What is Job Requisition and Why Is It Crucial?
Written by: Rinaily Bonifacio
Last updated: 30 October 2023
Table of contents
What is a job requisition?
A job requisition is a formal document that a department manager sends to the HR team. It's a request to fill a job position that might be new or has become vacant. The difference between a job requisition and a job posting is simple.
While the job requisition is an internal document outlining why there's a need for hiring, the job posting is what you see on job boards or the company's website, advertising the position to potential candidates.
Job requisition process
The job requisition process is a systematic approach that helps employers and HR professionals ensure they're hiring for the right reasons and for the correct roles. Here's a step-by-step guide to help you understand it better:
1. Identify the need
Before anything else, the hiring manager or department managers need to identify if there's a need to create a new job position or refill an existing one. This decision might come from company growth, someone leaving, or a new project starting.
2. Draft the job requisition form
Once the need is identified, it's time to write a job requisition form. This form usually contains details like the job description, qualifications required, budgeted salary, and the desired start date.
3. Get approvals
After the job requisition form is filled out, it doesn't go straight to the recruitment process. Instead, it often requires approval from higher-ups to ensure it aligns with company goals and budget. The HR team and higher management might review the requisition.
4. Create a job posting
Once approved, the HR team will then take the job description from the job requisition document and create a job posting. This posting is what potential candidates will see, so it needs to be clear and appealing.
5. Initiate the recruitment process
With the job posting live, the hiring process kicks off. The HR team, along with hiring managers, will start sifting through applications, conducting interviews, and finding the perfect candidate for the role.
Useful Read: How To Use AI In Recruitment
What information should a job requisition include?
Here's a condensed list of essential information that a job requisition should include, incorporating the words you provided:
Job title: Clearly define the job title to indicate the nature of the position.
Department and reporting: Specify the HR department or team where the new hire will be placed, and to whom they will report.
Purpose and role: Briefly describe why the role would be essential, whether it's to support company growth, fill a vacancy, or undertake new tasks.
Job description: Offer a detailed outline that highlights the difference between the description and job responsibilities the candidate will assume.
Qualifications and skills: List the necessary educational and training qualifications, along with specific skills the role demands.
Employment type: State whether the position is full-time, part-time, or contract-based.
Compensation: Provide a salary range for the role, ensuring transparency and setting clear expectations.
Start date: Mention when the candidate would be expected to commence their duties.
Location and work environment: Detail where the job is based and a brief about the working environment.
Approval process: A job requisition usually requires sign-offs from specific personnel before proceeding. List out who, within the company, needs to approve this requisition.
This condensed list ensures that job requisitions are clear and straightforward, and provide all the necessary details for both the HR team and potential candidates.
Best practices for crafting effective job requisitions
Crafting an effective job requisition is the first and one of the most critical steps in hiring the right talent. Here's how you can ensure your next job requisition stands out:
Clearly defining the role and responsibilities
Start with specifying the position title accurately. It's essential that the job duties for the new position are listed comprehensively. Being vague can lead to confusion and misalignment.
When your job req details are precise, it makes the hiring process smoother and ensures that candidates have a clear understanding of what's expected of them.
Aligning with company culture and values
A great job requisition doesn't just focus on skills and qualifications; it also weaves in the company's culture and values. When posting on job boards or any internal document, ensure that the tone and language align with how your company presents itself.
Ensuring all stakeholders are involved and informed
A job requisition request is a formal request to fill a job opening, and it's not a solitary endeavor. Different departments, especially the finance department, should be looped in to ensure budgets are in place.
Your HR business partner should also be in the loop, ensuring that the requisition aligns with overall company strategy and needs. When everyone's on the same page, it prevents potential roadblocks down the line.
Using standardized templates and technology
Consistency is key. Using a standardized job requisition template ensures that all vital details are covered and presented in a format familiar to all stakeholders. Moreover, with the advent of technology, integrating tools like applicant tracking systems can streamline the process.
These systems can store job requisition requests, track approvals, and even auto-fill certain details, saving time and preventing errors.
Leveraging technology in the job requisition process
The digital age has ushered in a plethora of tools and technologies designed to streamline and enhance the job requisition process. By leveraging these, HR departments can ensure a more efficient, accurate, and comprehensive approach to talent acquisition.
1. Modern tools and platforms for creating and tracking requisitions
There are various software platforms today that specialize in job requisition management. These tools allow HR professionals to create requisitions, track their progress, and manage approvals all in one place. Features might include:
Template creation: Use predefined templates to ensure all vital information is included in each requisition.
Collaborative features: Enable multiple stakeholders, from hiring managers to finance teams, to provide input and feedback in real-time.
Integration with job boards: Directly post approved job requisitions to various job boards or the company website with a single click.
Tracking and analytics: Monitor the status of each requisition, from creation to approval to hiring, and derive insights from analytics to optimize the process.
2. Benefits of automation and artificial intelligence
With automation and artificial intelligence (AI) coming to the forefront:
Reduced errors: Automation minimizes manual data entry, leading to fewer errors in the job requisition process.
Faster approvals: AI can predict which requisitions will get approved based on historical data, speeding up the decision-making process.
Enhanced matching: AI algorithms can review and match job requisitions with potential candidates, ensuring a better fit based on skills, experience, and company culture.
Predictive analytics: AI can forecast hiring needs based on company growth, turnover rates, and other factors, helping HR be proactive in their recruitment strategies.
3. Ensuring data privacy and security
As with any digital platform, data privacy and security are paramount:
Data encryption: Ensure the tools used to encrypt sensitive information, especially when stored or transmitted.
Access control: Implement user permissions so that only authorized individuals can view, edit, or approve requisitions.
Regular audits: Conduct periodic checks to ensure compliance with data protection regulations and to detect any potential vulnerabilities.
Training: Educate stakeholders about best practices to ensure data privacy and the importance of not sharing sensitive information inappropriately.
Incorporating technology into the job requisition process not only streamlines operations but also offers a competitive edge, ensuring companies remain agile and effective in their hiring endeavors.
Leveraging technology in job requisitions is more than a convenience—it's a necessity.
By integrating modern tools and AI, businesses can streamline operations while ensuring data protection.
Embracing this technological shift not only enhances efficiency but also positions companies at the forefront of innovative hiring practices.
Rinaily is a renowned expert in the field of human resources with years of industry experience. With a passion for writing high-quality HR content, Rinaily brings a unique perspective to the challenges and opportunities of the modern workplace. As an experienced HR professional and content writer, She has contributed to leading publications in the field of HR.
Please note that the information on our website is intended for general informational purposes and not as binding advice. The information on our website cannot be considered a substitute for legal and binding advice for any specific situation. While we strive to provide up-to-date and accurate information, we do not guarantee the accuracy, completeness and timeliness of the information on our website for any purpose. We are not liable for any damage or loss arising from the use of the information on our website.
Ready to try Shiftbase for free?
Save time and money
Ready to try Shiftbase for free?Try for free