Get acquainted with Greenhouse

First thing’s first, make sure you have an account with our hiring platform, Greenhouse. If you haven’t yet set up an account, reach out to Rebekah who will have Greenhouse send you an email to create a login.

Once you’re in Greenhouse, you can:

• Look around and get familiar with it

• Take advantage of their “Learn Greenhouse” tutorial videos

• Check out our job board to see examples of other job descriptions that have been posted

• Watch this video for an overview of our hiring process

We use Greenhouse Recruiting to help us in our hiring process so we can find and hire the best people for the job. By standardizing the hiring and interviewing process through Greenhouse, we minimize subjectivity and imlicit bias.

These next steps are completed by the Hiring Manager (HM). The hiring manager is whoever will be directly supervising the new hire. They will be responsible for mapping out what the role will entail and seeing the entire process through to completion.

Create a "Hiring Request" Template Task in Asana

Follow the steps in the "Hiring Request" Template Task to being the recruitment process. Below is a breif description of the steps listed in Asana. Full directions and information is located in the Greenhouse project in Asana.

Research Similar Job Posts

Try and find other job postings of similar job openings to help give you a starting point for drafting a job description.

Complete the Structured Interview Guide Template

Complete the Structured Interview Guide to help you figure out what you are looking for in a potential hire. By filling out this template, you will better be able to create an accurate job description and hire the best candidate.

Draft a job description

Use the template filled out above to help you draft a job description. Sample job descriptions can be viewed on our job board or in Greenhouse.

Inform Rebekah that the you have started the hiring process

Once Rebekah is notified that you have started the hiring process, she will schedule a meeting with you and any other relevant people. It is necessary that your job description and structured interview guide is finalized before this meeting. From there, a kick-off meeting with be set up with the full hiring team.

Plan interviews and assign interviewers

Using the Structured Interview Guide, plan out how many interviews will take place before choosing a candidate, what will happen in each, and who will lead each interview. The Interview Guide lays out examples of different types of interviews and questions to ask depending on what criteria you are testing for. All questions should be written and planned to minimize subjectivity and personal opinion.

For our Customer Service Position, we did one phone screening and three interviews. The phone screening was to rule out anyone who didn’t meet the necessary qualifications or attributes. Of the three interviews, one was specifically focused on the role, one was focused on general professionalism, and one was focused on culture fit.

Input all info into Greenhouse and post the position

In order to post a job through Greenhouse, you have to create a scorecard (this is how the candidates are scored in each interview. It is the same for every interviewer and interviewee.) and an interview plan and interview kit. This is the structured part of Greenhouse that makes sure we are screening each candidate objectively and accurately toward what we actually need for the position. These steps will be completed at the initial meeting with Rebekah and the HM and then the job will be posted onto Rareform’s job board, Indeed, Glassdoor, and LinkedIn.

• After posting the job, you will need to go onto the job board and make the job Live

Kick Off

At the kick off meeting, the HM will present their vision for the position and candidate to make sure everyone is on the same page. The attendees will review the job description and make any necessary changes.

Overview the hiring process

The hiring team will walk through the interview process and make sure everyone knows what their role is.

This process will differ depending on the interview kit and plan created in the above steps. Every interview process should begin with an initial review of applicants, screening out anyone who very clearly does not meet the requirements, has multiple typos, etc. The phone screening will help with this, but you want the pool to be small before you start interviews.

Throughout this whole process, the hiring manager and interview panel should be having weekly check ins to gauge how the process is going.

The interview process is more fully flushed out and explained in the flow chart below.

Debrief, Evaluations, and Decisions

Once we make it down to our finalists, the interview panel should schedule a debrief.

• All relevant hiring members should be included

• Depending on the debrief, further followup interviews can be scheduled

• Confirm salary with finance

• Confirm your decision!

  • Do not inform the other candidates that they did not get the position until the chosen candidate confirms

Hiring the Candidate:

• Once a decision is made, the hiring manager informs Loren

• From there, the offer is sent to Alec/Aric for approval.

• Once approved, the hiring manager sets up a call for them and the candidate to present the verbal offer. Loren will send the written offer following the call.

• Once the offer is accepted (!!!!) Mary sends a welcome package with Rareform gear and products to make them feel like part of the team

Onboarding:

• Loren sends the candidate the necessary forms via Gusto

  • Tax forms, direct deposit, etc.

• The hiring manager follows the pre-first day onboarding steps

  • First Day Logistics: send the new hire everything they need to know about their first day - start date, time to arrive, first day lunch, etc.

  • Create Accounts: get the new hire set up with any accounts they may need - email, slack, asana

  • Setup Workstation: Make sure their desk, laptop, etc. are ready to go

  • Team Welcome: Notify the team of the new hire’s first day and have them send a welcome email with a personal fact, their position, and how they can help the new hire in their role.

  • Create Onboarding Project: Create their onboarding project in Asana. They will work through this project for their first few days to help the new hire get set up well!

First Day:

• Remind the team before their first day

• Make them feel welcome and a part of the team!