Hiring today isn’t as simple as it once was. According to recent research, a single job advertisement can attract over 250 applications and in fields like data entry, administration, government jobs, or internships, that number can be even higher.
While many job seekers assume that recruiters can quickly sift through CVs in minutes, the truth is different. Shortlisting candidates can be overwhelming, especially when you’re faced with hundreds of resumes and a tight deadline.
The shortlisting stage is one of the most critical parts of recruitment: you must find the best talent while efficiently filtering out unsuitable candidates and you need to do it quickly and systematically.
In this article, we’ll walk you through 10 smart steps to help you shortlist CVs faster and more effectively.
1. Set Clear Selection Criteria
Before diving into a pile of CVs, define what you’re looking for. Use the job description and person specification to build two lists:
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Essential Criteria: Must have skills or qualifications.
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Desirable Criteria: Nice to have qualities that could give candidates an extra edge.
Be strict with the essential list. Any application that doesn’t meet these core requirements should be immediately set aside. This structured approach will also make it easier to split the work among your hiring team.
2. Open and Log All Applications
Once you receive a sufficient number of applications, open and log them all. Doing this upfront saves you time later and allows you to add quick notes to each application. These notes will help track disqualifications, keep the selection process transparent, and allow easy collaboration with team members.
3. Create a Sorting Spreadsheet
Organize your CVs using a simple spreadsheet. Create categories such as:
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Qualified
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Unqualified
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Maybe
This system allows you to focus quickly on the top candidates while keeping backup options in view. Organized shortlisting ensures you stay efficient even when volume is high.
4. Score Qualified Candidates Based on Essentials
After sorting, review the “Qualified” CVs carefully. Compare them against your essential criteria list and assign a score to each candidate. Candidates who score highest should naturally move to the next round of consideration.
5. Screen for Desirable Skills
Beyond essentials, now turn to your “desirable” criteria. Assign additional scores for candidates who meet these extra attributes. This will help you fine tune your shortlist and identify outstanding candidates who could bring additional value to the role.
6. Decide How Many Candidates to Interview
At this point, you might still have too many strong candidates. Decide how many interviews you’re willing to conduct. Focus on those who scored the highest across both essential and desirable criteria. This will streamline your process and avoid overwhelming your hiring schedule.
7. Use Telephone Screening Interviews
If you still have a long shortlist, telephone interviews are a great tool to narrow it down further. A quick 10–15 minute call can help verify basic details, assess communication skills, and confirm availability, saving you significant time before face to face interviews.
8. Set Up a Candidate Tracking Sheet
Keep your process organized by creating a tracking sheet. Include fields like:
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Candidate name
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Contact information
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Essential/desirable scores
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Notes (e.g., location, current job, salary expectations)
Tracking your applicants ensures a professional, methodical hiring process.
9. Get a Second Opinion
Bias, even unintentional, can creep into recruitment decisions. Have a second team member review your shortlist before finalizing. A fresh set of eyes can help ensure fairness and balance.
10. Communicate with All Applicants
Respect the effort candidates put into their applications. Once your shortlist is finalized, respond to all applicants even those you’re rejecting. A polite, professional message maintains your organization’s reputation and leaves the door open for future opportunities.
Need Help Shortlisting? JobsAfric Can Help!
Shortlisting applicants can still be a major challenge, even with a clear plan. If you’re feeling overwhelmed, you don’t have to do it alone.
JobsAfric is here to help!
At JobsAfric, we specialize in making recruitment easier, faster, and more efficient for African businesses. Our platform connects employers with top talent quickly and provides tools to help you streamline your hiring process from posting vacancies to filtering applications and shortlisting the best candidates.
We understand Africa’s unique hiring landscape and are committed to helping organizations like yours find the right candidates faster and smarter.
Need recruitment support? Visit JobsAfric.com today and see how we can help you hire better!
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