Hiring Process
Complete recruitment and onboarding workflow from job requisition through employee's first 90 days.
Process Overview
This end-to-end process spans HR and hiring managers, typically taking 4-6 weeks from requisition approval to employee start date.
Process Flow Diagram
HR HIRING MANAGER HR
── ────────────── ──
[Job Requisition]
↓
[SOP-200: Job Posting]
↓
[Candidate Sourcing]
↓
HANDOFF ──────→ [SOP-201: Interview Process]
↓
[Hiring Decision]
↓
HANDOFF ──────────→ [SOP-202: Offer Letter]
↓
[Offer Acceptance]
↓
[SOP-203: Onboarding]
↓
[90-Day Review]
Involved SOPs
Phase 1: Requisition & Posting
| Step | SOP | Owner | Typical Duration |
|---|---|---|---|
| Job Requisition Approval | Internal | Hiring Manager + CFO | 1-2 business days |
| Job Posting Creation | SOP-200 | HR Coordinator | 1 business day |
| Candidate Sourcing | SOP-200 | HR Coordinator | 1-2 weeks |
Milestone: Qualified candidate pool (minimum 5 candidates)
Phase 2: Interview & Selection
| Step | SOP | Owner | Typical Duration |
|---|---|---|---|
| Resume Screening | SOP-201 | Hiring Manager | 2-3 business days |
| Phone Screening | SOP-201 | HR Coordinator | 1 week |
| In-Person Interviews | SOP-201 | Hiring Manager | 1-2 weeks |
| Reference Checks | SOP-201 | HR Manager | 2-3 business days |
Milestone: Hiring decision made, top candidate identified
Phase 3: Offer & Onboarding
| Step | SOP | Owner | Typical Duration |
|---|---|---|---|
| Offer Letter Preparation | SOP-202 | HR Manager | 1 business day |
| Offer Negotiation | SOP-202 | HR Manager | 2-5 business days |
| Background Check | SOP-203 | HR Coordinator | 3-5 business days |
| Onboarding Preparation | SOP-203 | HR Coordinator | 5 business days before start |
| First Day Onboarding | SOP-203 | HR Manager + Hiring Manager | 1 day |
| First Week Training | SOP-203 | Hiring Manager | 1 week |
| 90-Day Review | Internal | Hiring Manager | 1 day (at 90 days) |
Milestone: Employee fully onboarded and productive
Total Cycle Time
| Role Complexity | Typical Duration | Notes |
|---|---|---|
| Entry-Level | 3-4 weeks | Larger candidate pool, simpler requirements |
| Mid-Level | 4-6 weeks | Standard timeline, moderate skill requirements |
| Senior/Specialized | 6-10 weeks | Smaller candidate pool, extensive vetting |
Critical Handoff Points
Handoff 1: HR → Hiring Manager (Interview Stage)
Trigger: Qualified candidates identified
Required Information:
- Resumes and cover letters
- Phone screening notes
- Candidate availability
- Interview evaluation rubric
Common Issues:
- Unqualified candidates forwarded
- Scheduling conflicts delay interviews
Mitigation: HR uses consistent screening criteria; calendly for self-scheduling
Handoff 2: Hiring Manager → HR (Offer Stage)
Trigger: Hiring decision made
Required Information:
- Selected candidate name
- Approved salary and benefits
- Start date preference
- Special requirements or accommodations
Common Issues:
- Salary outside approved range
- Unrealistic start date expectations
Mitigation: HR provides salary ranges upfront; confirm start date feasibility before offer
Common Delays & Mitigation
| Delay Cause | Typical Impact | Mitigation Strategy |
|---|---|---|
| Small candidate pool | +2-4 weeks | Expand sourcing channels, consider remote candidates |
| Hiring manager unavailable for interviews | +1-2 weeks | Block calendar availability upfront, delegate to senior team member |
| Candidate negotiates salary | +3-7 days | Include salary range in job posting, prepare negotiation authority limits |
| Background check delays | +5-10 days | Start background check immediately after verbal offer acceptance |
| Equipment/workspace not ready | 0 days (start date delayed) | Onboarding checklist completed 5 days before start |
Quality Gates
| Gate | Criteria | Responsible | Consequence of Failure |
|---|---|---|---|
| Requisition Approval | Budget approved, role justified | CFO | Posting cannot proceed |
| Candidate Quality | Minimum 5 qualified candidates | HR Manager | Extend sourcing timeline |
| Offer Approval | Salary within budget, terms approved | CFO | Cannot extend offer |
| Background Check | Clear background check | HR Manager | Offer rescinded |
| Onboarding Readiness | Equipment, workspace, accounts ready | HR Coordinator | Start date delayed |
Process Metrics
| Metric | Target | Measurement Method |
|---|---|---|
| Time to Fill | ≤30 days (requisition to offer acceptance) | Track requisition date → offer acceptance date |
| Offer Acceptance Rate | ≥80% | Offers accepted / offers extended |
| Quality of Hire (90-day) | ≥4.0/5.0 (manager rating) | Manager survey at 90 days |
| New Hire Retention (1 year) | ≥85% | Employees remaining after 1 year / total hires |
| Candidate Experience | ≥4.0/5.0 | Post-process survey (all candidates) |
Process Owner: HR Manager Last Updated: 2026-02-02 Next Review: 2026-05-02