential skills, experience, and qualifications needed. Also, discuss the hiring process and the desired timeline.

For example, if your company is looking to fill a Software Engineer position, you might meet with the head of the Engineering department. During the meeting, you could discuss the technical requirements of the role, such as specific programming languages the candidate should be proficient in, as well as softer skills like problem-solving abilities and teamwork.

Top tip: Prepare a list of questions to ask during your meeting. To ensure a comprehensive understanding of the role, questions should address not only the tasks and responsibilities of the role, but also the desired behavioral competencies and cultural fit.

2. Research the Industry: As a recruiter, you may from time to time not have a deep understanding of the industry or job-specific requirements. Conduct research on the industry and the job to gain a better understanding. This will help you ask more informed questions and develop a comprehensive job description.

Say you’re recruiting for a position in the growing field of renewable energy. You might research the latest trends and technologies in the sector, what skills are in demand, and what types of qualifications or certifications are typically required for similar roles. This knowledge helps your understanding and also makes having conversations with prospects easier.

Top tip: Use industry-specific resources for your research, such as trade magazines, relevant LinkedIn groups, and industry reports. Google alerts can also be helpful to keep up with industry news and trends.

3. Check with HR: Your company’s HR department may have additional requirements or guidelines for recruiting for specific roles. Check with HR to ensure that you are following any necessary procedures.

For instance, if you’re recruiting for a role that involves handling sensitive information, the HR department may have specific policies about background checks or security clearances.

Top tip: Regular communication with your HR department is key. They can provide you with a checklist of requirements and procedures for each role you are recruiting for. This ensures compliance with company policies and reduces potential legal issues.

4. Look at Past Recruitment Data: If your company has hired for similar roles in the past, look at past recruitment data to see what worked well and what didn’t. Use this information to improve the recruitment process for the current requisition.

If you’re recruiting for a Sales Manager role and you have filled similar positions in the past, you might review the sources of your previous successful hires (e.g., job boards, employee referrals, etc.) and the typical time-to-hire for this role to optimize your current process.

Top tip: Use recruitment analytics tools to assess past data and identify patterns and trends. This could include data on candidate sources, interview-to-hire ratios, time-to-hire, and candidate feedback.

5. Use Applicant Tracking Systems: Applicant tracking systems (ATS) can help you streamline the recruitment process and organize candidate data. Use the ATS to track the progress of each candidate, including their resume, cover letter, and any additional application materials.

Using an ATS could help you manage large volumes of applications for a popular role. It helps you easily sort through candidates, flagging those that meet certain keywords or qualifications, and tracking each candidate through different stages of the recruitment process.

Top tip: Maximize your ATS use by tailoring its features to your specific needs. Make sure it integrates with other tools you’re using, like job boards or social media platforms. Also, use it to maintain clear and timely communication with your candidates.

Getting all the information you need on a requisition is essential. It allows you to accurately represent the role, improve the candidate experience, save time and resources, and build strong relationships with hiring managers. To obtain all the necessary information, meet with hiring managers, conduct research, check with HR, look at past recruitment data, and use applicant tracking systems. By following these steps, you can ensure that you have everything you need to attract the right candidates and make the recruitment process a success.