An amazing amount of communication is involved a typical mid-size company hiring process or for a larger organization. This is because the messaging needs to serve multiple purposes. Clearly, the obvious goal is to recruit and hire the best possible talent available for vacant positions. However, companies also have to make sure they meet specific legal criteria for recruitment to be compliant with state and federal laws. As a result, most hiring messaging needs to meet different criteria at the same time.
Companies don’t bring in the best talent just because they say, “Hey, we have a job available!” Sure, that will attract some candidates, but not the best ones. To do this, HR communications need to use marketing that is attractive, appeals to the needs and wants of candidates, and is widespread to capture the best potential number of applications. That means the communication has to be targeted. Simply throwing a job ad out on the newspaper rarely works well. Instead, many companies now target online work groups that are favored by key candidates as well as schools with a reputation for producing good talent.
The above said, the HR communication still needs to be able to show that the company offered equal employment opportunities and did not discriminate in hiring, blocking out potential candidates based on protected attributes. This can include gender, religion, race and similar. So the wording and areas advertised need to be clearly fair unbiased. This is proven by showing the communication reached every potential group of candidates in an objective manner, and no protected group can say it was ignored or blocked from applying.
Communication continues long after the first job notices go out. Multiple interactions happen from initial contact with a candidate all the way through to the final interview and decision notice of hiring or rejection. These communications are often performed in a variety of ways but the critical decision points are always performed in writing. This helps the business tell the candidate his status, it provides a file for the record on how the application was handled, and it allows for easy progress reporting at each stage of hiring per individual.
HR communications involve a myriad of functions and purposes, often happening simultaneously. So it’s important for an organization’s HR office to plan carefully how such messages are prepared and sent. The process can be easily designed, but most mistakes occur during routine message preparation when communication rules are not followed properly by staff. As a result, an HR office often has to spend a lot of time monitoring and covering its tracks to avoid such errors. Not doing so can quickly trigger employment lawsuits and regulatory violations.