How to Make Hierarchy Chart: Best Tools & Templates
Hiring and onboarding employees is an essential business process in every company that wants to grow. And because it can cost up to 6-9 months of an employee’s salary to even hire one new person, you need a streamlined recruitment process.
Not only will a solid recruitment process make onboarding more efficient, but it can also help employees acclimate more easily, improving retention rates and costing your business less money in the long run.
So, how do you create a smooth recruitment process? And what does that entail in the first place? Throughout this article, we’ll address those concerns and more.
The recruitment process covers each step in hiring a new employee, from pinpointing an available position all the way down to onboarding and training. It’s typically handled by human resources (or HR) in conjunction with the specific department(s) hiring.
This flowchart—which you can customize and use to fit your own recruitment process—showcases an example of every step this might entail:
Your recruitment process will likely include basic steps like:
However, your company might also need to add in special nuances or steps based on each role or department or the overall company’s specifications and needs in the hiring process.
Having a smooth recruitment process is key to hiring top talent and keeping them happy. To create that process, though, you need to follow the right steps.
We’ll walk you through the seven essential steps to building a successful recruitment process that will help your team grow and reduce turnover.
The first step is to identify your hiring and recruitment needs. This is easy enough if someone within the organization has just given notice and you know you need to fill their vacated role.
However, this can be more complex when changing or creating new positions. A few ways to determine whether it’s time to make a new hire include:
If you find any of the above to be the case, it’s probably time to start looking into bringing someone new on board to help support your team.
You can use a dichotomous key like the one below to help you determine if you need to hire someone new. Ask the necessary questions and see where they lead you—perhaps you simply need to promote from within, train an existing employee on new technology, or restructure an existing role.
This decision table can also be a huge aid in deciding what changes you need to make within a team or department and whether or not it’s time to hire new employees.
Once you’ve decided that a new hire is necessary, it’s time to move onto the next step—preparing your job description. This will be the public job ad that your potential applicants see, so it needs to be comprehensive and explain all parts of the job.
A few key points to include in your job posting are:
To grab attention and increase the number of applicants you receive, consider creating a visual job description that you can share online. Use a template like the one below to get started.
IBM has been using Visme to create infographic job postings since 2016 and have gotten spectacular results. Not only does Visme help them save 75% of the time it used to take to create job postings, they’re regularly seeing better candidates come in as a result of their visual job ads.
"We’ve definitely seen a large uptick in engagement from candidates whenever infographics are utilized as part of recruitment strategies.
Since it's laid out in a very informative and easy-to-read way, the people that end up applying for the position are more applicable. It’s not people who just read the job title and think it's relevant and then apply. The recruiter then has to waste time screening people and figuring out on the phone that these people aren't relevant or don't have an extra skillset."
The next step is to create your recruitment strategy. How will you reach qualified candidates? What avenues make the most sense for your business and its location (or even if it’s remote)?
First, consider whether you want to hire or promote from within. There may be someone interested (and qualified) in moving up to a higher position and getting a raise and promotion. Or, someone might be interested in a lateral move or even switching departments altogether.
However, if you’re looking to grow your team, you may be searching for an ideal candidate externally. A few routes to go in your search are:
You can use a flowchart template like the one below to help map out your recruitment strategy. Customize the bubbles to fit the content, helping your team determine the best outlets for posting your job ad each time you need to hire someone new.
Once you’ve published your job posting and received some applications, it’s time to review your applicants and screen the ones that appear to be the most qualified or the best fit based on their experience.
Look through the resumes and cover letters you receive and flag the ones that line up closest with the job responsibilities and requirements you included within the job description.
You can also use a pictograph like the one below to rate the candidates based on how well you think they’d fit in and perform in the role:
Pay attention to credentials, past companies, technical skills and anything else that helps them to stand out. Then you can build a list of candidates you want to move forward with and move onto the next step.
Now it’s time to interview. Reach out to qualified candidates to set up an interview time. You may want to start with a phone screening, or you could jump right into an in-person or video interview.
Take advantage of a template like the one below to house your interview questions so you can take notes based on each candidate’s answers.
Create a consistent list of questions you ask every candidate so you’re able to gather consistent insight on how well each person knows the landscape of the industry and job role. Make the interview comfortable and consider having someone close to the role sit in with you to get an additional perspective.
While interviewing candidates, create an automated follow-up system for email or text recruiting to keep candidates informed along the process..
If someone really stands out to you, it’s time to make them an offer! You’ll want to move quickly to ensure they don’t receive or accept another offer before you’ve had the opportunity to send yours.
Send a formal offer letter with specifics about the role so they can tell you’re credible and sincere about the offer. You can use a template like the one below to submit your offer.
Wait to hear a response from them or give them a date by which you need a response. Once they’ve accepted your offer, you can move on to onboarding.
If you didn’t find a stand-out candidate or your offer was rejected, you’ll need to go back to the drawing board. You might need to rework your job description, conduct more interviews or simply offer the position to your second choice candidate.
A good onboarding process is key for employee retention and setting new hires up for success.
Use an onboarding checklist like the one below to make sure you don’t miss any key steps in getting new employees into the system and properly trained from day one.
Your onboarding process should include steps like:
You can use a template like the one below to create a training manual document that can be customized to each new hire’s specific role.
Make an employee training plan to help your employees fit in seamlessly and hit the ground running in their new roles. Lastly, be prepared for the best or worst case scenario once a new hire joins, this could be preparing for succession planning or sending a contract termination letter.
Visual documentation is one of the best ways to keep your team organized and sticking to a process. Take advantage of these 15 templates to make sure your recruitment process stays seamless and efficient.
