Screening CVs is a task that demands considerable time and effort in the recruitment process. To enhance efficiency, you may be considering the implementation of a CV screening tool. Recent industry reports show that approximately 75% of companies are now using CV screening tools to enhance their recruitment processes. However, it’s essential to recognize that these tools come with inherent risks that require thorough understanding and careful consideration before deployment (data indicates a growing reliance on CV screening tools in the industry). In this blog post, Leamar will outline key considerations to keep in mind as you explore “How to Start a CV Screening Tool for the Recruiting Process.
Step 1: Understanding cv screening tools
Before implementing a CV screening tool, it’s vital to understand what they are and how they function. These tools use algorithms to scan resumes and identify candidates that meet predefined criteria. This automated approach can help filter through large volumes of applications, significantly saving time for recruiters. Leamar Hiring has previously detailed the definition and reasons for using CV screening tools in the article “Best CV Screening Tool 2024.” Familiarising yourself with these concepts is essential before moving forward.
Step 2: Clearly Define Goals and Criteria
Using a CV screening tool is not just about applying technology in the hiring process; it is essential to ensure that it aligns with your recruitment goals. To maximise the benefits of these tools, establishing clear and measurable objectives is crucial. This will help your recruitment team track progress, evaluate the effectiveness of the screening process, identify gaps, and timely adjust to find the most suitable tool.
1. Draft a Recruitment Goals Document
Begin by creating a detailed document that outlines your recruitment goals. This document should serve as a reference point for your entire recruitment team and include the following components:
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Goal Overview: State the primary objectives of using the CV screening tool. For example:
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Reduce the CV screening time from two weeks to one week.
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Increase the quality of shortlisted candidates.
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Expected Outcomes: Describe what success looks like. For instance:
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Shorten the overall time-to-hire for developer roles by 20%.
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Improve the percentage of candidates advancing to interviews by 30%.
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2. Identify Key Performance Indicators (KPIs)
KPIs are measurable values that demonstrate how effectively your recruitment process is achieving its objectives. Here are some specific KPIs to consider for your CV screening process:
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Time-to-Screen: Measure the average time taken to screen CVs using the tool. Set a target, such as reducing the average time from 10 days to 5 days.
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Number of CVs Reviewed Per Week: Track the number of CVs your team can review weekly with the tool. For example, aim to increase this from 50 to 100 CVs per week.
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Shortlist Rate: Calculate the percentage of CVs that make it to the shortlist after screening. For example, if you typically shortlist 15% of CVs, aim to increase this to 20% by refining your screening criteria.
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Candidate Quality Score: Develop a scoring system for shortlisted candidates based on interview performance and feedback from hiring managers. Track the percentage of candidates who receive a score above a certain threshold (e.g., 75%).
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Conversion Rate: Measure the percentage of shortlisted candidates who are invited for interviews compared to the total number of CVs reviewed. For instance, if your current conversion rate is 10%, aim to increase it to 15%.
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Candidate Feedback: Gather feedback from candidates about their experience in the recruitment process. This can help you assess the quality of the screening and identify areas for improvement.
3. Establish Job Criteria
For each job vacancy, clearly outline:
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Essential Skills: Identify the key skills necessary for the role. This may include both technical and soft skills.
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Required Qualifications: Define the educational background and certifications needed for candidates.
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Tech Stack: List must-have technologies that candidates should be familiar with, ensuring they can hit the ground running.
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Experience Levels: Specify the general experience levels necessary for candidates, such as years of experience in relevant roles.
Additionally, consider whether any special skills or soft skills are required, as these may not be effectively evaluated by the screening tool. For example, skills such as teamwork, adaptability, or communication may need to be assessed through interviews rather than initial screenings.
Step 3: Optimise Keywords for Effective Screening
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Keywords do not accurately reflect job requirements.
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Variations of keywords are not included (e.g., abbreviations, synonyms).
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Candidates do not know how to optimize their CVs with specific keywords that the screening tool is searching for.
Create a List of Relevant Keywords to Enhance the Tool’s Filtering Capabilities
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Specific Software Names: Include software or programming languages that candidates need to be experienced in. For example:
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“Python”: 35% of employers look for candidates with this skill in the software development field.
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Core Competencies: These are essential skills that candidates need to possess to perform well in the job. For example:
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“Project Management”: 60% of employers in the IT sector require this skill.
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“Data Analysis”: This skill is becoming increasingly important across various industries.
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Certifications: Many jobs require candidates to have professional certifications. For example:
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“PMP” (Project Management Professional): A requirement in 40% of project management positions.
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“AWS Certified”: Sought by over 30% of employers in the cloud technology sector.
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Industry-Specific Terms: These terms can help filter candidates with specialised knowledge in a specific field. For example:
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“Agile”: 50% of software companies applying Agile methodology look for candidates familiar with this term.
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Therefore, creating a clear and accurate list of keywords is essential to optimise the effectiveness of the CV screening tool and enhance the ability to find suitable candidates.
Step 4: Pay Attention to Formatting
This is one of the simplest steps, but it can significantly affect the effectiveness of using a CV screening tool. Proper formatting not only makes the CV look more professional but also determines the tool’s ability to read and analyse the information accurately.
First, clearly define the accepted formats for resumes. You should inform candidates that they need to submit their CVs in PDF, Word Document (DOC/DOCX), or Plain Text (TXT) format. PDF is often preferred because it preserves the layout and design of the CV, while Word Documents may encounter issues with complex formatting. Plain Text is a safe option but may lack aesthetics.
