Shortlisting is a bridge between receiving job applications and selecting candidates for interviews. It involves carefully evaluating applicants to identify those whose qualifications, experience, and skills best align with the job requirements. 

By implementing an effective shortlisting process, companies can focus their efforts on the most promising talent, ensuring that interview panels spend time assessing only the most suitable candidates. 

Step 1: Establishing Your Essential and Desirable Criteria

Start by defining the key qualifications needed for the role, then categorise them into essential and desirable criteria.

• Essential criteria include mandatory skills or certifications, such as a teaching licence or subject expertise.
• Desirable criteria may include additional qualifications, such as a specific degree or several years of experience.

By striking the right balance between both, you avoid overlooking potential talent. This approach works across industries, whether you’re hiring educators or helping parents find tutors in Singapore who meet specific learning needs.

Step 2: Setting a Practical Limit for Your Shortlist

The next step is to determine how many candidates should advance to the interview stage. 

Having a predefined number of candidates, typically five to ten for most roles, helps recruiters allocate time effectively while giving each applicant fair attention during interviews. For high-volume positions, the range might be wider, while for senior roles, the shortlist might be more selective.

However, it’s essential to base this limit on your realistic interview capacity. 

Consider factors such as:

• The number of panel members available
• Scheduling constraints
• The time required to conduct and review each interview 

At the same time, avoid being too rigid with your cut-off number during the initial resume screening. If a few additional candidates meet or exceed your criteria, it’s wise to include them rather than risk missing out on exceptional talent. 

Step 3: Systematically Removing Candidates Who Do Not Meet the Requirements

After setting your criteria and shortlist limit, systematically filter out candidates who do not meet the essential qualifications. During elimination, every decision should be objective and non-discriminatory. 

Focus strictly on the job requirements, avoiding any remarks related to protected characteristics such as age, gender, ethnicity, or disability. Documenting the screening rationale also helps maintain transparency and comply with fair hiring practices.

Once the shortlisting process concludes, it’s best practice to notify unsuccessful candidates promptly and respectfully. While there’s no need for detailed feedback at this stage, offering a general reason, such as “other candidates were a closer match to the required skills”, helps maintain professionalism and preserves the company’s employer brand.

Step 4: Implementing Preliminary Screening Before In-Person Interviews

Before inviting shortlisted candidates for a full interview, conducting a preliminary screening, such as a short phone call or video introduction, can significantly enhance efficiency. This initial interaction allows recruiters to gauge a candidate’s communication skills, verify basic details, and confirm alignment with the job requirements.

Preliminary screenings offer multiple benefits:

• They save time and resources by identifying unsuitable candidates early.
• Both parties can clarify questions about the role, salary expectations, or working arrangements.
• Recruiters can assess basic suitability, including enthusiasm, professionalism, and cultural fit.

Ideally, this step should take no more than 10 to 15 minutes, keeping it focused and concise. 

Streamlining Smarter Hiring with Connextion

A well-planned shortlisting approach enhances candidate quality, saves valuable time, and helps reduce employee turnover. With Connextion, you can simplify and optimise every stage of recruitment, connecting with top professionals effortlessly. 

Whether you are a corporate recruiter, a fitness coach, or a tennis coach in Singapore, our platform helps you discover the right talent or clients faster, allowing you to grow your business with the right people by your side.

Join Connextion today to make smarter, faster, and more reliable hiring decisions.