There are many sources for finding prospective applicants. Some sources produce large numbers of applicants who may or may not be qualified while others lend themselves to specific levels.

Newspaper and Internet advertising is inexpensive and produces large numbers of applicants in a very short time. However, it produces many unqualified applicants and it is time consuming to screen the potentially large number of applications.

Companies often require internal postings before positions can be advertised externally. There is both an upside and downside to this form of recruitment. The upside is that the applicant is already familiar with the company and its politics. In addition the company knows the applicant’s performance record. Thus, there are no surprises for either party. The downside is that employee applicants who are not chosen may become disgruntled and the company still has an opening to fill. However, if handled properly, the advantages far weigh out the disadvantages as this demonstrates the company’s position to provide opportunity from within the organization.

The most common source today is temporary employment agencies where the employer has the opportunity to assess the habits and skills of the potential employee without commitment. Utilizing these outside can save a considerable amount of time but they can be costly if applicants are not properly screened. Therefore, the agency chosen to provide these applicants should take the time to learn the staffing specifications and carefully screen applicants so that they refer only the most qualified candidates. Because these firms vary in quality, they should be screened as carefully as any customer applying for a line of credit.

Professional associations such as NACM are an excellent source for recruiting new talent. People in professional careers usually belong to associations affiliated with their specialty. These associations usually provide job-placement services and publish job advertisements in their newsletters and magazines.

One of the most often overlooked sources for recruiting is government agencies. State employment agencies can provide, at no cost to the organization, a pool of applicants who they will train at a reduced cost to the employer. In many cases, hiring through state agencies can also result in tax incentives resulting in additional savings or benefits to the employer.

Once the criteria for finding applicants has been established the time will come to review the application materials. Generally, the applicant will provide a resume. The first step is to eliminate those applicants who do not meet the criteria established in the job description. This will reduce the applicant pool substantially allowing more time to be spent with qualified applicants.

It is important that the line manager take the time to review carefully the materials provided by qualified applicants. While this may appear to be time consuming, time spent in the careful evaluation of written materials prevents unnecessary interviews and reduces the possibility of an inappropriate selection decision. Screening written materials provides for a limited number of candidates to be interviewed.

Naturally, the requirements of the particular position will dictate the criteria to be used in screening applicants. However, there are some standard considerations to use as in the review of these materials:

The resume should be complete, legible, and neat and look professional. If they did not take the time to make certain that the document is free from grammatical or spelling errors then what does that say about the quality of work that they are accustomed to doing?

Look for inconsistencies in the information presented. For example, are the dates of previously held jobs sequential and without interruption? Are the previous held jobs consistent with the position the applicant is applying for? Applicants need not be disqualified due to perceived inconsistencies in written information, however inconsistencies should be clarified before an offer of interview is extended.

Are there an excessive number of job changes in a short period of time? This may identify a problem employee. This may be confirmed if the applicant is evasive about the reason for the job changes. There are legitimate reasons for making frequent job changes; mergers, relocations, downsizing are the most popular today. Again, this information should be clarified if not provided in the resume.

The role of the manager in screening applicants is to objectively review materials to determine the applicants’ strengths and weaknesses and decide whether the applicant should be interviewed. Therefore, one of the most important things to look for is that the applicant is well suited to the job and the organization. Have they performed similar duties, worked in the same or related industry or have the skills necessary to fill the position?

In our next column we will conclude this topic with interviewing and evaluation.