Recent reports about the trucking industry indicate that truck drivers are likely to apply to more than one job at a time. About 42 percent of drivers apply for 2-3 jobs at the same time, while another 37 percent apply for four or more. This means your company is competing with other carriers to hire the same drivers as quickly as possible. The time it takes your company to screen a new driver can mean the difference between hiring that driver and another carrier beating you to it. Taking more time than you want to screen new drivers isn’t the only issue - you might be spending more money than you need to be too. Read on to learn five tips to ensure your new hire screening process is as efficient as possible.
1. Automate the screening process and integrate systems.
Eliminate manual and paper-based processes to reduce waste and make the entire screening process more efficient. If you use multiple systems to screen new hires, it’s best if they are integrated into one seamless internal process. If it’s possible, use one system that allows you to pull and compile all reports you need, including work history, MVR, CDLIS, PSP, criminal, and drug and alcohol.
If possible, incorporate your applicant tracking system with the systems you use to pull screening reports. This will help you avoid manual input of applicant information.
2. Only pull the reports you need in the order you need them.
While it might seem more effective to download all reports at once, you may be wasting money by doing so. It’s possible to rule out some applicants by using certain reports, thereby not needing the other reports for those applicants. Defining a seamless workflow that takes you through only the reports you need will help save you both time and money.
An example workflow might begin with work and drug and alcohol history reports. If you find that a driver doesn’t meet your carrier requirements for years of experience, you can easily forgo additional reports. Starting with the work history verification will help you rule out unqualified drivers early in the process. CDLIS reports often provide information about a driver’s additional licenses or aliases which may be needed to run a more comprehensive PSP report or to pull MVRs from all possible states, so it makes sense to pull this report before the other two. Lastly, a criminal background report can be pulled last after a job is extended to an applicant, saving the expense of the criminal report until a driver has passed all other screening.
BONUS TIP: Does your carrier ask about criminal history on driver applications? Many states and counties have ‘banned the box’, so we recommend checking with your legal team if your answer to this question was yes. While we’re not lawyers, you can learn more from our white paper which can be found by clicking here.
3. Choose a screening system with a fee structure that gives you budgetary control.
Make sure you choose a system that doesn’t charge for additional downloads or views of the same reports. If your only cost is incurred for the report’s initial download, then you won’t have to pay each time a recruiter needs to view it. Similarly, it’s possible that multiple recruiters or someone in your HR and safety departments will need to access the same report. If you have a team working together to hire one driver, choosing a system that only charges you for the initial download will save you more money. Beyond the actual fee structure of a screening system, look for a system with transparent fees and easy-to-read invoices. Carriers often face unexpected expenses during the screening process which can be avoided by choosing a screening system that is upfront about their pricing structure.
4. Choose an adaptive system.
Choose a system that is user-friendly, easy to learn, and shows progress as the screening process moves along. Certain reports, such as some companies work history and PSPs, can be difficult to read so choose a system that displays the information in an easy-to-read format.
5. Run only one PSP report per candidate.
You’re charged a fee every time you order a PSP report on a candidate. Take someone named Janice Smith, for example, who changed her name to Janice Jones and moved from Texas to California and held CDLs in both states. The cost to get a PSP report for ‘Janice Smith’ in California can be the same cost as running a search for ‘Janice Smith,’ ‘Janice Jones,’ and ‘Jan Jones’ in both Texas and California. In this instance, running separate searches for Janice would cost you multiple times the amount of running one report for all of Janice’s names on record in both states where she has held a CDL.
There are steps you can take to avoid running unnecessary PSP reports yourself, but some screening systems identify all possible name combinations and aliases for you. Choosing a system with this capability could save your fleet time and money.
DriverFacts can help your company manage driver data and streamline your new hire process. The DriverFacts SMARTSystem provides Members with simple, logical and automated access to order work histories, PSPs, MVRs and criminal background checks. It’s a user-friendly and time-saving solution that can be customized to your carrier’s needs. With the DriverFacts system, not only can verification happen faster, but it can also help reduce costs often associated with drivers moving around from one job to another. For more information on DriverFacts, call (888) 844-4730 x805 or visit www.driverfacts.com.