How To Fix Your Hiring Process and Start Attracting the Right People

Have you ever made a hiring decision based on a gut feeling… only to watch that new hire walk out the door a few months later?

We’ve been there.

For years at Whirks, our hiring process was basically: “Hey, someone applied today. Let’s figure it out.” We’d do casual interviews over lunch, ask a few job-related questions, and decide based on whether we liked hanging out with the person.

Unfortunately, that process didn’t exactly work out very well.

Turnover was high. Candidates had very different experiences. And we had no real data to improve our hiring decisions.

So, we made a change. We built a step-by-step process that’s consistent, professional, and (most importantly) gets results. Now, we’re sharing how we did it, so you can do the same.

In this article, you’ll learn:

• What a structured hiring process looks like (and why it matters)
• How technology can help you stay organized and improve the applicant experience
• Practical steps to turn HR into a strategic advantage, not just admin work

What Happens Without a Hiring Process?

When you’re wearing a dozen hats and just need to fill a role, it’s easy to default to a quick interview to get a gut check.

But over time, that approach leads to:

• Higher turnover
• Inconsistent candidate experiences
• Missed opportunities with strong applicants
• No clear data to improve future hires

We lived this reality for years. That’s why we set out to fix it with a process that’s consistent, easy to manage, and built to attract the right people.

Here’s what it looks like.

The Components of a Structured Hiring Process

Here’s what our hiring process looks like now. It’s structured, but it’s also practical. And it’s something any small business or HR department can adopt (and actually stick with).

1. Applications Enter Through a Single Door

We only accept electronic applications now. No walk-ins, no paper resumes or applications handed directly to managers. And that means no confusion about where things stand.

We didn’t do this to be rigid. We wanted to set expectations. If a candidate can’t complete an online application, they may struggle using the tech tools we use every day.

2. Add an Initial Questionnaire

Once someone submits their online application, they get a short “get to know you” questionnaire. We ask things like:

• What do you like to do outside of work?
• Where do you want to go in your career?
• What kind of experience do you bring to this role?

This serves two purposes: It helps filter out people who aren’t serious, and it helps us spot candidates who are genuinely interested and excited about the opportunity and see the role as a destination job, not just a stepping stone.

3. Do a quick (but purposeful) video-based screening call.

Next up is a short video call, usually 15 minutes via Zoom. The goal is to have more than just a quick conversation. We’re looking for red flags, communication skills, and how comfortable they are using technology.

It’s also a great way to see how candidates present themselves when it’s not just a written application.

4. Run structured interviews.

It’s important to set some parameters around how you’ll evaluate candidates during interviews. Often, these will be based on your company’s values. For example, our interview process focuses on evaluating candidates based on three key traits from "The Ideal Team Player" by Patrick Lencioni:

• Hungry: Do they show initiative, drive and a good work ethic?
• Humble: Are they coachable, willing to learn, and ready to work as part of a team?
• Smart: Do they have good judgment and people skills?

This helps us stay focused and make fair comparisons between candidates.

5. Do skill assessments.

Depending on the role, we’ll sometimes include a practical skills assessment. We want to know if they can actually do the job.

These give us real insight beyond what someone says in an interview.

6. Get buy-in from the team.

For us, our final interviews include our leadership team and the people the new hire will work with directly. This helps us spot culture fit issues early and gives the team a voice in the decision. Everyone’s more invested when they’re part of the process.

The Administrative Challenge of Structured Hiring

A structured hiring process creates more touchpoints, more tracking, and more follow-up. You have to stay on top of:

• Where each candidate is in the process
• Communication history with each applicant
• Skills assessment results
• Interview feedback from multiple team members
• Compliance documentation

The administrative challenge is real, and things can get messy fast. That’s why we use our own tool, Attract & Hire, to keep everything organized and moving forward. 

