Today, background screening isn’t an issue of “if” but “how. Most companies see the value background checks provide and conduct some form of background screening before hiring new employees. Verifying work and education history, checking criminal records, and reviewing motor vehicle records all help HR make informed hiring decisions.
However, without a well-structured process, background screening can quickly become a costly, time-consuming, unproductive headache. Inefficiencies in the screening process can lead to delays in hiring, compliance risks, and even bad hires slipping through the cracks. Here’s how to streamline your approach and get the most efficiency out of your background screening process.
Inefficiencies in Your Background Check Process
Since the background check is an essential part of your hiring process, it needs to perform smoothly. Here are five common issues that can slow things down and increase costs.
- Manual processes. Keeping up with emails and phone calls to verify candidate information, looking at social media profiles, and trying to find educational institution phone numbers for verifications can slow you down. These waste time and increase the risk of human error. Un-auditable manual tasks can also cause compliance issues.
- Unclear screening criteria. A vague or inconsistent screening policy can cause confusion, redundant requests, and unnecessary delays. Teams that are misaligned on what checks are needed for each role waste time (and money) running unnecessary screenings. Worse yet, they may overlook critical information.
- Missing front-end verifications. Failing to verify a candidate’s identity at the start of the hiring process can waste time and resources on background checks that return discrepancies or require further investigation. False positives and negatives can force HR teams to re-run reports or conduct manual follow-ups. Front-end identity verifications can catch potential red flags early.
- Delays in candidate cooperation. Some delays come from the candidates themselves. Clunky, mobile-unfriendly communication channels and hard-to-understand instructions can make them drag their feet on providing necessary information. These obstacles don’t contribute to a positive candidate experience.
- Not integrating with your HR systems. If your background check process operates separately from your applicant tracking system (ATS) or HR software, your team is stuck with extra data entry and process bottlenecks.
7 Ways to Build an Efficient Background Screening Process
1. Define Your Screening Policy and Job-Specific Requirements
For example, a vice-president role will demand different screening criteria than a forklift driver position. Clearly outline the necessary background components needed for different positions. A documented, standardized policy keeps everyone on the same page, makes the process fairer, and eliminates unnecessary screenings.
2. Automate Where Possible
Eliminate manual tasks by leveraging background screening technology. Automation tools can help with compliance tracking, data entry, candidate notifications, and reporting. Look for a background screening provider that offers seamless automation and integrates with your ATS platform.
3. Choose a Reliable Background Screening Provider
Selecting the right background check partner is crucial. Choose a provider with a strong track record of fast (and documented) turnaround times, compliance expertise, and access to comprehensive databases. Your partner should be accredited by the Professional Background Screening Association (PBSA) and SOC 2 Type 2 certified.
Regularly communicate your company’s hiring needs, discuss turnaround times, and provide feedback to refine the process. A responsive provider can help resolve issues quickly, ensure compliance, and offer solutions to streamline your process.
4. Embrace Tech to Communicate Clearly with Candidates
Delays often occur when candidates don’t understand the process or fail to complete the required forms. Using mobile-friendly applications where candidates can upload necessary documents can speed things up significantly. Improve efficiency by sending clear instructions, setting notification reminders, and offering support if they have questions.
5. Implement Front-End Identity Verification
Identity fraud is rampant. Start your screening process by ensuring your candidates are who they say they are. Verify each candidate’s identity before running deeper background checks. Using AI-powered verification tools like Data Facts’ vID can prevent delays caused by mismatched records or fraudulent information.
6. Monitor Turnaround Times and Accuracy
Stay on top of how long your background check turnaround takes. A data-driven approach ensures continuous improvement. Regularly review your background screening process to identify inefficiencies, compliance risks, or outdated procedures. Track average turn times and analyze the accuracy of the reports. If you’re experiencing frequent delays or errors, it might be time to revisit your process, invest in new technology, or switch screening providers.
7. Stay Compliant with Regulations
Employment laws and screening regulations, like the FCRA, vary by state and industry. In addition, laws and regulations regarding hiring often change rapidly. Ensure your background check process follows all relevant legal requirements (for example, make sure you stringently follow Adverse Action requirements). Work with a background screening provider that prioritizes compliance and provides tools to help you stay informed.
Stamp Out Inefficiencies in Your Background Screening Process
Background checks are valuable pieces of information that can help HR make smart hiring decisions. However, you need to take care not to let the process get bogged down. An unwieldy background screening process can create unnecessary delays, drive up costs, and cause candidate communication issues. By recognizing and addressing these inefficiencies, you can take proactive steps to streamline your approach. A well-optimized screening process helps you hire the right people faster and lets your team focus on building a strong and successful workforce.