At a first glance, writing job descriptions and conducting interviews may seem routine, but building an efficient, scalable hiring process requires a structured, standardized approach.
HR and business leaders must understand each hiring process step to streamline talent acquisition. A well-defined structure not only saves time and money, but also attracts high-quality individuals who are more likely to
stay with the company long-term. Additionally, a thoughtful strategy fosters a positive candidate experience, strengthening an employer’s brand in a competitive talent market.
What is the hiring process?
A company’s hiring process is its step-by-step approach to attracting, evaluating, and onboarding new employees. It serves as the foundation of an organization’s talent acquisition strategy, helping it secure the skills and capacity needed to meet its goals.
The steps in the hiring process may vary across industries, but every business needs a well-defined framework that promotes consistent decisions. Without a structured approach, a hiring manager may struggle to attract qualified candidates, leading to poor matches, increased turnover, and wasted resources. A standardized process also helps minimize unconscious bias, ensures a more equitable experience for all applicants, and supports compliance with employment laws and anti-discrimination regulations.
11 common steps in the hiring process
There isn’t a one-size-fits-all hiring process example that will suit every business’s needs. To build an effective strategy, employers should blend proven best practices with innovative approaches tailored to their unique needs.
That said, most successful hiring efforts follow a common set of milestones. Here’s an overview of interview processes and steps to guide candidates from initial outreach through onboarding.
1. Identify the hiring need
Before the recruiting process begins, a company must define the need for the role and its scope and impact. Managers and HR leaders should consider the role’s purpose, key responsibilities, desired skills or experiences, and broader business objectives. Recruiters can more effectively evaluate applicants when they clearly understand expectations for the new hire.
2. Write a job description
A clear, well-crafted job description sets realistic expectations and serves as a reference point throughout the hiring and onboarding process. In addition to explaining the role’s responsibilities, required skills, and desired qualifications, it provides an opportunity for the company to showcase its culture and values. Readers should gain a sense of the workplace culture and
expected compensation (including benefits and opportunities for growth).
3. Create a recruitment plan
After defining the specific hiring need, it’s time to develop a roadmap for the hiring journey. In addition to outlining the ideal candidate profile, identifying recruitment channels, setting timelines, and assigning responsibilities for reviewing applications and conducting interviews. A strong recruitment plan also considers budgetary limitations and helps teams stay aligned throughout the hiring process.
4. Post the job opening and search for candidates
Once ready, the hiring team can post the role on relevant channels and begin seeking candidates. The team may promote the role through the organization’s official careers page, online job boards, or professional networks to attract a diverse range of applicants. Employers may also engage internal candidates or leverage employee referrals for a more targeted talent pool.
For hard-to-fill roles, paid advertising, social media campaigns, and external recruiters can expand reach. Attending industry events or tapping into talent databases may help identify qualified professionals who aren't actively searching for a new job.
5. Screen applications
As the company receives resumés and cover letters, recruiters must efficiently identify strong candidates. During the initial evaluation, recruiters filter out mismatched applicants by focusing on keywords and nonnegotiable qualifications or experience. Often they rely on an applicant tracking system (ATS), a program that automatically sorts, filters, and ranks applications based on defined skills and qualifications.
6. Conduct initial interviews
Once recruiters identify a shortlist of prospective candidates, the employer is ready to conduct the first round of interviews. These engagements typically occur over the phone or on a video call, and they help assess general fit, interest in the role, and communication skills. Interviewers often ask about a candidate’s background, motivations, and availability, and they leave time for questions about the company or next steps.
7. Run assessments
Depending on the role, employers may ask candidates to complete assessments that evaluate technical skills, critical thinking, or communication. Assignments like writing samples, coding tests, or case study exercises help objectively compare candidates and provide deeper insight into their capabilities beyond the interview.
