The recruitment and selection guide

Recruitment and selection are the first steps in a HR policy and therefore deserve the necessary attention. Recruiting the right people is not that evident. How and where do you find the right candidate? How do you deal with the war for talent? Do you opt for a freelancer and how do you collaborate? This guide offers answers.

Contents

  1. 5 lessons for recruitment
  2. Concrete application: hiring a developer
  3. The selection process at Officient
  4. Working with a freelancer

1. 5 lessons for recruitment

Let's start with what our own HR manager Bo taught at the TalentCon in 2019. During this conference the recruitment process was discussed in utter detail. These 5 lessons on recruitment have inspired Bo greatly.

1. 'Candidate experience is really just the sum of smaller interactions'
Johnny Campbell, CEO SocialTalent

Every step in the recruitment process is as important. Therefore, leave nothing to chance and carefully plan every step in the process. The following structure will help you to devise a good recruitment process:
  1. Identify the different steps
  2. Define success criteria
  3. List all touchpoints
  4. Make sure you have support from management
  5. Keep everyone involved within the company up to date
2. '90% of recruiters are on Linkedin daily, yet only 2% of messages are answered'
Flip van Eijndhoven, Country Manager talent.io

Recruiters need to learn to better predict the search behavior of candidates and respond accordingly. Try to find out which platforms the searched profile often uses. Don't just focus on Linkedin, but also look at other social media, job boards, niche job fairs and online communities.

Which tools does Bo use besides Linkedin? The ATS system Recruitee is her favorite. This tool helps her to keep an overview of all vacancies and candidates. This way she always knows who is in which phase, and she can inform the right people about the next step. There's even a link between Officient and Recruitee, which adds an accepted candidate directly as an employee!

3. 'The war for talent is over, talent has won.'
Dave Hazlehurst, Partner Ph., Creative

Technical profiles today have the choice between an average of 4 jobs. As an employer, how do you make sure that a suitable candidate will choose you? A few tips:
  1. Candidates want to identify with the company they work for. So make sure you clearly state the mission and vision of the organization.
  2. Make the application process a unique experience. Deviate from the classic conversation and leave a lasting impression on a candidate.
  3. Tell the candidate clearly what to expect. Be honest!
  4. Try to figure out what drives them. Get confidence.
  5. Ask yourself: How would you like a good friend to be treated when he applies for a role in your company?
4. 'To be a recruiter today, you need to think more like a marketer'
Sebastien Monnet, Recruitment Marketing Consultant Crome

Employer branding is becoming increasingly important. Recruiters should therefore have a clear strategy for this. We need to evolve from 'storytelling' to 'storybuilding' and involve the candidates as much as possible. Show where he or she will potentially work, who their colleagues might be and what the atmosphere is like. You can be creative in this and use podcasts, video blogs and social media.

5. 'Data tells you what, people tell you why'
Dave Hazlehurst, Partner Ph., Creative

The world of Human Resources has changed and so has the importance of data analysis in recruitment. Start collecting data, analyse it and incorporate it into your process. Victoria Farrelly, senior recruiter at Uber, emphasized that data is a powerful weapon but we must not forget that we are still working with people. We need to keep nuancing.

2. Concrete application: hiring a developer

What happens in practice when recruiting a new candidate? With this concrete application we want to give you an example of how recruitment and selection really work. As a tech company, we chose the recruitment process of a developer. This is of course best known to us, but it is also applicable to other profiles.

How to find the right developer?

Make sure your job description answers the following questions

  1. Which programming languages and frameworks are used in your company? Are you building a closed product or is it open-source?
  2. Do you work on a project basis or do you continuously build a certain product? What is the development process?
  3. What does the existing team look like and how will the new developer fit in? Are there opportunities for growth?
  4. What can your company offer a developer besides regular remuneration and benefits? For example, is remote work possible?

Go beyond the known job sites

To increase your chances of finding a good developer, you can start looking for them where they feel at home. If you do some research, you'll soon find out that many developers join online communities or news sites like Stack Overflow, Dev.to or Hacker News. But also platforms that allow them to share their code, such as Github, may be of interest to you. Check out their portfolio and contact them if it appeals to you.

Start an employee referral system

Your employees probably already have people in their network who could be an ideal fit for the position you're looking for. However, they are often not involved in recruitment. As HR you can set up an employee referral system. You can give them a reward for bringing in profiles or for searching together. Our HR manager Bo already treats us to pizza if we spend an hour together looking for potential candidates in our own network.

Maybe working with a freelancer is the solution?

