Introduction

Hiring Templates

The 'About Us' Blurb

Job Adverts

Interview Invitation Email

Interview Questions and Evaluation Structure

Interview Follow Up Emails

Offer Letter

Contract of Employment

Pre First-Day Preparation Email

First-Day Welcome Email

First Week Catch-Up Email

Onboarding

Let's talk about something every company deals with but often overlook - the hiring process. I know, I know, it's not the most exciting part of running a practice, but trust me, it's crucial.

We've all been there - drowning in emails, scrambling to put together interview questions, interviewing candidate after candidate, and trying to remember what we told the last candidate. It can definitely be exhausting. But here's the thing: a smooth hiring process isn't just good for you, it's great for your candidates too. And in this tight-knit industry, word gets around fast.

We’ve heard all sorts of stories from candidates about their interview experiences with architectural practices. From turning down offers due to the lengthy interview process to not hearing back following three rounds of interviews or having to answer awkward personal questions at interviews. A bad hiring experience leads to talent walking out of the door before they even start the process. So let’s make sure that doesn’t happen to you. 

Below are 10 templates that will make your hiring process smoother and more successful.

Hiring Templates

1. The "About Us" Blurb

This is your chance to shine! Talk about your company's values, culture, and the cool projects you're working on. Are you all about sustainable design? Mention it! Do you have Friday drinks or flexible working hours? Pop it in! Have a blurb that you consistently include in all of your job adverts.

Example:

At XZY, we're not just designing buildings; we're shaping communities. Our multi-cultural team thrives on innovation, sustainability, and the occasional office ping-pong tournament. Current projects include a zero-carbon community centre and a vertical urban farm.

2. Job Adverts

Crafting an effective job advert is crucial for attracting the right talent to your architectural practice. It’s important to note that a job advert differs from a job description; its primary purpose is to attract candidates rather than provide an exhaustive list of duties. 

A well-structured job advert should include clear sections for company overview, key responsibilities, essential requirements, benefits, and application instructions. Remember to focus on listing only the most critical aspects of the role, avoiding the temptation to include every possible detail. Instead, highlight the elements that will truly capture the attention of your ideal candidates. 

A concise, engaging advert will encourage qualified architects to apply while giving them a glimpse into your practice’s culture and the exciting opportunities you offer.

3. Interview Invitation Email

Make it clear and friendly. Include all the details they need to know such such as time, date, place, contract number, who they’ll be interviewing with, instructions about the interview structure and any information you would like the candidate to bring with them to the interview.

Example:

Hey Sarah, we'd love to invite you for an interview for the Junior Architect role. Would you be available next Tuesday at 2 PM? You'll be meeting with Jane (our Design Director) and me. We're at 123 Brick Lane - it's the funky green building with the living wall. Bring along your portfolio, especially any projects focusing on sustainable design. If anything changes, give me a ring on 07700 900***.

4. Interview Questions and Evaluation Structure

To keep things fair and reduce bias, have a standard set of questions and evaluation criteria.

Example:

Question: "Tell us about a project where you faced a significant challenge. How did you overcome it?"

Evaluation criteria: Problem-solving skills (1-5), Communication (1-5), Technical knowledge (1-5)

Make sure to ask the same questions to all candidates and have multiple interviewers score independently.

5. Interview Follow-up Emails

Always, always follow up. Even if it's a 'no', constructive feedback can make a huge difference.

For successful candidates: "Great news, Emma! We loved your ideas on urban regeneration. We'd like to invite you for a second interview..."

For unsuccessful candidates: "Hi Tom, thank you for coming in to meet with us. While we were impressed with your creativity, we're looking for someone with more experience in commercial projects. Please however keep an eye out for our future job openings across various sectors, - we’d love to see you apply again in the future!"

6. Offer Letter

This is where you get to really sell the role. Include all the exciting bits that might not make it into the formal contract from reiterating company culture and vision to benefits, working arrangements and any other separate agreements discussed at interview such as 6-month salary review.

Example:

We're thrilled to offer you the Senior Architect position! Along with the salary and general terms of offer outlined above, you'll have the opportunity to lead our new sustainable housing project, attend the Venice Biennale, and participate in our mentorship program.

7. Contract of Employment

You should review your contract regularly as we understand many employment contracts are outsourced. If there's something in your contract template that you'd never actually enforce (like that 48-hour work week clause), chuck it out. Nobody likes surprises or clauses that might unnecessarily put a candidate off from signing your contract. If you take these out earlier, you can also ensure fairness across your company and not just for new recruits. 

8. Pre-First Day Email

Make them feel welcome before they even start.

Example: 

Hey Alex, we're excited to have you join us next Monday! Your desk is all set up (by the window with a view of the Shard). Dress code is smart-casual, but bring comfortable shoes - we'll be visiting a site in the afternoon. We looking forward to seeing you at 9am and Tal will greet you for your induction. Oh, and heads up - it's Pizza Friday!

9. First Day Welcome Email

Get the whole team involved in welcoming the newbie. Starting on your first day can be nerve-wracking so it’s always helpful if you make early introductions to help warm up conversations with the team. 

Example: 

Everyone, please join me in welcoming Lisa to the team! She's joining us as a Project Architect and will be working on the city library renovation. Lisa's a coffee fanatic, so I'm sure she'll fit right in with our caffeine-fuelled design sessions!

10. First Week Check-in Email

Show you care by checking in after their first week.

Example: 

Hi James, hope your first week has been great! Fancy a coffee catch-up next Tuesday to see how you're settling in?

Remember, these templates aren't just about making your life easier (although they definitely will). They're about creating a positive experience for every candidate who walks through your door or jumps on a video call. Because in the end, how you hire says a lot about how you work. 

Onboarding

While these templates are a great starting point, to really make sure you provide an excellent hiring experience, you need to place just as much importance on your onboarding process. When your new hire walks through the door, they need to know exactly who to turn to for different questions, from those related to HR to those about IT or current projects. A good onboarding process isn't just about knowing who's who though.

Your new hire should know exactly what's expected of them in their role. Are they working towards leading their first project? Taking charge of client presentations? Or maybe developing expertise in sustainable design? Whatever it is, make it clear to give them a roadmap for success for both parties. By setting clear expectations and goals from the start, you're setting up your new team member - and your practice - for long-term success.

Remember, a well-structured hiring and onboarding process can make the difference between a new hire who’s thriving and one who’s just surviving. It’s an investment of time and effort, sure, but trust me, it pays off big time in employee satisfaction and productivity. 

So there you have it, - your guide to not just hiring great architects but building a strong employer reputation and setting up new hires for success from day one.

If you have any questions, would like further insights or hiring templates, please just get in touch through hello@fatrecruitment.co.uk and we’ll be happy to send across our hiring pack. 

Happy recruiting!