When you are looking to hire new employees, how do you go about it? Do you have a checklist or rubric that you use? If so, what's on it?

We have a New Hire Flowchart that explains the process from placing an ad to the final stages of hiring. Then we have a New Hire Checklist that lists all documents that need to be filled out that is signed off by the manager and then verified by the HR person before putting the person in the system to start. It's a great way not to miss something. We list every form; a place to check that email and passwords were created, shirt size, etc.

They both have been great resources to keep everyone in line on the process and make sure something doesn't get missed.

We create 2 folders: The famous I-9 form folder (for any possible inspection from government), and another separate folder for internal use with the checklist in the front. May include: resume, job add we had posted, background checks reports, confidential agreement signed, personal information (including emergency contacts), and we keep including more information such as probation period performance evaluation reports, etc. The last document will be the resigning letter when the employee quits.

And we have another checklist when the employee resigns, to make sure that all ID, PW and other information keys to company information could no longer be accessible for the ex-employee.

I think the key is to have a clearly pinpointed, key job requirements list that becomes the basis of the interview guide and interviewer checklist. I would turn the list into an evaluation matrix and then engage a diverse, but very competent interview panel to conduct the discussion. The results can then be passed to HR for pre- and, if unfortunately necessary, post- interview documentation.

I would add, be sure to create a separate medical file and limit access to this information for the Benefits Manager only. Also, part of "on-boarding" a new employee is assimilating them into the work group / team. Have the performance manager put together a plan for the employee to learn the business, departmental processes, as well as involving other peers in this process. If you have intranet that new hires can access prior to start date to complete the administrative procedures as well as learn about the business, be proactive and get them started. This actually helps to "alleviate" some anxiety with starting a new job.