While looking for the right candidate, you might want to have certain acute tasks carried out by a freelancer. Thatt way you will have more time to find the candidate or perhaps the freelancer himself or herself turns out to be an ideal fit.

How can you convince a developer?

Treat them personally
A good developer will receive a job offer or 6 every day. You can distinguish yourself by approaching candidates in a personal way. Check whether their specialization is the same as the one you are looking for. Look at their latest projects and work experiences to get a better idea of their interests. Show the functioning of your company and development team. Be open and personal.
Download the offer template for free!
Provide a mentor or coach
Show potential candidates that they will be placed in a learning environment by assigning a mentor or coach to new employees. This way they are more likely to leave and be involved in their new role.

Show the team and the atmosphere that prevails
Not only for developers, but let candidates get to know the colleagues and the atmosphere that prevails within the team. This gives potential candidates a much better idea of their future working environment.

Here you can find an example of how we approach the recruitment of a Customer Success Manager.

Give them access to training
Developers are often keen on learning and development. As well as showing that you already have a good team, you can offer training to win over potential developers. Don't just offer a series of training courses, but take it personally. Discuss in which direction the developer wants to grow and evaluate what the organization needs most.

Show the impact they will have as individuals
Developers are creators. They are proud of the functionality they design. Communicate internally and externally about who is working on which projects and why. This will also let potential candidates know that individual contributions are appreciated.

Allow flexibility and remote working
Development is a job that can be done from many places, as long as you have a laptop and an internet connection. This gives them more freedom in terms of collaboration and is a nice ((virtually) free) benefit you can give them.

3. The selection process at Officient

Don't you quite understand how the selection then evolves? Then maybe our roadmap can help you. These step guide Bo and the candidates through the recruitment process.
Step 1: First and foremost, the candidate's CV and motivation letter are carefully examined to ensure that there is no bad fit from the start.

Step 2: Once Bo is convinced of a candidate based on this, she calls the candidate. During this call she discusses what Officient does, how we do it and what the objectives are. If these are not as expected, the candidate can drop out, without having to come to the office. This saves both parties a lot of work.

Step 3: If there is still a match after that call, the candidate is invited for an interview at the office. There he or she meets the future manager and goes deeper into expectations and personality.

Step 4: If this interview goes well, an assignment will follow. This shows us what the candidate is capable of. But it is especially useful for the candidate: he or she gets a taste of the job and can see if he or she likes it.

Step 5: It's a match! If both parties feel comfortable, the selection is completed and a contract proposal is drawn up. At Officient we like to make it personal, using our offer template.

4. How to work with a freelancer

If you don't need new permanent employees right now or have no time for a complete selection procedure because certain tasks are urgent, you can work with a freelancer. If you do, make sure that you avoid the risk of bogus self-employment.

How to collaborate with a freelancer?

As an enterprise, you can hire a freelancer for a certain duration or assignment instead of recruiting a permanent employee. This independent entrepreneur works on an independent basis. He or she undertakes to provide certain services for your company, but is not under your authority. This is crucial. As a self-employed person, they decide how, when and where they will carry out the freelance assignment for you.
Request an Officient personalized demo!
The advantages of working with a freelancer
Often extensive experience
If all goes well, freelancers work for multiple customers. Therefore they often have a lot of specific knowledge and competences. It is not uncommon to find a wealth of experience and know-how that is hard to come by with regular recruitment.

Flexibly deployable
Since a freelancer works on an independent basis, you can hire him per assignment. In this way you can easily and quickly reinforce your staff during peak periods and then just as quickly reduce them again. Moreover, an independent worker may be more flexible than an employee when it comes to weekend or evening work. The assignment must be completed on time, period.

At the same time, a freelancer is often plug-and-play. You can put him to work immediately without having to train him first. They make their own training. They can include this in their own costs. With permanent employees, the reverse is true. As an employer you pay for the training. Moreover, you run the risk of the employee leaving after all.

Cheaper than you might think
Sometimes you hear that freelancers are expensive. Until you make the bill. Then you come to the conclusion that they are cheaper than permanent employees. As a self-employed person they pay everything themselves: social contributions, hospitalization insurance and travel expenses. As an employer, you only pay for the services provided. Not a penny more or less. So you know in advance exactly how much it will cost you.
Some points of attention
Less control than with payroll employees
A freelancer is not under the authority of the employer. Fortunately, with clear agreements around deadlines and precise follow-up, you can go a long way.

Loyal, but doesn't work for you only
A freelancers can be used flexibly, but they may be helping several clients at the same time. In that case, they can't always work full-time on your project. Therefore, its realization may take more time.

