How to Draft a High-Volume Pre-Hire Assessment Tender

When you’re responsible for recruiting at scale, finding the right pre-hire assessment solution can be the difference between a streamlined hiring process and a logistical nightmare. Drafting a tender for high-volume pre-hire assessments is an opportunity to set clear expectations for vendors while ensuring the solution you select truly meets your organization’s needs. Here are the key considerations to include in your tender, with a strong focus on job-realistic assessments and ease of use.

1. Define Your Assessment Objectives

Start by outlining the specific goals you want to achieve with a pre-hire assessment. For high-volume hiring, these may include:

• Reducing time-to-hire.
• Improving candidate quality.
• Enhancing candidate experience.
• Ensuring hiring fairness and compliance.

Emphasize the type of assessments most suitable for your needs. Situational Judgment Tests (SJTs) and cognitive ability assessments are common, but job-realistic assessments—which give candidates a preview of the role while testing job-specific skills—often yield the best results for high-volume hiring. Specify whether the assessments should measure technical skills, soft skills, or a combination of both.

2. Prioritize Candidate Experience

Your assessment should not only evaluate candidates but also leave a positive impression. Include the following criteria:

• Job Realism: Assessments that simulate real job tasks help candidates self-select out if the role isn’t right for them, reducing attrition.
• Device Compatibility: Ensure assessments are optimized for mobile, tablet, and desktop use, as many candidates will apply on the go.
• Employer Branding: Assessments should reflect your company’s tone, values, and visuals to enhance brand perception.
• Web Accessibility: Ensure compliance with accessibility standards (e.g., WCAG) to accommodate candidates with disabilities.

3. Demand Recruiter-Friendly Features

Recruiters are the end-users of the assessment platform, so ease of use should be a priority. Highlight the following requirements:

• User-Friendly Candidate Reports: Reports should be easy to interpret, helping recruiters make swift decisions.
• ATS Integration: The platform must integrate seamlessly with your Applicant Tracking System to avoid manual work.
• Data Exports: Include options for exporting data in usable formats for deeper analysis.

4. Emphasize Assessment Customisation

Generic assessments may not align well with the specific needs of your roles or organization. Job-customized assessments yield better results by focusing on the actual requirements of the job. Your tender should include:

• Customisation Capabilities: Vendors should offer the ability to tailor assessments to reflect the nuances of your roles.
• Ongoing Updates: Specify whether assessments can be updated or modified as roles evolve.
• Speed of Delivery: Request details on the timeline for designing, delivering, and implementing assessments.

5. Consider Vendor Support and Responsiveness

The quality of support from your vendor can make or break the success of your assessment program. Ask vendors to outline:

• Service Levels: Define expected response times for queries and support requests.
• Account Management: Look for vendors that provide a dedicated account manager to assist with onboarding, training, and troubleshooting.
• Training Resources: Specify whether training will be provided for recruiters and hiring managers.

6. Evaluate Data Security and Compliance

High-volume hiring involves processing large volumes of personal data. Include these requirements:

• Data Security Standards: Vendors must comply with standards such as GDPR, ISO 27001, or equivalent.
• Data Retention Policies: Clarify how long candidate data will be stored and the process for deletion upon request.

7. Request Case Studies and References

Ask vendors to provide case studies or references from similar organizations. Pay attention to their experience in high-volume hiring and their ability to deliver results within tight timeframes.

8. Define Clear Evaluation Criteria

To streamline the selection process, create a scoring matrix for vendor proposals. Consider weightings for the following factors:

• Assessment customisation and relevance.
• Candidate and recruiter experience.
• Technical compatibility (e.g., ATS integration, mobile optimization).
• Vendor responsiveness and support.
• Commercials and value for money.

9. Set Realistic Delivery Timelines

High-volume hiring often has tight deadlines. Include your expected timeframes for implementation, including time for customisation, testing, and training.

10. Future-Proof Your Solution

High-volume hiring needs can evolve. Ask vendors to outline how their solution can adapt to changes in your organization’s hiring strategy or volume.

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Drafting a comprehensive tender for high-volume pre-hire assessments ensures you’re well-positioned to find a solution that meets your needs now and in the future. By prioritizing customisation, responsive vendors, and ease of use, you’ll set the foundation for a successful partnership that enhances your hiring outcomes.