Having a documented process is key to making sure no steps get left out. And using a process infographic template like the one above is a great way to make sure everyone on your team knows each of the steps at a glance.
Easily customize the text to match your process, update the colors to fit your brand, and download as a shareable PNG to send to your teammates. Something like this could even be printed off and added to a binder or used as a poster for in-house teams so everyone is on the same page.
This process/hierarchy infographic template is similar to the last in content. Still, it allows for a bit more description so you can share it with new team members or people outside of the team to quickly understand the overall recruitment process.
While this template includes only five basic steps, you can easily add more if need be. Visme makes it easy to drag the end of your infographic canvas down to increase the amount of content you include within your infographic.
With a concept map template like the one above, you’re able to showcase how each step of the recruitment process starts from your HR team and what some of those tasks entail. Customize this to add your own task list to share with higher ups.
Visme’s flowcharting capabilities make it easy to create flowcharts, concept maps, tree diagrams and other charts that help guide viewers from one step or aspect of a team or project to another.
Consider creating process infographics for various steps of your recruitment process. This template in particular helps cover the onboarding process—the last step of recruitment. It helps HR teams walk team leads through bringing on a new employee so they don’t miss a single step.
If you’re having to work alongside other teams in your organization throughout the recruitment process, creating additional step-by-step documentation or infographics like the one above can be helpful to have on hand.
Monitor how your employee training is going with the above worksheet template. While this worksheet leaves a lot of room for customization inside of Visme, it can also be printed and filled out via pen and paper.
Adjust the table to match your specific needs, change the fonts and colors to match your brand and even switch out the background image with another stock image or one your team has had taken. The possibilities are endless.
If your HR team needs to share any data with someone within your organization, an executive or even a potential new hire, a statistical infographic like the one above is the perfect way to do so. Easily switch out the existing data and statistics with information that fits your needs.
Visme offers a number of charts, graphs and data widgets that makes visualizing data and numbers quick, easy and visually appealing. Plus, it’s extremely easy to input data, import a CSV or Excel file or even connect a published Google Sheet to create dynamic, live charts and infographics.
This anatomy infographic is another example of how you can create content to flesh out the various parts of your recruitment process. Use an infographic showcasing how to properly conduct a job interview to share with team leaders that are interviewing new hires for their departments.
You can even customize this infographic to personalize it for each new department that starts hiring so that they can refer back to it for every interview they have to set up. This way, it’s catered specifically to that department’s needs.
An informational presentation like this employee engagement presentation template showcases can be incredibly helpful when putting together and pitching improvements in the recruitment process. It can also be helpful when putting together information with regards to employee retention so that you don’t have to recruit quite as often.
The above template can be easily customized, with slides added, duplicated or removed based on your specific needs. Pull slides from other presentation templates that you love to create a comprehensive presentation that includes all the information you need to share.
Interactive presentations can be extremely useful with information that needs to be retained, like you would find in an employee handbook. By creating an interactive handbook presentation, new hires get to engage with the content, helping solidify it in their memory.
Interactive elements might include a clickable menu or table of contents, pop-ups on various slides, hyperlinks to external websites, embedded videos and similar content additions. Play with the interactive and animation features until the presentation displays all the information you need in an engaging way.
Use the above template to create an onboarding presentation that you can share with new hires on or before their first day. While this template is specific to in-house teams, remote teams can also customize it to fit their needs and what a new hire’s first day might look like within their organization.
Put together timelines, checklists, videos, policy documents and more and link them or paste the content into the slides of your own onboarding presentation. Make sure to match it to your brand—LinkedIn found that 72% of recruiters say employer brand has a strong impact on hiring.
Checklists are an amazing way to make sure you’re not forgetting any necessary part of a process. That’s why we’ve created this employee onboarding checklist to help keep your onboarding process easy and efficient.
Put your logo in the placeholder area and update each section of the checklist with action items that are specific to your organization and how you prefer to onboard employees. Print this checklist off so that you can manually check each item off.
Similar to the last template, this new hire onboarding checklist is another example of what your own checklist might look like. With this one, you’re able to input additional information like employee name, department, manager and more. This way, you can keep the checklist in their employment file to make sure everything has been completed.
Whiteboarding is an extremely useful tool for brainstorming, and the above template is perfect for planning and fleshing out your recruitment process. By using this recruitment and onboarding process whiteboard, you can have a virtual or in-person meeting with the rest of your HR team and talk out all of the necessary steps to build out your specific process.
Easily collaborate on the whiteboard inside your Visme editor with each person on your team, or have one person present and make changes while everyone is on a synchronous call or meeting together.
There are several documents you’ll need to have on-hand when bringing on new employees—and employee benefits is one of those. Consider using the template above to create a branded document that showcases all of your company’s benefits and perks so that new hires can easily peruse to learn more about insurance, stipends, vacation policies, holidays and more.
Easily turn it into an interactive document by hyperlinking certain sections to external websites—like insurance plans—that might have more information than you can provide in the document. This is especially helpful if that information might change from year to year.
Finally, the last template on our list of recommendations is an employee onboarding flowchart template. Use a basic flowchart template like this one to map out the exact steps new employees will need to go through, starting as soon as they accept their offer letter.
You can easily update all of the bubbles with your own onboarding steps. By using a small template like this one, you can create an “at-a-glance” process that will help everyone at your organization stay on track throughout the onboarding process.
Let Visme support you throughout your recruitment process. Create process infographics, flowcharts, onboarding presentations, interactive guides, documents and so much more within your Visme workspace. Learn more about how Visme can help level up your HR team.
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