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More Efficient Recruiting and Hiring By Heather Mausz

4 Steps to a More Efficient Recruiting and Hiring Process

Recruiting and hiring new employees is a task every organization has to explore, but ministry-based nonprofits are unique in their needs. When organizations take the time to look beyond requisite skills and prior work experience, they begin to refine their search in ways that help them locate candidates who are dedicated to the organization’s specific mission. These candidates will share a commitment and passion for the mission and will be motivated by the ability to contribute through the quality of their w

Whether you’ve been tasked with managing the recruiting and hiring process for your entire organization or for a single position within your own department, it can feel daunting because you’re likely expected to tackle this important task while also keeping on top of your existing responsibilities. Fortunately, planning ahead and taking a strategic approach can help make the process more efficient and effective. Try following the steps below to get started.

Identify the need.

Maybe your organization has some open positions you’ve been waiting to fill when you have more time or resources, or perhaps you’ve grown and your existing team is struggling to keep up with demand. Whatever the reason for your need, it can be tempting to continue with the status quo until you have more time. Giving into that temptation can be dangerous because operating with a personnel deficit can lead to a decrease in employee morale, productivity, motivation and idea generation while simultaneously increasing employee stress, anxiety, dissatisfaction and turnover.

As you identify the need, make a list of the desired new positions. Take the time to write job descriptions for each of those positions, paying attention to the larger picture so you can see the exact impact each role would have. This process will not only help you identify need, but will also help you determine order of importance so you enter the recruiting and hiring process with a strategy in mind.

Determine the resources you’ll need.

Recruiting and hiring can often feel daunting because there are a lot of steps involved and many resources that need to be allocated to the process.

The second actionable step is to determine the resources you’ll need by planning out what the process will entail. Make a list that includes:

  • The steps you’ll need to take and the time you’ll need for each step. This typically includes:
    • Writing or updating job descriptions
    • Researching salaries
    • Determining where you will find qualified candidates
    • Posting jobs
    • Reviewing applications and resumes
    • Prescreening applicants
    • Interviewing applicants
    • Performing background checks
  • Who within the organization can assist with these tasks and when to involve them in the process.
  • Your budget for recruiting. Include costs such as paid job listings, possible recruiter fees, and background checks.

Assess whether you’d benefit from outside help.

Some organizations use a third party to assist with recruiting because they don’t have the time or staff to do it in-house. Because you completed the second step in this process, you now know what you’ll need to accomplish and whose help you’ll need. You should also have an idea of the investment required when it comes to cost, time and resources. After this assessment, you may find that an experienced recruiter can provide cost and time savings that free you (or someone on your team) up to focus on other vital tasks while also providing a level of unparalleled experience due to their knowledge and expertise.

Allow adequate time.

Recruiting a pool of strong candidates and then narrowing it down to the best individual takes time. Ideally, you would allow three to four months to fill an open position, and even longer for higher-level positions such as an executive director or CFO, if you’re tackling this task alone. Also, be sure to account for any seasonal factors that might add time to the process, such as reduced availability around holidays or during peak summer vacation time.

By staying on top of the recruiting and hiring process you allow adequate time for the right candidate to come along, rather than hiring someone who is less than ideal simply because you must urgently fill a position. The link between satisfaction and proper staffing is notable and organizations with the highest employee satisfaction ratings are often those that are proactive in their approach to recruiting.

The Payoff: Advancement of your organization’s mission.

The process of recruiting, interviewing, and hiring passionate employees takes time and an abundance of effort. Organizations often get stressed and over-worked during the recruiting process, but the importance of waiting for the right employee cannot be over-stressed. When a qualified candidate who is passionate about your nonprofit’s mission is hired, your company reaps the benefits in numerous ways, including less turnover, cost savings, employee satisfaction, more cohesive teams and a higher quality of work. Whether you tackle the recruiting and hiring process alone or with the help of a third party, hiring the right employee is essential to the advancement of your organization’s mission.


Heather Mausz is Vice President of Talent Management at CapinCrouse, a national full-service CPA and consulting firm devoted to serving nonprofit organizations. Heather has over 18 years of experience in the fields of recruiting, talent development and coaching and provides a range of talent management consulting services.


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