First, you post the job ad. Then, you go make a cup of coffee. When you come back, you find 147 emails waiting in your inbox.
Some of these emails are promising; however, some are confusing. Additionally, a few applicants are definitely applying to the wrong job.
Welcome to the chaos of modern recruitment. So, the real question now is: How do you find the gem without drowning in admin?
Let’s break it down step by step.
Step 1: Know What You’re REALLY Hiring For
Before opening a single CV, make sure you know:
- The must-have skills and experience (e.g. 2+ years in admin, driver’s licence, Excel)
- Nice-to-haves (e.g. Xero, worked in a startup)
- The non-negotiables (e.g. must work onsite, fluent in English)
This helps you spot the deal-breakers fast and saves you hours of “maybe…” debates.
Step 2: Set Up a Quick Yes/No/Maybe Filter
First, grab a notebook, a Google Sheet, or even a sticky note system.
Next, create three piles:
- YES – Meets all key requirements
- MAYBE – Missing one or two things, but still promising
- NO – Completely off the mark
Finally, trust your system and avoid re-reading the “no” pile. This way, you save time and keep focused on the best candidates..
Step 3: Scan, Don’t Study
Remember, you’re not writing a thesis — you’re shortlisting. So, spend no more than 60 seconds per CV.
As you scan, focus on:
- Relevant job titles
- Length of time in previous roles
- Clear skills matches
- Location and notice period (don’t forget this!)
Also, skip the 3-page cover letters for now. You can always dive deeper with your shortlisted candidates later.
Step 4: Add Screening Questions
Next time, to save your sanity, include 2–3 killer questions right in your job ad or application process.
For example, you could ask:
- “What’s your notice period?”
- “Have you worked with [specific tool/system]?”
- “What salary range are you expecting?”
By doing this, you filter your list early — before your inbox explodes.
Step 5: Gut Check — Then Verify
Once you’ve got your shortlist — ideally 3 to 5 strong candidates — it’s time to take the next steps.
First, do a quick reference check. Then, book short, structured interviews. Finally, be sure to ask behavioural questions (check out our CV red flags article for tips 😉).
Remember, unicorns do exist — but only if you look for them in the right forest.
Final Thought: Recruitment Doesn’t Have to Be a Full-Time Job
Unless it’s literally your full-time job… which it shouldn’t be if you’re running a business.
Hiring well and fast is possible — with the right process and a little help.
Let TeamMaster HR Do the Heavy Lifting
We turn your 147 CV headache into 3 top-quality candidates in 7 days. No fuss. No commissions. Just A Flat Fee
You get:
- A job ad that attracts the right people
- CV filtering, screening & reference checks
- A shortlist delivered — minus the inbox overload.
