Hiring is Hard. Getting Ghosted Is Harder: Tips for creating transparent and humane hiring processes.

Nakia is a strategist, organizer and writer from Virginia, who writes about pop culture, entertainment, and sexuality and how the digital landscape ties us together. Coming from a predominantly rural area, she’s especially passionate about digital strategy and moving progressive narratives forward in red states.

Nakia holds an undergraduate degree from William & Mary in Psychology and Gender, Sexuality and Women’s Studies and most recently worked at When We All Vote as the Associate Director of Digital Organizing and Digital Content. Her love languages are bad reality tv, romantic comedies, complaining and yelling on Twitter.

“What’s next?” is the golden question coming from family and friends to me right now. If you're like me, coming off of an intense election cycle (in possibly the worst year to have a temporary or contractual job), has many of us pivoting and looking for security in a fragile job market. Thousands—if not millions—of  people are not only looking for the next step right now, but have already done this process a few times over this year already. I’m one of them.

We’re all making different decisions in where we go next, but a seemingly universal experience between me and those people is that we detest applying for jobs. The drawn-out application, drafting the cover letter, the waiting, the anxiety, multiple rounds of interviews, more waiting, the eventual rejection if you don’t succeed...it can really take a toll on your mental health and self-esteem, especially if you feel panicked to figure out your next steps. This year has already been the worst, longest collective year in existence because of this pandemic, why should hiring continue the same practices making it even more stressful? 

Applying for jobs can feel like a tedious and risky game. If candidates don't ask the right questions during the interview process, everyone involved can be miserable for a long time. Organizations have got to be more intentional about who they’re hiring and applicants need to know what they're getting into. I believe one of the problems is how we’re hiring.

Recruitment and hiring are not easy processes, and I don’t claim to be an Ops or HR expert. I’m just someone who believes that if we truly want a more equitable world, we’ve got to do that work in every single corner of it. And I mean that especially in the workplace. Here are a few tips that I find make the hiring process go as smoothly as possible for candidates.

Providing a timeline for the hiring process. 

Providing a timeline can help an applicant know what to expect as far as how long the hiring process will take from start to finish, adjust their schedule accordingly, and plan for a major shift in their life. It’s nice to be able to map out how long until an applicant could eventually be in this role, especially given that this could determine where folks are going to live, their budget, etc. The timeline doesn’t have to be down to the hour and second you’re going to reach out to folks, but even giving a general outline for the process can provide a lot of comfort for the applicant. How many weeks do you anticipate the process will be? Will there be a brief screening call first? How many rounds of interviews do you anticipate? Will the manager for this role actually be involved in the hiring process? Is there a skills test, and if yes, is there compensation for time spent?

Outlining the timeline and process during the initial interviews is a great time to make sure everyone is on the same page. Plus, it will help in the long run so candidates aren't calling for updates before the organization is ready to make a decision.

Similarly, organizations should identify realistic timelines and start dates on their application processes. No more applications with deadlines on January 31st with an expected start date of February 1st.

Provide updates on that timeline when changes occur. 

Things change all the time, and that’s totally understandable! If you’re pausing hiring for a role, extending the hiring timeline, or shifting internally to fill that need in a different way, try to let folks know. They’ll appreciate it and remember it years later. Trust me!

If you’re no longer accepting applications for a role, remove it from your website.

This is one of the most agonizing parts of the job hunt for me. There are plenty of job boards out there, but sometimes you want to check in on an organization you absolutely love to see if they have anything posted. Getting excited for a role, only to see it’s been on the website for months? Yikes! Taking the old position postings down also means you won't get old inquiries.

And, be sure to put the application date on the posting itself so even if it is still on the website, we'll know you're probably not hiring for it anymore.

Email us back! 

There's nothing worse than submitting an application for a dream job and never hearing back. The endless wondering, "Did they get my application?" and "Is my email broken?" can be stressful. If you are never, under ANY circumstances going to consider someone for a role, tell them! I’d rather hear 10 “no” responses than be left in a gross purgatory where I hear nothing back and don’t know if my application was even read.

A lot of organizations get applications to a certain email address; if this is your organization, turn on an auto-responder letting applicants know their application materials were received and the timeline they should expect to hear back if they're selected for the first round interview. For bigger organizations with efficient HR teams and software, it’s unacceptable to say nothing at all. It’s 2020.

If we don't make it to the next round, let us know in a timely manner. It's okay. We can handle it. Reach out! 

 Separate the "must-haves" from the "nice-to-haves."

Job descriptions shouldn't be a long list of every thing you'd like the unicorn applicant to have. It should be a list of essential skills must-have skills to complete the job, and perhaps a secondary list of nice-to-haves. And, by must-haves, I really mean must-haves. Many of my friends will tell me job descriptions aren’t requirements, they’re wish lists, which can be true, but it dissuades qualified candidates from applying because we assume we don't have every skill (many non-essential) that is listed. Job descriptions can make or break the decision for applicants: should I take the time out to apply, or is it not worth all the trouble if my application will just go unread?

I’m not saying don't include qualities you’re looking for in the ideal candidate (e.g. years of experience, experience with specific tools and programs), rather figure out internally what you need. Do you need someone to be able to do X thing? Or would you just love to see it? Is that degree actually required or do you want someone with a certain level of expertise? Split the  “Qualifications” section to “Required Qualifications” and “Preferred Qualifications.” It helps the candidate and the organization understand where priorities are.

Be transparent about your salary range.

All job descriptions must list a salary range.  It’s a little unreasonable to expect folks to invest in your process without posting the salary range in the job description. Give the people a range! 

Some organizations are uncomfortable putting it in the job description for fear of scaring off talent—or because they don't want to make their low-pay public—but I think we all respect organizations a little more when they can provide the salary range and benefits information as soon as possible. Additionally, it ensures that applicants of color and folks from other marginalized backgrounds aren't put at a disadvantage when negotiating a salary and ensures equitable pay within an organization's roles.

Hot tip: Don’t laugh at candidates when they tell you their salary expectations. Trust that they’ve done their research based on their financial needs, what they deserve to earn, the size of the organization, and how much people make in similar roles at other organizations in the same area. Perhaps it's time for a salary band adjustment at your organization? Maybe (just maybe), you’re the laughable one! Pay folks what they deserve!

Discuss disabilities.

What’s your organization's process for supporting applicants with disabilities through the interview process? Some applicants with disabilities may need alternative options for submitting application materials and participating in interviews so they can show up and be their best selves. Put alternative processes for applying for disabled applicants up front on the job application so they don't have to reach out and ask (thus disclosing their disability when they're not ready to). By doing this, the organization will demonstrate that they already have a process in place and isn't trying to haphazardly create something last minute.

It may be tempting for organizations to just stick with what they know. Of course, hiring is never going to be fool proof, but the least we can do is make it easier for every party involved. And we can’t keep shrugging our shoulders and standing firm with the same processes that have failed folks for years. Applying for a job is a vulnerable experience. Putting yourself out there knowing there's a big chance you might not get the job is stressful, but it doesn't have to be with a dignified and transparent hiring process. We have to look forward, hold ourselves accountable, and do more to create equitable, pleasant, and humane hiring experiences for everyone. What’s next is up to all of us.