When recruiting, whether it is volunteers, salaried employees, crew, part-time employees or the like, it is important to have thought through the process well in advance.
These are some of the things that one should think about
- What tasks should be solved and who is best suited to solve them?
- How many do we need to solve these tasks?
- What do we expect from them and what can they expect from us?
- Why should people choose to apply / register with us?
- What information do we need to collect in the application form and why?
- Who should have access to the information and how should we process it?
- How do we ensure that we comply with laws and regulations (GDPR)?
- Who will manage incoming registrations / applications?
- Schedule for when what will happen (open application form, process applications, interview, give feedback)
- How do we communicate and who communicates what?
- What channels should we use to get the right people?
Needs analysis / Target group
Before you start recruiting, it is a good idea to define the different tasks you want solved. Do you need special expertise? Are there physics requirements for specific tasks? How many people do you need to solve the task, if it takes several days, for example?
By conducting a needs analysis, you will quickly get an overview of how many you need, what type of competence is needed and what information should be gathered in order to qualify candidates for the tasks.
It is important that you look at the event or activity in its entirety and coordinate needs between you. Can you share personnel? Can you solve problems together? Etc.
Motivation for those who apply
Why should anyone choose to contribute to you? And how can you make sure you get the right person to solve the problem? Many of the recruiters have not thought well enough through the exchange relationship that is associated with performing volunteer work. By being clear about what you offer and what you expect from those who join, you can more easily clarify the motivation of those who contribute and thus tailor communication and make sure to meet the contributors' expectations.
For example, many festivals offer free tickets in exchange for labor. The motivation for those who apply will then largely be to get free admission, but have not necessarily decided whether they are motivated to solve the task. If you turn the communication around the exchange relationship more towards the candidates applying seeking gaining valuable skills, networks and getting to know new people, the motivation may contribute to them doing a better job and the relationship you build being more lasting.
What you communicate about the exchange relationship should reflect what you expect from the candidates and what is expected should be clearly stated.
What information is important to gather in a registration process?
Of course, it is essential to get personal information and based on the needs analysis - you may also need to gather some more qualification information. But the more questions you ask, the greater the risk that potential candidates will drop out in the process. It is therefore important to decide whether the questions asked are relevant to the selection. Many ask about clothing size, allergies, which days they want to work, etc. and then ask candidates to provide this information, even though they may not be selected.
Perhaps a better way to do this is to gather information through several steps.
In the initial recruitment, only information that one must have in a selection and qualification of the candidates is collected. And once you have approved the candidate - you can start collecting information that is relevant to the task to be solved and other information. Through this, you only get the information you need from the candidates and you work in accordance with the guidelines for privacy.
Privacy and consent
In the new privacy regulation that was introduced in July 2018 (GDPR), you are obliged to obtain relevant consent from those you ask to register. You are also obliged to have a proven relationship with what to do with the information, who should have access to it and routines for how it should be handled afterwards.
A consent must therefore be given by the candidate in the registration process. In consent, it is important that you are clear about why you collect this information, what it is to be used for, who is given access to it and what you want to do with the information when engaging.
Candidate selection
Once you have started a recruitment process, it is important to know who will make the selection and how quickly this will be done. In advance, a responsibility map and routines should be prepared for who in the organization is to do what and when.
For those who are to apply, it is also important to be able to clearly communicate what will happen after you have submitted your application / registration. This can be done by having clear communication in receipts that the candidates are given upon registration. The clearer you are in communication the less unnecessary questions you will get.
