Once the application deadline has passed, it is time to shortlist.

Shortlisting is the process where a job competition narrows down all applicants to a selected number who will be offered an interview. Refer to the diversity, equity, and inclusion (DEI) section for DEI considerations when shortlisting.

 Step 1 – Determine the number of candidates to be shortlisted

Once your job application period is complete, determine how many candidates you want to interview based on the number of applications you received. If the interview process involves more than one round of interviews, also determine the number of people you would like to consider at each stage of the hiring process. This will vary per organization and competition. Decide amongst your hiring team what is a manageable amount to shortlist.

Step 2 – Evaluate the candidate’s skills and backgrounds

When reviewing applications, use the same criteria to review each candidate. Make notes on which candidates have the preferred and required qualifications. One of the best methods for shortlisting is grading based on a numbering system and/or rubric. This will break candidate aptitudes down more objectively, versus shortlisting based on ‘gut’ feeling or intuition.

Step 3 – Make note of causes for concern

Keep an eye out for red flags. Some things to be aware of include:

  • Excessive typos
  • Too few details
  • Describing job duties instead of their accomplishments
  • Work experience on resume with no clear connection back to the job posting

As mentioned before, be aware of DEI considerations and possible biases while shortlisting.

Step 4 – Determine the interview specifications

Before you contact your shortlisted talent, know what the interviews will look like. Answer the following questions:

  • When will the interviews be held?
  • Where will the interviews be held (e.g., online versus in person)?
  • Who will be attending the interviews from the hiring panel?
  • What questions will be asked during the interview?

Step 5 – Confirm your shortlisted candidates

Once you have your shortlist, call each candidate to tell them the good news! Phone calling or emailing candidates are both good options. Be sure to confirm the interview day and time and what the interview process will look like.