The recruitment and selection guide

Recruitment and selection are the first steps within an HR policy and therefore deserve the necessary attention. Recruiting the right people is not so obvious. How and where can you find the right candidate? How do you deal with the war for talent? Do you choose a freelancer and how exactly do you work together? This guide provides answers.


  1. 5 lessons for recruitment
  2. Concrete application
  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 we discussed the recruitment process in more detail: the start of the recruitment process. These 5 lessons on recruitment have stayed with Bo.

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

Every step in the recruitment process is 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. Let everyone involved within the company know
2. '90% of recruiters are on Linkedin daily, yet only 2% of messages are answered'
Flip van Eijndhoven, Country Manager

Recruiters need to better predict and respond to the search behaviour of candidates. Try to find out which platforms often use the searched profile. So don't just think of Linkedin, but also check out other social media, job boards, niche job fairs and online communities.

What tools do I still use next to Linkedin? The ATS system Recruitee. This tool helps me to keep an overview of all vacancies and candidates. This way I always know who is in what phase, and I can inform the right people about the next step. There is 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. How do you, as an employer, ensure that a suitable candidate chooses you? A few tips:
  1. Candidates want to identify with the company they work for. So make sure you always give the mission and vision of the organization well.
  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 must 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 can be and what atmosphere there is. 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 the importance of data analysis within recruitment is also increasing. Start collecting data, analyze it and take it into your process. Victoria Farrelly, senior recruiter at Uber, stressed that data is a powerful weapon but that we should not forget that we are still working with people. We have to keep nuanced.

2. Concrete application: the recruitment of a developer

But how does that work in practice? 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 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, can remote work take hold?

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, 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 job you're looking for. However, they are often not involved in recruitment. As hr you can set up an employee referral system for this purpose. You will be rewarded for creating profiles or for searching together. Our HR manager Bo will treat you to a pizza when we spend an hour together to look for potential candidates in our eiegn 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. Then you will have more time to find the candidate or perhaps the freelancer himself or herself turns out to be an ideal fit.

What can you convince a developer with?

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.
Provide a mentor or coach
Show potential candidates that they will end up in an instructive environment by assigning a mentor or coach to new employees. This way, they will leave more quickly and be involved in their new role.

Show the team and the atmosphere that prevails
This does not only apply to developers, but lets candidates get to know their colleagues and the atmosphere that prevails within the team. This gives potential candidates a much better view of their future work environment.

Here is an example of how we do this when recruiting a Customer Success Manager.

Give them access to training
Developers are often focused on learning and development. In addition to showing that you already have a good team, you can also offer training to convince potential developers. Don't just offer a series of 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 way, potential candidates also know that individual contributions are appreciated.

Allow flexibility and remote working
Development is a function that can be performed from many places, as long as you have a laptop and an internet connection. That gives them more freedom to work together and is a nice (almost) free advantage that you can give them.

3. The selection process at Officient

Don't you quite understand how a selection goes after that? Then maybe our roadmap can help you. In this way, Bo guides himself and the candidates through the recruitment process.
Step 1: First of all, the candidate's CV and motivation letter are carefully reviewed to prevent a 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 objective is. If this is 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 the interview goes well, an assignment follows. In this way we see what the candidate is capable of. But it is especially useful for the candidate himself or herself: he or she gets a taste of the job and can see whether he or she likes it.

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

4. Working with a freelancer

If you don't need permanent employees or have absolutely no time for a complete selection process because certain tasks are urgent, you can work with a freelancer. Make sure that you avoid the risk of false self-employment.

How do you work with a freelancer?

ls company you can hire a freelancer for a fixed term or assignment instead of recruiting a permanent worker. 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. That is crucial. As a self-employed person, they decide for themselves how, when and where he or she carries out the freelance assignment for you.

Why "hire" a freelancer?

The benefits of working with a freelance
Often extensive experience
If all goes well, freelancers work for multiple clients. As a result, they often possess a lot of specific professional knowledge and competences. It is not uncommon for them to have a wealth of experience and know-how that you will hardly find with a regular recruitment.

Since a freelancer works on an independent basis, you can hire him per assignment. In this way, you can easily and quickly reinforce the staff during peak periods and you can phase them out just as quickly afterwards. Moreover, an independent worker may be more flexible than employees when it comes to weekend or evening work. The assignment must be completed on time, period of time.

At the same time, such a freelancer is often plug-and-play. You can put him to work immediately without having to train him first. They make their own work out of their training. They can include this in their own costs. For permanent employees, the reverse applies. As an employer, you pay for the training. Moreover, there is a risk that the employee will still leave.

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. After all, as self-employed, they pay everything themselves: social security contributions, hospitalisation 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 permanent 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 not just for you to get started
A freelancer can be used flexibly, but he may be helping several clients at the same time. In that case, he can't always work full-time on your project. Therefore, its realization may take more time.

Beware of false 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-care. If you don't do this, your company is committing social fraud. And there are severe penalties on that.

What is bogus self-seism?
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 would normally have to work in wages. Does this mean that your freelancer is automatically self-employed when he works from nine to five in your company? No, not necessarily. According to the general rules, the self-employed force must sin against several of the following criteria:

- The will to work independently: you must formally agree that this is a cooperation between the self-employed.
- Freedom of work:a self-employed person decides how he works, you do not decide on his planning.
- The freedom of working time: a self-employed person works whenever he wants, he does not follow the working hours of the company. For example, you may not require him to use a clock, 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-sequepm.

What do you put in the cooperation agreement?
  1. The parties with their contact details (subcontracted the 'client' and the 'service provider', in the case of equivalent cooperation 'signed').
  2. The agreement: what you are concretely committed to.
  3. The status of the self-employed: indicate that you work together as self-employed persons, not as employers and employees.
  4. Concrete agreements: who does what, where and how?
  5. Compensation: how much is it? 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, they can be counted on?
  6. Duration and end: When does the contract take up and until when does it run? Who can terminate the contract, and how does it work?
  7. Liability: who is responsible for errors, and how is 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 no 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 uses his own material and that he mentions the payment conditions on his 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, have 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

Where do you find freelancers?

Good news: you'll find them easier and easier, because there are more and more of them. According to the Unizo report, 157,697 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 these workers in all branches of the economy. Freelancing is therefore 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, at home and abroad. In 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 even function as a freelancer recruitment agency. Then 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 or 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. Just search on Facebook and LinkedIn and you will soon find yourself in hundreds of specialized groups. And don't forget Twitter. With a simple call and the right hashtag, you can quickly reach a lot of interested people.
Good news: it's getting easier and easier to find them, because there are more and more of them. According to the Unizo report, there were 157,697 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 these workers in all branches of the economy.

Manage everything in Officient

Have you found the ideal freelancer for your new project or assignment? Then you can save and manage all relevant hr information of this freelancer in Officient. Just think of the collaboration agreements or payment dates (VAT and IBAN number).