Tips on Narrowing the Applicant Pool

You have posted a vacant position and now have a stack of applicant materials. Where do you start? Often, it can be a daunting task to go through so much material. Below we provide some helpful tips to make the process easier and even more legally defensible.

First, make sure to begin with the job description of the position. This description will provide an objective basis for your decisions. A good job description defines what the essential job functions are and, therefore, what skills and abilities will be needed to be successful in the position. These important requirements should have also been listed in the advertisement(s).

Next, consider creating a chart to help keep organized and to provide an easy comparison among the candidates. Below is an example:

Within your chart, begin by listing the names of all the candidates. Then, use the job description and job ad to determine what the minimum requirements of the job are. This way, you can rate each candidate in terms of how well they meet each factor.

Before you begin ranking, it may be beneficial to look all application materials over without looking at any applicant names. Search through the materials to get a sense of what the average of each factor is. This way, you have a rough idea what you would give a “5”, for example.

Some helpful tips:

1. Give points only when there’s direct evidence of the requirement. Don’t assume or make inferences of a skill that may not be there.
2. Take note of red flags. For example, if there are large gaps in employment, vague dates, or typos, make a note of these.
3. If there is no evidence of a requirement, write “no evidence” or a zero.

By doing these things, you can make the process easier and also protect yourself further from potential liability. If an individual files a discrimination compliant in the hiring process, you will have additional documentation that your decisions were based on job relevant criteria.