Keep a Hiring Decision Record

A hiring decisions process should make the request, the evidence, the owner, and the next action visible before a candidate is affected. A record for decision criteria, evidence, participants, and outcome.

Set the hiring decisions scope

Start by naming the event that creates a record. A record should enter because a defined condition occurred, not because someone remembered to add a task. Record the role, the candidate or request, the source, the owner, and the evidence expected at intake.

The main risk is that a decision can be recorded without the criteria or the participants. A written rule keeps routine coordination separate from selection and hiring judgment. Use a timestamp and source link rather than a later summary.

Capture the evidence

A usable record includes role, candidate, criteria, evidence, participants, decision, and date. Keep the source beside the record so another reviewer can reconstruct what was known and when.

The hiring manager confirms the decision or exception. The recruiting support role can assemble approved evidence and record the decision, but it should not fill a gap with an assumption.

Separate preparation from judgment

Decisions about the hiring decision and any exception remain with the authorized owner. Use three labels in the queue: proceed under the written rule, pause for missing evidence, and escalate for a decision.

Apply the labels to real examples. A capable coordinator should know when the next action is preparation and when it is a handoff.

Run the review

Review decision completeness, missing evidence, and reopen reasons. Sort by age, owner, and exception reason, and confirm that every open item has a next action.

For example, a decision is made before the final interview note is filed. The review should show what evidence was available, what question remained, and who owned the next step.

Pilot one workflow

Start with one role. Test the checklist on a small batch and review exceptions with the owner. Expand only after the workflow produces a reviewable record and a predictable review rhythm.

Explore the related service or continue with a related workflow.