How To Manage Recruitment Process Flowchart

Hiring can get messy, with so many steps and details that it’s easy to lose track and miss great candidates.Now imagine having a simple, visual guide to keep the entire process organized. From posting the job to welcoming your new hire - nothing gets missed.A recruitment process flowchart helps you keep everything on track. In this post, we’ll show you how to set it up and use it to save time and simplify hiring.

Recruitment Process Flowchart

Recruitment process flowchart is a visual example of an organization’s plan for finding and hiring the right talent. It is a so-called recruiting process map.

This tool can range from a basic hand-drawn sketch to a detailed, precise computer-generated chart that maps out complex processes.

HR teams use these hiring flowcharts to visualize and adjust the hiring process, manage applicants, and streamline onboarding, giving a clear view of the entire recruitment cycle.

Such flowchart gives you a better insight into mechanizing the recruitment process strategies.

Job Hiring Business Process Workflow

Recruitment process flowchart can be more complicated than it seems. Since it represents your entire hiring process, it’s essential to first define each recruitment step in detail.

By using an interview process flowchart, you can build an effective hiring strategy, identify any inefficiencies, and make adjustments to streamline the process.

Usually, recruitment includes the following basic steps:

• Job request
• Writing a job description
• Posting a vacancy
• Collecting the applicants' CVs and evaluating them
• Job interviews
• Final selection

Learn more info about building recruitment pipelines.

You can consider this prototype if you are looking for a sophisticated and professional recruiting process flow chart for the recruitment process in your company.

Such a scheme will help you organize the process well, keep the entire hiring team on the same page, and make sure you stick to the plan and don’t miss any important steps.

Creating an Effective Recruitment Flowchart

Recruitment flow chart keeps the hiring process organized and clear. Here’s how to create one that works well:

Define Who’s Responsible

Assign who handles each step—from sourcing to interviewing—so everyone knows their role and nothing slips through the cracks.

For example, if you look at our HR hiring process flowchart template above, you can walk through each step and compile the list of responsible team members for each step:

• Hiring Managers - Oversee candidate evaluations and final decisions
• Head of HR/Recruitment department - Manages the overall process and strategy
• Recruiters - Conduct sourcing and screening, and coordinate interviews
• General manager (CEO or Business Owner)  - Approves key hiring decisions for strategic roles

Outline Each Step

Break the hiring process into simple stages, like posting the job, screening resumes, interviewing, and onboarding. Having a visual map of each step helps everyone follow the process easily. In the flowchart, recruitment process can be customized according to your needs and requests.

Learn more about hiring steps!

Mark Decision Points

Identify where key decisions are made, like moving candidates to interviews or final offers. For example:

• Screening stage: After CV screening, decide if the candidate meets the basic requirements. If the CV is suitable, invite them to the first interview.
• Interview stage: Assess during the interview if the candidate is suitable for next stages. If they demonstrate their skills on a high level, offer them a skills test or invite to the final interview. Read about red flags when interviewing a candidate.
• Final decision: Your hiring decision will be based on interviews and assessments. If the candidate is selected, make an offer.

This way, you will follow your hiring process steps flowchart and ensure candidates are evaluated carefully at each stage.

Ensure Flexibility

End-to-end recruitment process flowchart can differ depending on the company processes. Make the flowchart flexible for different roles or seniority levels. For instance, hiring for senior positions might require extra steps and entry-level roles can follow a simpler process.

• Spotify’s hiring process for senior roles usually includes multiple interviews, a case study, and a final interview with senior leaders. For entry-level roles, the process is faster, often starting with a screening interview, followed by a skills test, and a quick decision after that.
• Uber’s hiring approach for senior roles includes multiple interviews with leadership and technical teams to assess strategic thinking, leadership abilities, and problem-solving skills. For entry-level roles, like customer support or junior developers, the process is simpler. It includes a skills assessment, a phone interview, and a final interview. The focus is on the candidate’s adaptability and cultural fit.
• Amazon includes an extra step for senior positions called the "bar raiser" interview. Amazon experienced employees outside the hiring team interview candidates to test them on high standards. Entry-level candidates usually don’t go through this, making the process quicker and simpler.

This flexibility makes it easy to adjust the process as needed.

Tools and Software for Recruitment Flowcharts

You can start by sketching an HR flow chart by hand or creating one in a tool like Lucidchart. However, as the information grows, it becomes harder to manage and keep the hiring process flow chart flexible. From our experience with recruitment teams, we’ve found that, sooner or later, they turn to an Applicant Tracking System (ATS) for better organization and real-time updates.

Applicant Tracking System substitutes the entire manual process with one platform. It makes it much easier to visualize, manage, and adjust each step. Thus, you don’t have to manually update the internal hiring process flowchart whenever things change.

The system automatically tracks candidate progress and keeps everything organized and up-to-date. This way, the hiring recruitment process flowchart becomes more practical, turning it into a real-time tool that simplifies recruitment and saves time.

1. Tracks Each Step Automatically
   An ATS updates each candidate’s progress automatically, so you always know who’s at what stage without manually tracking them. This keeps the flowchart clear and up-to-date.
2. Centralized Team Collaboration
   The ATS allows everyone involved in hiring to share notes, assign tasks, and stay in sync. With all information in one place, it’s easy for the team to collaborate and avoid missed steps.‍
3. Automates Communication
   An ATS sends automated updates, like interview confirmations and follow-up messages. This saves time and keeps candidates informed without extra work.

Final Word

A clear hiring recruitment process flowchart keeps your team on track and reduces mistakes. It improves the hiring experience for everyone. Stay organized, save time, and find the best candidates faster.