8. Host final interviews
Top candidates are usually invited to a final interview stage with senior leaders or key stakeholders. These sessions often include behavioral or situational questions and may explore alignment with
company values, decision-making under pressure, or role-specific scenarios. The goal is to gain a holistic understanding of the candidate’s potential fit and readiness for the role.
9. Perform background and reference checks
Before extending an offer, HR must verify a candidate’s information and gather insights from provided references. Background checks may examine employment history and criminal records, whereas reference checks with former supervisors and colleagues assess past performance and provide additional perspective. These checks minimize hiring risks and maintain company compliance standards.
10. Make a job offer
Once a candidate is selected, the next step is a formal offer of employment, which includes salary and start-date information. To secure top talent, these offers should be competitive, aligned with market benchmarks, and tailored to employee needs — including flexibility, growth opportunities, or well-being benefits.
11. Onboard the new hire
Onboarding introduces new employees to company culture, systems, and processes. It typically includes orientation sessions where employees learn about their responsibilities, meet colleagues, and familiarize themselves with company policies.
Beyond logistics,
onboarding is also a key moment when employers introduce
available benefits, making it an ideal opportunity to show new employees that the company cares about their well-being. Highlighting supportive offerings early on can set a positive tone and build long-term engagement. Financial wellness is one area where employers can make an immediate impact. For example, EarnIn’s suite of
financial wellness benefits, including
Earned Wage Access (EWA) and Credit Monitoring,
can help give employees added financial flexibility. With EWA, employees can access their wages before payday — up to $150 per day, with a max of $750 between paydays
and get their pay in minutes, starting at just $2.99 per transfer
or 1-3 business days at no cost.
Tips for the hiring process
Whether a company is refining an existing hiring process or building a new framework, these strategies can help improve effectiveness and efficiency at each stage:
Communicate the “why.” Clearly articulate the purpose and goals of the open role at the start of the process. When hiring managers and recruiters understand the role’s impact on the team and business, they can better align sourcing strategies and evaluate candidates more effectively.
Train interviewers. Equip interviewers with training on structured interview techniques and behavioral questioning. Consistent, research-backed methods help reduce bias, improve decision-making, and ensure fair, comparable evaluations across candidates.
Streamline the application process. Ensure that the application experience is simple, mobile-friendly, and free of unnecessary barriers. A well-designed process attracts more qualified candidates and minimizes drop-off due to frustration or confusion.
Collect feedback from candidates. Solicit feedback from candidates — whether they’re hired or not — to understand how they perceived the process. Their input can surface blind spots in communication, interviewer consistency, or the overall candidate experience.
Regularly audit and update the hiring strategy. Review hiring practices on a regular basis using internal data, candidate feedback, and external benchmarks. Adjust for changes in job market conditions, skills demand, and role expectations to ensure the process remains relevant and competitive.
Show support for employees with EarnIn
The hiring process is more than a checklist — it’s a company’s first opportunity to build trust and show genuine support for future employees. A smooth, thoughtful experience sets the tone for strong relationships and contributes to a positive
employee experience. It also promotes a more appealing brand image, making it easier to attract top talent in the future.
One way employers can stand out during the hiring process is by highlighting benefits that support
employee needs, like financial well-being. EarnIn empowers employees with
on-demand pay, letting them access up to $150 per day, with a max of $750 per pay period,
starting at just $3.99 per transfer,
or 1-3 business days at no cost. Plus, Earnin offers tools like free
Credit Monitoring to support them on their journey toward financial flexibility. Best of all, it comes at no cost to the employer, with no payroll or HRIS integration required.
Explore
EarnIn today to help support employee financial well-being and help team members feel more secure, focused, and engaged.
Please note, the material collected in this post is for informational purposes only and is not intended to be relied upon as or construed as advice regarding any specific circumstances. Nor is it an endorsement of any organization or services.
This Blog was sponsored by EarnIn. While the author received compensation, the information shared is grounded in independent research and intended to provide helpful and accurate guidance to readers.
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