Beware of bogus self-employment

When you work with freelancers, as a client you have to make sure that you do not break the rules on bogus self-employment. If you don't do this, your company is committing social fraud, which can and will lead to severe penalties.

What is bogus self-employment?
Bogus self-employment occurs when a freelancer has the status of a self-employed person, but in reality pursues a professional activity under the authority of an employer. Because of that relationship of authority, he or she would normally have to work on a payroll agreemnet. Does this mean that the self-employement of your freelancer is automatically bogus when he or she works from nine to five? No, not necessarily. According to the general rules, the self-employed must sin against several of the following criteria:

- The will to work independently: you must formally agree that this is a cooperation freelancers.
- Freedom of work:a self-employed people decides how they work, you do not decide on their planning.
- The freedom of working time: a self-employed people work whenever they want, tehy do not follow the working hours of the company. For example, you may not require them to use a request leave, submit a sick note...
- Hierarchical control: you occasionally discuss finished assignments, but it is not about regular and comprehensive reporting/control.
A proper collaboration with a freelancer
A lot of freelancers work according to informal agreements without any problems, but you can still put some things on paper. You do this in an independent cooperation agreement. This way you avoid misunderstandings, clarify your expectations and significantly reduce the risk of false self-employment.

What do you write down in a cooperation agreement?
  1. The parties with their contact details (in subcontracting the 'principal' and the 'service provider', in equivalent cooperation the 'signatories').
  2. The agreement: what you are concretely committed to.
  3. The status of the self-employed: indicate that you work together as self-employed people, not as employers and employees.
  4. Concrete agreements: who does what, where and how?
  5. Compensation: how much is the payment? Is it an hourly rate, or a day or project price? Within what time frame are the invoices paid? What if the invoice is not settled in time? And what about the costs incurred, can they be counted on?
  6. Duration and end: When does the contract start and for how long will it run? Who can terminate the contract, and how does it work?
  7. Liability: who is responsible for errors, and how are any damages reimbursed?
As already mentioned, this contract reduces the likelihood that the RSZ and/or the self-employed themselves will ever investigate whether there is a bogus self-employment. In the contract, avoid words such as holiday pay, timetables, group insurance, guaranteed/monthly wages, as well as the exclusivity and non-compete clause (unless applicable). In addition, agree that the self-employed use their own material and that they mention the payment conditions on thier invoice.
Can't you offer a sample contract?
There are many standard agreements online. But often they only arrange the payment terms, while your contract must also contain clauses specific to the sector or the specific assignment. Moreover, one task is not the other. Therefore, we recommand having the contract drawn up by a lawyer. If you do use a standard contract, at least have it thoroughly read by a lawyer, and follow these tips from Freelancenetwork.be.

Where do you find freelancers?

Good news: you'll find them fairly easy, because there are more and more of them. According to the Unizo report, 157,697 freelancers were active in Flanders and Brussels in 2018. That was 6.6% more than the year before, and in Flanders almost 22.7% more than three years earlier. According to the same study, you can find freelancers in all branches of the economy. Freelancing is clearly on the rise.

Which channels can you appeal to?
Via platforms and matchmakers
Today you can find a lot of online platforms that match clients with the right freelancer for their assignment. In the Upwork's database, for example, you can easily search for the right profile yourself. For this purpose, the platform offers a detailed overview. Upworks can also function as a freelancer recruitment agency. In that case, they will look for the best freelance professional for you. Fiverr is one of the cheapest, most varied and most popular platforms at the moment. Especially interesting to find someone quickly for a short assignment, such as logo design or reviewing documents.

In addition to these international players, you can also find similar organisations in Belgium. Just think of Freelancer.be or Freelancenetwork.be. Are you looking for a freelancer within a specific sector? CrossCast specialises in matching profiles in marketing and communication, Creative Skills in the creative sector.

Through your personal network and social media
Many independent entrepreneurs find their freelance assignments through their network. So as a client, don't forget to speak to your network. You can also participate in networking events, such as Open Coffees and M4M-meetings. These networks can often be found on social media. Move your search to Facebook, LinkedIn and Twitter and you will soon find yourself in hundreds of specialized groups. With a simple call and the right hashtag, you can quickly reach a lot of interested people.

Manage everything in Officient

Did you find a match for your new project or assignment? Then you can manage all relevant HR information for this freelancer in Officient, for example collaboration agreements or payment dates (VAT and IBAN number).
Request an Officient personalized demo!