Make Your Hiring Process Black and White
      Back to home
      1. Knowledge Base
      2. The AvatarFleet Proven Process
      3. Make Your Hiring Process Black and White

      Define and Document The Steps at Each Stage of Your Hiring Process

      This article describes, in detail, the steps you will take to document your recruiting process.

       
      Define Your Qualification Questions
      What are your minimum requirements for determining whether or not a candidate should even move on from the first step of the process?
      Here's what you should use:

      • Where They Live (Zip Code)

      • License Class

      • License Endorsements

      • Required / Desired Experience with Your Equipment and/or Industry

      • Violations / Accidents

      Document Your Release Forms Consent Forms

      Document the method that you will be capturing the release forms to run the MVR, PSP, and background check for any qualified candidate. Link out to the digital copies if available.

      Write A Phone Screen Script

      Thank you for your interest in joining the [Your Company Name] team. I have a few questions for you.

      First off, can you confirm the information you provided in to make sure we didn't make any mistakes [list of information collected at Qualification Questions stage]

      Thank you, now can you tell me why you are looking for a new job?

      How soon are you ready to make a move?

      What’s the best way to get in touch with you? Phone, Email or Text?

      What did you see about us that you thought we’d be a good fit for you?

      Wonderful, now I'd like to tell you a little more about the job. [Enter a realistic job preview that gives them a taste of the good, bad and ugly to make sure they want the gig]

      Do you have any questions? [Answer and candidate questions]

      Get the Release Form Consent (If Haven't Already)

      Unless they are driving, do not hang up the phone till you can see the release forms signed to run the MVR, PSP, and background check.

      Next Step:

      Schedule full behavioral interview the next day to allow the MVR, PSP and Background check to be completed - don’t let them hang up without the interview on the calendar

      Define Hard Stops for MVR

      Run the MVR for any candidate that meets your minimum requirements. You will make the call on any candidate that does not pass the qualification questions and click the “order MVR” button for anyone you want to take a shot on.

      • Anyone that has 0 moving violations and DUIs in the last 3 years with a valid license will move on to the PSP stage. 

      • Anyone that does not meet these standards will rejected

      Define Hard Stops for PSP

      Run the PSP for any candidate that met the MVR standards. You will make the call on any candidate that does not pass the MVR and click the “order PSP” button for anyone you want to take a shot on.

      • Anyone that has no more than 1 out of service violation and 0 suspensions on their license in the past 5 years moves on to the Background Check stage.

      • Anyone that does not meet these standards will be placed in a queue for you to reject or manually move on.

      Define Hard Stops for Background Check

      Run the background check for any candidate that met the PSP standards. You will make the call on any candidate that does not pass the PSP and click the “order background check” button for anyone you want to take a shot on.

      • Anyone that has 0 felony or misdemeanor convictions in the past 8 years moves on to the D&A Clearinghouse.

      • Anyone that does not meet these standards will be placed in a queue for you to reject or manually move on.

      Define Your D&A Clearinghouse Process

      Check if the driver self-reports as registered or not on the Clearinghouse:

      • If not: Send the template text with the link to register

      • If yes and you’ve outsourced to us:

        • Click the step in the Onboarding Workflow to initiate the ordering process

        • We’ll confirm the driver is registered and approves the full query - we’ll chase the driver until they approve or reject the full query.

        • We’ll run the full query

        • Approve/Reject based on the results

      • If yes and you’re doing the work yourself:

        • log into the Clearinghouse site to confirm the driver has approved the full query

        • If they haven’t approved/rejected the query, Send the driver a template text / call them to approve the query if they have not done so.

        • Run the full query.

        • Approve/Reject based on the results:

          • Anyone that has a positive D&A test should not be considered ever and should be rejected into a not eligible status

      Define Your Structured Interview Process

      Use scripted questions to conduct the structured interview in-person or via video or phone call.

      Never conduct an interview off-the-cuff - always use a script.

      Timeframe:

      We put the hour long behavioral interview after the screens because your time is valuable.

      Location:

      Schedule this interview in person if possible but Facetime / Zoom are a great second option to accommodate the driver's life on the road.

       

      Pro Tip: Communication

      When reaching out to candidates, recruiters should always communicate:

      1. Where the driver is at in the process
      2. What is needed from them
      3. Rough timeline of when they could be driving for you
      4. Send an email/text after to make sure the driver has that info should they forget

      Define Your Orientation Process

      Contact the driver in less than 1 day with your decision.

      Get the candidate scheduled for orientation ASAP.

      Respect their wishes to provide 2 weeks notice to their current employer - that is a person who lives up to commitments they make and good sign.

      Define Your Drug Screen Process

      Assign the drug screen to a site nearest the candidate and have them complete it before showing up to orientation if possible.

      Document The Required Onboarding Forms

      Document all required forms before showing up to orientation so you can spend the little time you have welcoming them to your company, meeting their dispatcher, key office staff and the leadership team.

      Define How You'll Get the Applicant To Orientation

      Send Reminder Texts:

      Send reminder texts at intervals of 1 week, 5 days, 2 days and 24 hours so the candidate has no reason to miss orientation.

      Include the following in your text:

      • Date/time of orientation

      • Location with clickable GPS link

      • Special instructions on parking, who to ask for at the office

      Internal Notification:

      • Inform your staff the morning of with a company email or announcement of the names of the candidates that will be

      Pro-Tip: Define How Long You Will Attempt Follow-Up At Each Stage
      The onus is always on you to keep the process moving forward - NEVER the candidate

      If you aren't hearing from them, don't assume that they'll get back to you - instead define how long and how frequent you will attempt to engage them at their current stage - if they fall outside of that duration, flip them to your "banked" Lifecycle Stage.

      Define Video Training The Driver Should Complete

      Document all presentations that Safety, Payroll, Operations and anyone else gives that are in the “housekeeping” or “just need to know” section and list off what the driver's onboarding video schedule should look like

      Document Your Road Test Curriculum

      Make this the first task of orientation to confirm they operate your equipment as you need or determine if they’ll need a longer training period / if you need to cut bait with them.