Background checks are a crucial part of the hiring process, ensuring that new employees meet the company’s standards for safety and reliability. There are myriad reasons why pre-employment screening must be a part of any talent acquisition strategy: the rise of “diploma mills” and mitigating fraud and business risks, to mention a few.
However, the process can sometimes create uncertainty and disengagement among candidates. Employers must maintain a positive relationship with candidates throughout the period to ensure a smooth transition from application to hiring.
The question is: how should background screening be done in a respectful way that engages candidates instead of putting them off? These five practices can help.
1. Detail background check process
From the outset, inform candidates about what the background check process entails. Provide a detailed overview of the steps involved, the type of information the employer will verify, and the expected timeline.
For example, explain to candidates exactly what information will be verified, such as criminal records or employment history, and how this information will influence their application. Clear communication about the process and the steps helps candidates understand what to expect, making them feel more at ease.
2. Seek the candidate’s consent
HR teams should always seek the candidate’s consent to conduct background checks during the hiring process. This is not only the polite thing to do but also the legally correct thing to do. Getting a candidate’s written consent informs them of their rights and allows them time to reconnect with their past employers to prepare them for your call.
In addition, companies that do not seek the candidate’s consent to reach out to past employers for a background check may face lawsuits. However, this varies depending on where the company operates.
3. Protect candidate data
Payroll data breaches are at their highest in the U.K. since 2019, jumping from 2,279 in 2022 to 3,208 in 2023. HR professionals must work to help ease the candidate’s concerns about data breaches by instituting a robust data privacy policy while conducting background checks.
Inform the candidate that your company values privacy and that the requested information will be stored in a safe database and used only for background screening, which gives candidates a sense of control and security.
4. Be proactive about addressing any issues
Candidates may fail a background check for various reasons, such as discrepancies in their employment history, a criminal record, unverifiable education certificates, or even something simple as a driving violation. These issues can raise concerns for employers about a candidate’s suitability or honesty.
If any issues come up, like discrepancies in their employment history, address them directly and explain how these will be handled. Transparency helps build trust and keeps candidates engaged by making them feel informed and respected throughout the process.
5. Communicate delays through the background screening process
One major pain point for candidates is the perceived lack of urgency. Depending on the parameters, the background screening timeline can vary. Is the company conducting the background check in-house or using professional services?
Timelines can also vary depending on the thoroughness of the background check. For example, is the employer looking at financial health or screening the candidate’s social media? These layers could affect the timeline. To keep candidates engaged, clearly communicating the estimated completion time is important.
Getting background checks right
Background screenings may not always come back completely clear. If a candidate failed the background check but made a strong, positive impression and demonstrated that they would be a great fit in your team, it might be prudent to dig deeper into why they did not pass the background screening.
Also, allowing the candidate to respond to the background check results will enable candidates to clear the air. Having a frank discussion with the candidate also gives them the chance to be honest, and will help leave a good impression of your company even if they do not join your company.
HR teams have the unenviable task of conducting a comprehensive and accurate background check while handling timely communications with candidates. To better optimise your background screening process and keep your candidates engaged and interested in developing their careers with your company, you may need professional advice or to outsource this important HR function.
Contact us today to learn more about how our background screening and risk management solutions can improve your hiring process to attract the right-fit talent.
