Hiring Process Flowchart
Recruitment / Hiring Process Flowchart

The growth of businesses comes with an increasing need to expand the labor force. However, recruitment is not simple in the slightest since it includes many stages. People have come up with a recruitment/hiring process flowchart to get the job done easier. 

This article will reveal a comprehensive introduction to this excellent tool and how it assists the hiring process.

What Is The Recruitment Process?

Hiring is a process of finding and drawing in potential resources to fill a company's vacancies. It looks for suitable candidates with abilities and attitudes that can meet the organization's demand.

Recruitment / Hiring Process Flowchart
A recruiting system 

Recruitment is the beginning of building a powerful resource base. The Human Resource department often takes the main responsibility for this important stage. 

The team size can vary depending on the scale of the organization. In small businesses, a recruiting manager is often in charge of the entire process.

Hiring starts when there are vacant positions in the company and ends when a person accepts the job opportunity. A common hiring process has four stages: Planning, Attracting candidates, Choosing the candidates, and Offering the job.

Overview Of A Recruitment/Hiring Process Flowchart


A recruitment/hiring process flowchart is a visual layout of a company’s plan to find and recruit new talents. It uses common flowchart shapes like ovals, rectangles, and diamonds to illustrate different steps. The direction of the chart is shown through connecting arrows. 

Recruitment / Hiring Process Flowchart
An effective hiring process chart

This tool can go from a simple, hand-drawn diagram to a complicated, accurate computer-drawn chart representing various processes.


Instead of lengthy and ineffective narrative presentations, a hiring chart demonstrates the recruiting process with shapes and symbols. 

The vivid images are more expressive than plain texts, which will stay on readers’ minds longer. The description in the boxes lets people know the core of the process; therefore, it is shorter and more understandable.

Each company’s recruiting process often gets very hectic, which results in the need to hire other managers. Also, the expense of hiring assistants can burden companies with limited budgets. 

In that case, a recruitment flowchart is an ideal option. It helps employers reach, assess, and identify job candidates with little or no cost.

How To Make A Recruitment Flowchart?


Determine The Hiring Needs

As mentioned above, new labor forces flow into the company through recruiting. A high-quality human resource will motivate businesses to make progress and grow. Therefore, a good knowledge of the target resource is very important. 

The HR team must communicate with the department and pinpoint what they want from the employee. These conditions of employment will set the standards for the selection process. The team should also determine what positions are prioritized to make the diagram more detailed.

Prepare A Job Description

Now that the hiring needs are clear, the next step is to create a job description. Since it shapes people’s first impression of the company, the design must be done properly and attractive. The job description should convey employers’ needs and what the candidates receive in return.

Do not make the content too long, or people will lose interest. Keep it concise and clear. Below are some of the must-have details:

  • Vacant position
  • Company location
  • Working hours ( full-time, part-time, shifts)
  • Preferred qualifications and experience
  • Skills and communication
  • Brief introduction about the job, duties, the company, and its mission.
  • Monthly salary and benefits.
Recruitment / Hiring Process Flowchart
A good JD should contain all the necessary information

Look For Applicants

Once everything is ready, it is time to find candidates. This is a crucial step since the point of recruitment is to hire new employees. The more people know about the JD, the wider the range of choice is. 

Managers can spread information about the jobs through media outlets like newspapers, social media, career websites and persuade the potential candidate to apply. They should promote the position at job fairs and campus visits on a larger scale.

Narrow Down The Applicant List

After the JD is made known to the public, people will apply for the job. The number of applications far surpasses that of the vacancy; thus, it is time-consuming to interview all of them. 

Not all of the candidates meet the minimum requirements. Therefore, there needs to be a step to review the applicants.

Sometimes, people with no experience in the field can perform even better than the current employees. Managers should be flexible with how to carry out the reviewing process. They can consider the following questions:

  • Do they meet the job’s standard?
  • Do the candidates work for a long time at the previous company?
  • Can the department accommodate their salary demand if they tick all the boxes?

Interview And Assess

When the number of applicants is reduced, recruiters arrange job interviews with qualified candidates. These appointments allow the two parties to have face-to-face interaction. The recruiters will ask questions and judge the applicant’s ability and attitude through their answers and gestures. 

The resumes and reference checks will help the managers to check and dive further into the candidates’ information, so they should bring those documents along to the interviews.

Finalize And Give Out Offer

Based on the assessment made during the interview, recruiters will decide who to seal the deal with. Then, they send out acceptance letters to the successful candidates, who will give the HR team their personal details to prepare a contract.

Detailed Steps

List The Necessary Elements

Collect information on who does what in this step. Users should ask for details of the task, such as how to conduct it and the documents or references at certain points. That way, they will have an easier time categorizing materials. 

There are usually three actors for an employee recruitment process: the HR department, the general manager, and the staffing department. 

Build The Chart’s Outline

The chart allows horizontal and vertical layouts. Draft the outline of the chart based on the number of actors.

Recruitment / Hiring Process Flowchart
The number of rows and columns depends on who does what

Draw The Process

Choose the suitable shapes to put the steps in. To get this step right, users should learn the meanings of standard symbols for a flowchart beforehand. Then, insert the text inside them to describe the steps. 

The arrows and connector demonstrate the flow of the chart. The usage of those elements should be consistent so that readers can follow the recruitment workflow more easily.


What Are The Tips For Making A Recruitment Flowchart?

Always plan first. Since hiring includes various complex processes, good initial preparation will shorten the chart’s making time. It can also ensure a higher chance of success for the business plan.

Users should know the basic rules when building a recruitment process flowchart. Some of the rules are:

  • Every chart needs to have starting and ending points.
  • There must be connectors between two boxes.
  • A diagram generally flows from top to bottom.
  • Subroutines and Interrupt programs need to have independent charts.

How Many Ways Are There To Make A Hiring Process Chart?

Users can draw the chart by hand or with the help of software. Each way has its own advantage. The first way is very simple, with the only needed tools being pencil and paper. 

The latter requires people to work with computers. Users need to access the software online then learn how to operate them. The perk of this method is there are built-in templates and symbols available on the tool.

How To Optimize The Preparation For Building A Recruitment Flowchart?

Managers can apply some tools to perfect the preparing stage.

A video interviewing software can assist recruiters in virtual interview assessment. It allows them to make remarks about the potential employees without flying in and also provides records for later reference.

Checklists are concrete and easy to use. The HR team will not miss out on important steps with this small but useful tool.

To learn more about flowcharts and examples, check out our Flowchart Examples & Templates guide.