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How to Run an Effective Vetting Process for Candidates in 2022

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How to Run an Effective Vetting Process for Candidates in 2022


Imagine you’re a hiring manager and put up an ad for a role. After a lengthy process, you hire someone you think is a great fit.

Except, reality sets in a few weeks later when you realize they were a bad hire and you have the start all over again. A robust vetting process would help you avoid this costly mistake.

However, it’s not enough to come up with a process, you have to make sure it’s inclusive, fair, and efficient. Let’s show you how.

Hiring the wrong employee can cost companies hundreds of thousands of dollars. Back in 2016, The U.S. Department of Labor estimated this cost was close to 30% of the former employee’s first-year earnings.

Today, that figure could be even higher.

Undoubtedly, recruiting and hiring candidates is an expensive and time-consuming process. This is on top of figuring out which candidates are most qualified to succeed at your company for the long haul.

A vetting process should include a few critical elements. Let’s cover how to run an effective vetting process that’s efficient and free of bias as possible.

How long does the vetting process take?

The vetting process can take anywhere from a few days to a few weeks depending on what your process looks like, the seniority level for the role, and the industry.

For instance, a role at the Federal Bureau of Investigation likely has a much longer vetting process than one at a SaaS company. The FBI likely conducts in-depth background checks beyond a candidate’s criminal background whereas a SaaS company may focus the bulk of its vetting process on technical proficiency.

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Over time, your company will start compiling data on how long the process takes based on the factors mentioned above and build its strategy based on that.

1. Write an accurate job description.

Your vetting process will be easier start-to-finish if you take the time to write an accurate and compelling job description.

I spoke to Claire McCarthy, team lead in sales recruiting, who told me the job description can help both you and the candidate ensure a mutually beneficial fit from the start.

“We have pretty comprehensive job descriptions and we want candidates to take the time to read them and ensure the role is a good match for their background and skillset, as well as their long-term goals,” she said.

McCarthy adds that it’s valuable to focus on attributes when creating your job description.

“For instance, for a sales role, we might list ‘customer-first mentality’ as a requirement,” she said.

In addition, craft your description to attract a wide pool of diverse applicants, since diverse teams perform better, and come up with more innovative ideas.

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This is important because a Hewlett Packard internal report found that women historically won’t apply for a job unless they meet all the qualifications, while most men will apply if they meet only 60% of them.

However, it doesn’t only affect candidates from a gender perspective. Racism, ableism, and ageism can also impact the hiring process – and it all starts with your job description.

To do so, you can rely on tools like Textio, which help you identify and remove implicit and explicit biased language from your job description.

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The goal is to use inclusive language that welcomes and attracts a diverse range of talent.

Take a look at the marketing job descriptions you should recruit and hire to have an all-star team.

2. Leverage software to review candidates’ application materials.

A vetting process should allow you to filter out candidates who don’t have the skills necessary to succeed in the role. To do this, start by vetting the applicant’s resume, cover letter, and other application materials they’ve submitted for review.

Additionally, a vetting process can support your diversity and inclusion initiative by ensuring your HR team remains fair and unbiased when evaluating potential candidates.

For instance, you might implement a blind search system in which resumes are scanned by software, such as Greenhouse.

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By ensuring your resumes are automatically sorted based on skill, you’re circumventing some of the unintentional biases that might lead your HR employees to make unfair judgments.

3. Use video interviews prior to phone calls.

There are certain questions you can ask to decipher whether or not a candidate has the correct skills for the role.

You don’t want your recruiters spending valuable time on phone calls when you can just as easily collect that information another way.

At HubSpot, our hiring process includes video interviews, in which candidates must answer a series of questions and submit their recorded responses. The caveat here is that they must answer each question within a minute and they won’t know what the questions are ahead of time.

“We do this for high volume roles, and use the video interview as a qualifier for whether or not the candidate moves forward with a phone interview,” said McCarthy.

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Consider using video interviews to limit the amount of phone calls your HR team needs to make each day.

4. Evaluate candidates’ qualifications using additional assessment tools.

To evaluate whether your candidate will succeed in the role, consider offering initial assessments.

