Everything You Need to Know About the Hiring Process (and How a Recruiter Can Help)

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When you're a job candidate, the hiring process can seem like a mystery. And that can be frustrating. But an understanding of the steps most companies follow when they're hiring can take away some of the stress when you launch your job search and when you’re waiting for an answer.

Familiarity with the hiring process can also give you clues about what to do at each stage to give yourself a better chance of landing the job. Here we’ll break down what the hiring process is, the advantages of working with a recruiter and some tips for success.

Inside the Hiring Process and Working With a Recruiter

Hiring process steps: what to expect after you apply
Working with a recruiter
Frequently asked questions

Hiring process steps: What to expect after you apply

Here's a quick rundown of what you can expect after you’ve submitted your resume:

Step 1: Initial resume scan

Most companies use an applicant tracking system (ATS) to scan resumes for keywords matching the job description. Including relevant language from the job posting—as long as it accurately represents your skills and experience—can increase your chances of passing this initial screening.

Step 2: Phone interviews

Next, a talent acquisition specialist reviews the resumes flagged by the scanning program and picks the ones that best fit the position's requirements. That specialist then calls each chosen applicant for a short phone interview. If you get one of those calls, answer the questions with professionalism and enthusiasm. He or she is not only confirming what's on your resume; the specialist is also gauging your communication skills and interest in the job and deciding whether to pass your resume on to the hiring manager.

Step 3: First interviews

Candidates who pass the phone screening are invited to an in-person or virtual interview with the hiring manager. By this stage, they are already familiar with your qualifications; their focus is on assessing your personality, cultural fit, and problem-solving abilities. Also be ready for situational questions, which focus on how well you understand the process for certain job requirements, and behavioral questions, which are designed to gauge your interpersonal and judgment skills.

Virtual interview tip: Be sure to prepare for online interviews with a professional background and a stable internet connection. For more advice, check out these videoconference etiquette tips to help you make a great impression.

Step 4: Second interviews

After the first round of interviews, the hiring manager generally narrows the field of candidates to two or three. Those candidates are then asked back for a second interview, often with another manager, potential coworkers or the department head. In this round, let your personality shine through but maintain your professionalism. This interview is designed so the interviewer can get an even better sense of your working style and your character.

Get second-interview-ready with these 15 second interview questions and how to answer them.

Step 5: Decision and job offer

Once the additional interviews are complete, managers who have been involved compare their impressions of each applicant. A final choice is made, and the specialist makes an offer to the selected candidate.

Step 6: Salary negotiation

For some job seekers, salary negotiation—the final step in the hiring process—is the most stressful. This is a stage where it pays (literally) to be prepared. You can research typical salaries for your desired position in your area of the country with tools like Robert Half’s Salary Guide and Salary Calculator. Consider your skills, the company’s needs, and the overall compensation package (e.g., benefits, paid time off, training opportunities). If you and the employer agree, ensure you get everything in writing.

If you make it to the final stage of the hiring process, congratulations! If not, don't be discouraged. There's often a very thin line between the applicant who gets the job and a finalist who doesn't. If you got close, you were clearly a strong candidate for the position, and if you maintain your focus on your job search, another opportunity may soon arrive.

Working with a recruiter during the hiring process

If you’re overwhelmed by the thought of applying for a wide variety of online job listings and unsure that you’ve uncovered the opportunities that best match your skills and workplace preferences, consider working with a recruiting agency. Recruiters handle a lot of the steps for you and offer a much wider selection of job opportunities. Plus, they can also advocate for you, provide personalized guidance and ensure a smoother application experience. Here’s what working with a recruiter looks like:

1. Have a conversation

Whether you're actively looking for a new position or just curious about your career options, the process starts with a one-on-one conversation. The recruiter will get to know you, and you'll learn about the agency's procedure and get the inside track on the local job market.

Curious about the Robert Half hiring process? See how we help you find a job here.

2. Let your personality come through

Recruiters certainly want to see your work history and talents, but they also want to see your personality. When candidates interview with recruiters, they typically talk about the job seeker’s background and strengths, as well as the person’s soft skills and the types of environments he or she wants to work in. That way, the agency can match you with a workplace where you'll be happy and successful.

3. Be up front about your needs

Recruiters will represent you in the hiring process, so they need to know your work preferences and salary requirements. Are you open to part-time or contract work, or are you looking for a full-time position? And what amount of pay will make you say yes to a gig? The recruiter will only send you information about positions that match your range. It's also helpful for the recruiters to know what perks and benefits you consider dealmakers or dealbreakers.

4. Gain access to exclusive opportunities

Recruiters are often aware of unlisted jobs—and even know when firms are only starting to consider adding personnel. If a recruiter finds someone who's a good fit for a particular company, he or she can sometimes build the case to get the applicant hired. When the recruiting agency finds a position that might be a good match for you, they'll present your profile to the employer. If the hiring manager agrees it could be a good match, you'll get a call about the position and, if you're interested, you'll chat on the phone or meet for an interview. Afterward, the agency will speak to both you and the hiring manager about how to proceed. If it's a match, you'll negotiate pay and benefits through the recruiter and set a start date.

5. Keep the lines of communication open

Whether the position you land through the hiring process is temporary or full time, you should stay in touch with your recruiter. Send an email every three to six months to share how the new gig is going. The recruiter is just as invested in your success as you are. And the next time you're looking for a new position, they’ll be up-to-speed and ready to help.

Frequently asked questions about the hiring process

Q: How long does the hiring process usually take? A: It depends on the company, the role and how many candidates are being considered. On average, it can take anywhere from a couple of weeks to over a month. If you're working with a recruiter, they can often give you updates and insight into where things stand. For tips on what you can do to help move things along, see our post on how job seekers can speed up the hiring process.

Q: Should I follow up after an interview—and how soon? A: Yes, a thank-you note within 24 hours is always a good idea. If you haven’t heard anything after about a week, a polite follow-up email can show you’re still interested and professional.

Q: I haven’t heard back since my interview. Does that mean I didn’t get the job? A: Not necessarily. Hiring decisions often take longer than expected. Delays can be due to scheduling, internal approvals or other candidates still in the process. Silence doesn't always mean a no. If you’re starting to feel ghosted, here’s what to do when you don’t get a response after an interview.

Q: Is it OK to apply to multiple jobs at the same company? A: Yes—if you're genuinely interested and qualified for each role. Just be sure to tailor your application to each position so it’s clear why you're a good fit for both.

The bottom line? Understanding the hiring process steps—from resume screening and phone interviews to second rounds and salary negotiations—can help you feel more prepared and confident. Each phase gives you an opportunity to showcase your skills, personality and potential. And if you’re feeling stuck or overwhelmed, remember a recruiter can be a powerful support in your corner.

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