The best way to avoid overwhelm is to start with a clear system. If you’re posting jobs across different platforms or receiving resumes by email, things can get scattered quickly.
Consider using a shared spreadsheet (like Google Sheets) to track all incoming applicants. This can include:
- Candidate name
- Role applied for
- Contact information
- Resume link
- Interview status
- Notes from interviews or resume reviews
- Ranking or fit score
Having everything in one centralized sheet will help you stay on top of the process and quickly compare applicants side-by-side.
Step 2: Define the Key Traits for the Role (Beyond Just the Resume)
Many resumes will list the same basic credentials: RN license, years of experience, certifications, previous job titles. But the candidates that stand out often bring something extra—an attitude, an approach, or a communication style that aligns with your team’s culture.
Before you even review applications, take time to clarify the soft skills and values you want in this role. Ask yourself:
- Do they need to handle fast-paced shifts or independent fieldwork?
- Is this a role where compassion and bedside manner outweigh technical experience?
- Will they need to work closely with a team or be self-directed?
- Are you looking for someone eager to grow, or someone who’s ready to lead?
This clarity gives you more confidence in the sorting process and allows you to look at each resume with a sharper lens.
Step 3: Create a Simple Sorting System
Once resumes start arriving, it helps to separate candidates into 3 main categories:
1. Strong Match:
✔ Meets all job requirements
✔ Experience fits the role
✔ Cover letter or resume shows genuine interest
✔ Soft skills and tone align with your company values
2. Potential Fit:
✔ Has most key qualifications
✔ Might need training or mentorship
✔ Brings something unique (e.g., multilingual, nonprofit experience)
3. Not a Match:
✘ Doesn’t meet basic requirements
✘ Little or no relevance to your field
✘ Red flags in professionalism or work history
This process lets you quickly prioritize your top candidates and focus your energy where it matters most.
Step 4: Review Resumes with a Focus on Alignment
Reading resumes effectively means looking beyond keywords. Pay attention to:
- Job stability: Do they stay long in roles or frequently jump around?
- Growth: Have they advanced over time or taken on new challenges?
- Specialized experience: Look for work in similar settings (urgent care, home health, pediatrics, etc.)
- Tone and presentation: A resume is often the first reflection of their professionalism and attention to detail.
Take notes directly in your spreadsheet so all hiring team members can review your thoughts. You can even use a simple 1–5 rating system for qualifications, culture fit, and overall impression.
Step 5: Involve Your Team in the Selection Process
Choosing the right person shouldn’t fall on one person’s shoulders alone. Involve your direct team or department leads in the review process, especially if the new hire will be working closely with them.
Use shared Google Docs or Sheets to collect team feedback and shortlist candidates together. Everyone brings a different perspective—what one manager sees as a great resume, another might flag as missing something important.
Having multiple eyes on the applications leads to better hires and stronger alignment across your team.
Step 6: Match Candidates with Company Culture
Credentials might get someone through the door, but culture keeps them there. During the interview stage, ask yourself:
- Can I picture this person interacting with our current team?
- Do they align with our communication style and patient care values?
- Are they asking thoughtful questions that show curiosity and engagement?
- Would I feel confident assigning them responsibility on day one?
Sometimes the best candidate on paper isn’t the right person for your team. Trust your instincts—and listen to your staff—when evaluating whether someone truly fits the work environment you're building.
Step 7: Stay Organized Post-Hire
Once you've hired someone, keep their resume, interview notes, and hiring feedback stored in a simple cloud folder or document for future reference.
This helps you:
- Track hiring patterns
- Learn what kinds of resumes lead to successful hires
- Prepare better job descriptions next time
- Onboard more effectively by sharing what impressed you about the new hire
It also gives you a quick reference in case they apply for a promotion or change roles within the organization down the line.
Final Thoughts: Hiring Is a Team Sport
The hiring process doesn't stop at the resume—it’s a blend of organization, judgment, teamwork, and a clear understanding of your workplace culture. By sorting resumes thoughtfully, documenting decisions, and aligning your process with your values, you’ll attract and select candidates who don’t just look good on paper—but who actually thrive on your team.
In the fast-moving world of healthcare, having a clear, consistent hiring system can make all the difference. And when done right, it doesn’t just save time—it builds a team that sticks together and delivers results.