As a HubSpot writer, I was asked to write a blog post from scratch using one of HubSpot’s prompt topics before being invited for an interview. This makes sense – why waste your time, and your candidate’s time, if they don’t have the skills you’re looking for?

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From the candidate’s perspective, it allows them to get a taste of what the role requires and show off why they’re right for it.

You might consider offering role plays for customer-facing positions, case studies for functional roles, or coding assessments for engineering positions.

5. Trust the process.

The point of having a process is to ensure consistency and promote fairness.

This means across all tools and software you utilize just as much as the steps you follow.

Ultimately, a vetting process is only effective if it’s consistent and replicable.

“A vetting process is about establishing a process at the beginning and sticking to it,” said McCarthy. “Additionally, it’s important to use a vetting process to operationalize how we review candidates and decide which ones are most qualified to move forward to next steps.”

Using these five tactics will mitigate the time and money your HR team spends on recruitment in 2022 while ensuring you hire the best applicants – a win all around.

Editor’s Note: This post was originally published in January 2019 and has been updated for comprehensiveness. 

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Old Navy to drop NFTs in July 4th promo update

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Old Navy to drop NFTs in July 4th promo update

Old Navy will update its yearly Fourth of July promotions by saluting the metaverse with an NFT drop, going live June 29.

In honor of the year they were founded, the retailer will release 1,994 common NFTs, each selling for $0.94. The NFTs will feature the iconic Magic the Dog and t include a promo code for customers to claim an Old Navy t-shirt at Old Navy locations or online.

“This launch is Old Navy’s first activation in web3 or with NFTs,” an Old Navy spokesperson told MarTech. “As a brand rooted in democratization and inclusivity, it was essential that we provide access and education for all with the launch of our first NFT collection. We want all our customers, whether they have experience with web3, to be able to learn and participate in this activation.”

Accessible and user-friendly. Any customer can participate by visiting a page off of Old Navy’s home site, where they’ll find step-by-step instructions.

There will also be an auction for a unique one-of-one NFT. All proceeds for the NFT and shirt sales go to Old Navy’s longtime charitable partner, Boys & Girls Clubs of America.

Additionally, 10% of NFT resales on the secondary market will also go to Boys & Girls Clubs.

Support. This activation is supported by Sweet, who’s played a major role in campaigns for other early NFT adopters like Burger King.

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The Old Navy NFTs will be minted on the Tezos blockchain, known for its low carbon footprint.

“This is Old Navy’s first time playing in the web3 space, and we are using the launch of our first NFT collection to test and learn,” said Old Navy’s spokesperson. “We’re excited to enable our customers with a new way to engage with our iconic brand and hero offerings and look forward to exploring additional consumer activations in web3 in the future.”

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Read next: 4 key strategies for NFT brand launches

Why we care. Macy’s also announced an NFT promotion timed to their fireworks show. This one will award one of 10,000 NFTs to those who join their Discord server.

Old Navy, in contrast, is keeping customers closer to their owned channels, and not funneling customers to Discord. Old Navy consumers who don’t have an NFT wallet can sign up through Sweet to purchase and bid on NFTs.

While Macy’s has done previous web3 promotions, this is Old Navy’s first. They’ve aligned a charity partner, brand tradition and concern for the environment with a solid first crack at crypto.


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About The Author

Chris Wood draws on over 15 years of reporting experience as a B2B editor and journalist. At DMN, he served as associate editor, offering original analysis on the evolving marketing tech landscape. He has interviewed leaders in tech and policy, from Canva CEO Melanie Perkins, to former Cisco CEO John Chambers, and Vivek Kundra, appointed by Barack Obama as the country’s first federal CIO. He is especially interested in how new technologies, including voice and blockchain, are disrupting the marketing world as we know it. In 2019, he moderated a panel on “innovation theater” at Fintech Inn, in Vilnius. In addition to his marketing-focused reporting in industry trades like Robotics Trends, Modern Brewery Age and AdNation News, Wood has also written for KIRKUS, and contributes fiction, criticism and poetry to several leading book blogs. He studied English at Fairfield University, and was born in Springfield, Massachusetts. He lives in New York.

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