What are the methods for screening candidates? 

What are the techniques used for screening candidates?

As mentioned above, there are many types of methods for screening candidates however we believe there are four main ways for businesses to conduct their background checks: 

Automated through Software Managed Internally 

Automated pre-employment screening through software is an increasingly popular method for organisations as we are now in a digital age. This method uses software and technology to collect, verify, and analyse information about job candidates. The software can conduct varying background checks, including basic and enhanced DBS checks, Right to Work checks, and reference checks, among other things. 

What are the advantages for an automated screening process: 

• Internal ownership of process – greater control over the entire process and can be configured to the business' requirements. 
• Great candidate experience – applicants going through the onboarding process will remain engaged and able to complete checks quicker. 
• Standardized process for all admin team – the entire business conducts check in the same way ensuring greater accuracy. 
• Instant audit trail provided – businesses can track all their checks. 
• Instant reporting – detailed reports are provided for organisations looking to make informed decisions about candidates. 

• Reduce admin time by up to 40% - software can verify information provided by a candidate at a quicker rate than a manual process. 
• Configure and brand the system to replicate your businesses branding – providing greater accuracy across the organisation and a better candidate experience. 
• Reduction in time to hire by up to 50% - significantly improve the time to hire by streamlining the initial screening process, with the ability to automate the screening of CVs and applications, recruiters can focus their time and attention on the most qualified candidates.
• Easy to make changes to compliance needs – automated software can help organisations to maintain compliance with ever-changing local and national regulations.  

What are the disadvantages for an automated screening process: 

• A new cost to the business if they are replacing manual processes (but strong ROI) - organisations may need to invest in modern technology and software to use this method, which can be costly. 
• Implementation required – requires time and resources that some businesses may not have available. 
• Limited control over some of the checks - organisations may have to work with third-party providers to collect and verify information. 

This is where our Access Screening software solution fits within the methods for screening candidates – we have helped numerous businesses across varying industries to streamline their compliance strategy through the implementation of technology. No matter what size your business is, we can discuss the requirements of your business, offering advice on whether Access Screening is the best fit and showing you how our background screening technology can improve your time hire. 

Manual Process  

The manual pre-employment screening process involves an internal team conducting manual background checks relevant to their industry, which may include drug and alcohol tests, reference checks, and social media checks to name a few. This process is time-consuming and requires extensive resources from the organisation. The internal team needs to collect and verify information from multiple sources, such as criminal records, financial history, and previous employers. 

What are the advantages for a manual screening process: 

• May be adequate for those who are hiring very few candidates. 
• No third-party costs – internal teams can develop relationships with third-party providers to streamline the process and ensure accuracy without the incurred costs. 

• Internal ownership of process – the internal team can exercise full control over the process, meaning they can tailor the screening process to the specific needs of the organisation and the job position. 

What are the disadvantages for a manual screening process: 

• Very time consuming – conducting background checks manually could take up to several weeks to complete, meaning businesses could lose candidates. 
• Potentially poor experience – candidates could become disengaged from the hiring process for a particular job role. 
• No audit trail – difficult to make informed decisions when there is no trail to back it up. 

• Admin heavy – relies on internal teams to complete all the checks which can be prone to human error. Mistakes in verifying information or interpreting data can lead to incorrect decisions about the candidate. 
• Reporting is almost impossible - it is difficult for organisations to track a paper-trail and details can easily be missed. 

Finally, manual processes can be costly, especially if the HR team must invest in recent technology or hire additional staff to conduct the screening process. 

Manual Process with Some Outsourced Checks 

Organisations that use a manual pre-employment screening check process can outsource some checks to third-party providers to streamline the process. This method allows the internal team to focus on verifying critical information, such as criminal records and employment history, while outsourcing other checks such as education verification and professional references. 

What are the advantages for a manual screening process with some outsourced checks: 

• Have a third party take some of the admin burden – reduces the workload on the internal team, which can help them to focus on other critical tasks. 
• Some time savings created – helps businesses to reduce the time and cost of the screening process, as third-party providers can verify information quicker than an internal team as most have invested in technology to help them along. 

What are the disadvantages for a manual screening process with some outsourced checks:  

• Often higher fees for disparate 3rd party checks i.e., DBS – this can significantly increase the costs an organisation may incur for their screening. 

• Relying on third parties – the internal team may have limited control over the process and the quality of the information provided by third-party providers. 
• May have to chase the third party for progress updates – this simply increases the admin time of the internal team. 
• Manually collate all checks in to one place – another contributor to increasing the admin time of the internal team. 

There is also a risk that third-party providers may not have access to all the necessary information or may not be able to verify some information, which can lead to gaps in the screening process. 

Outsourced through a Managed Service Provider 

Outsourcing pre-employment screening to a managed service provider (MSP) is another option for businesses. MSPs are third-party providers that specialise in pre-employment screening checks. They offer a range of services, including background checks, drug and alcohol testing, reference checks, and social media screening. 

What are the advantages for an outsourced MSP screening process: 

• Drastically reduce admin time – using an MSP can help organisations to reduce the time and cost of the screening process. MSPs have extensive resources and expertise, which can help to streamline the process and reduce the workload on the internal team. 
• Rely on third party to get the checks right – MSPs can quickly verify information and provide detailed reports to the organisation, which can help employers make informed decisions about job candidates. 
• 3rd party will chase the candidate for you – this is a huge contributor to reducing the load the internal team take on. 

MSP’s have extensive expertise and resources in pre-employment screening, and they have established relationships with third-party providers and access to advanced technology to streamline the screening process. 

What are the disadvantages for an outsourced MSP screening process: 

• Can be very costly – outsourcing can be expensive, and businesses may need to invest in new technology or software to work with the MSP. 
• Very little ownership of process – organisations may have limited control over the screening process, and they may not be able to tailor the screening process to the specific needs of the organisation. 
• May have to chase MSP for a result and for updates - can lead to communication issues, as the internal team may have to work with multiple parties to manage the screening process. 

• May be more difficult to make quick changes to compliance needs – due to the process being handled externally, any internal process changes may take longer to implement. 

Choosing the Right Method for Pre-Employment Screening

When choosing a method for pre-employment screening, businesses should consider several factors; including the complexity of the screening process for a specific industry or job role, the time and cost of the process, and the need for customisation and control from the internal team. 

Organisations with simple screening processes may choose to use a manual process or manual process with some outsourced checks, as this method can help them to save time and reduce costs. Additionally, organisations that require a high level of customisation and control may prefer to use a manual process, as this method allows them to tailor the screening process to their specific needs. 

Businesses with more complex screening processes may choose to use an MSP or automated software, as these methods can help them to streamline the process and ensure accuracy. Additionally, organisations that require a high level of expertise and resources may prefer to use an MSP, as these providers have established relationships with third-party providers and access to advanced technology. 

Conclusion

Pre-employment screening is an essential process that organisations use to verify information provided by job candidates and identify potential red flags. In this article we have shown a range of methods for pre-employment screening, including manual processes, outsourced checks, MSPs, and automated software. Each method has its advantages and disadvantages, and businesses should choose a method that meets their specific needs and requirements, both for the specific role and for the industry. 

Ultimately, choosing the right method for pre-employment screening checks can help organisations to make informed decisions about job candidates, reduce risk, and ensure compliance with local and national regulations.