Next, you need to establish clear submission guidelines. Encourage candidates to use easily readable fonts such as Arial or Times New Roman, with a size between 10 and 12 points. Margins should also be consistently maintained, usually one inch on all sides. This will help the screening tool process the information more easily.
To further assist candidates, you could provide a CV template. This template will not only guide applicants on how to organise their information but also make it easier for you to evaluate their resumes. A good template should include sections such as personal information, work experience, education, skills, and certifications, with clear headings to separate the different parts.
Finally, before officially implementing the tool, conduct some tests with sample CVs. Upload both correctly and incorrectly formatted CVs to evaluate the tool’s ability to process each type. This will help you identify any issues that need to be addressed, ensuring a smoother screening process.
With these considerations in mind, paying attention to formatting requirements will enhance the effectiveness of the CV screening tool and improve the quality of the candidates you select for the next stage. Remember, a little thorough preparation will save you a lot of time and effort later on!
Step 5: Conduct Pre-Testing and Compare Results
Before fully implementing the screening tool, conducting tests is crucial. This step not only helps you evaluate the tool’s capabilities but also ensures it performs as expected.
First, prepare a set of sample CVs that represent a variety of candidate profiles. Include both suitable and unsuitable resumes according to your recruitment criteria. This will give you a comprehensive view of how the tool classifies and assesses candidates.
Once you’re ready, upload the sample CVs into the screening tool. Observe the results to see if it can accurately identify qualified and unqualified candidates. Pay attention to factors such as the accuracy of keyword recognition, the ability to assess skills and experience, and the classification of candidates based on your established criteria.
After gathering the results, the next step is to compare them with the initial criteria you set. Ask yourself: Did the tool overlook any candidates? Did it misjudge any resumes? This will help you identify any lingering issues and make adjustments before the tool is officially used. This preparation will give you greater confidence when officially rolling out the tool, ultimately saving time and resources in the CV screening proces
Step 6: Choose the Right Tool
And now we come to the final step: choosing the tool that will accompany you throughout your recruitment process. Be sure to consider the following criteria:
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Integration Capabilities
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Scalability
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Customization Options
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User-Friendliness
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Artificial Intelligence (AI) Capabilities
Leamar Hiring has addressed this topic and provided a list of highly recommended CV screening tools in the article “Best CV Screening Tool.” Be sure to read more to find the tool that best suits your needs
And here is an example of using a CV screening tool for the position of Software Engineer:
The steps outlined above provide a guide for starting to use a CV screening tool. Lemar Hiring will specifically demonstrate the CV screening process through the LinkedIn app.
Step 1: Determine Clear Objectives and Requirements for the Position
The first and most specific step is to clearly define the objectives and requirements for the position you need to fill. For example, if you are hiring for a Software Engineer position, in addition to specific goals and KPIs, you need to create a list of Job Criteria:
Essential Skills:
- Programming Languages: Proficiency in Python and Java, as these are commonly used in software development.
- Project Management: Experience with methodologies like Agile or Scrum.
Required Qualifications:
- Education: Bachelor’s degree in Computer Science, Software Engineering, or a related field.
- Certifications: Relevant certifications (e.g., AWS Certified Developer, PMP) can be a plus.
- Tech Stack: Familiarity with tools such as Git for version control, Docker for containerization, and familiarity with cloud platforms (AWS, Azure).
- Experience Levels: Minimum of 3 years of hands-on experience in software development, particularly in developing applications.
Step 2: Optimize Keywords for Effective Screening
Create a Comprehensive List of Keywords:
- Programming Languages: Python, Java, C#.
- Frameworks and Libraries: React, Angular, Django.
- Core Competencies: Software Development, Software Testing, DevOps.
- Certifications: AWS Certified Developer, PMP.
- Methodologies: Agile, Scrum, Waterfall.
- Industry-Specific Terms: Microservices, API Development, Database Management.
Research Keywords: Use job descriptions, industry reports, and feedback from hiring managers to ensure the keywords reflect current market demands.
Step 3: Using LinkedIn to Screen CVs
- Use the Search Tool Effectively
- Enter relevant keywords related to the position: Software Engineer.
- Utilize relevant algorithms:
- AND: Combine two or more keywords. For example, the result will show profiles containing both “Software” and “Python.”
- OR: Search for profiles containing either one of the keywords or both. For example, results will include profiles with “Software Engineer” or “Python.”
- Parentheses: Group keywords together for more complex searches. For example: (developer OR engineer) AND (Java OR Python). The result will show profiles containing either “developer” or “engineer” and at the same time “Java” or “Python.”
- Quotation Marks: Search for exact phrases. For example, results will only show profiles containing the specific phrase you search for. Use the most critical keywords that are essential for the job.
- Use LinkedIn Filters to Narrow Down Results
Use LinkedIn filters to narrow down the search by position, location, education,…..
Step 4: Read Candidate Profiles
Pay attention to specific requirements such as the number of years of experience and the essential tech stacks needed for the position to ensure that you find the most suitable candidates for your needs.
Lemar Hiring has outlined several steps to assist you in screening CVs effectively using the LinkedIn app. If you require further assistance or have any questions about the process, please don’t hesitate to contact Lemar. We’re dedicated to helping you find the right candidates and making your hiring journey smoother and more efficient. Your success is our mission.