How Technology Transforms the Hiring Process

We use Attract & Hire as part of our payroll and HR platform to solve the exact headaches we used to have. Here’s how it helps:

Centralized Place for Every Candidate

The biggest advantage of using Attract & Hire is having a centralized view of where every candidate stands in your process. Instead of shuffling through paper applications, inboxes, and spreadsheets trying to remember who you've contacted, you can instantly see:

• Who’s applied
• Which applicants are waiting for phone screenings
• Who’s waiting for an interview
• Who needs to complete a skills assessment

It’s like having a hiring dashboard to see what stage each person is in.

Automated Communication

With Attract & Hire, you can automatically set up and send templated messages to candidates as they move through your process. That means:

• Candidates always know where they stand
• You maintain consistent communication
• No one falls through the cracks due to manual oversight
• Everyone gets the same professional treatment

This creates a positive candidate experience and can set you apart from competitors who leave applicants in the dark.

Multi-Board Job Posting

Instead of manually logging in and posting jobs to multiple job boards (Indeed, LinkedIn, industry-specific boards), Attract & Hire pushes your job posting to dozens of platforms at once. This saves time, maintains consistency across platforms, and prevents duplicate applicants.

Smart Screening Questions for Filtering Candidates

You can create screening questions that qualify and disqualify candidates early in the process. These can include location or skill requirements, as well as availability questions. For example: “This job requires in-office work in Memphis. Is that doable for you?”

This prevents you from investing time in candidates who aren't actually qualified for the role.

Advanced Features That Streamline Operations

Integration Capabilities

Attract & Hire integrates with multiple services to streamline your entire hiring workflow:

• Background check services: Order screenings directly from Attract & Hire
• Drug screening providers: Streamline pre-employment testing
• Motor vehicle record checks: Essential for delivery or driving positions

And once someone’s hired, their information flows right into our HR, payroll, and benefits platform. No double-entry. No paperwork piles.

Template Management

Create reusable templates for:

• Job descriptions for recurring positions
• Email communications for different stages
• Interview questions for specific roles
• Offer letters with customizable fields

Reporting and Analytics

Attract & Hire provides detailed reporting that helps you improve your hiring process by tracking:

• Time from application to hire
• Which job boards produce the best candidates
• Drop-off rates at different stages
• Cost per hire by source

Mobile-Friendly Applications

Your application process will work seamlessly on mobile devices with Attract & Hire. Many candidates apply from their phones, and a clunky mobile experience can discourage qualified applicants before they even start.

Turning HR into a Strategic Advantage

When your hiring process is built around good data (not gut feelings), you can actually make smarter business decisions. Attract & Hire supports a structured hiring process to help you:

• See which job boards bring in the best candidates
• Identify bottlenecks and delays in your process
• Improve your hiring timeline
• Plan for future growth without overwhelming your team

4 Tips to Successfully Implement Your New Hiring Process

If you want to set your team up for success and avoid common pitfalls that come with rolling out a new hiring process, keep these tips in mind:

1. Start with your process, then add technology.

Don't expect software to fix a broken process. You need to document your ideal hiring workflow first, then find tools that support that process.

2. Focus on candidate experience.

Remember that your hiring process is often an applicant’s first impression of your company. So, think like a candidate. Is your application mobile-friendly? Is your communication timely? Would you want to apply for this job? A smooth, professional experience attracts better talent and promotes your company’s brand and culture.

3. Train your team.

Make sure everyone involved in the hiring process understands the process and what tools to use. Inconsistent implementation undermines the benefits of having a structured process.

4. Regularly review and use your data.

Don’t just “set it and forget it.” Use the data your hiring tools provide to continuously refine your process. If certain stages consistently show high drop-off rates, investigate why and make adjustments.

Ready to Build a Hiring Process That Works Whirks?

Whether you're a small business owner wearing multiple hats or part of a dedicated HR team, building a structured hiring process supported by the right technology will save you time, reduce turnover, and help you attract and retain top talent.

Tools like Attract & Hire make it easier. But you still need to do the work of creating clear processes, training your team, and making hiring a thoughtful part of your business strategy.

If you’re tired of hiring the hard way, let's chat! We’d love to help you build a system that works for your business.

Learn "How to Get Better at Recruiting: 3 Steps to Hire the Ideal Team Player."