Recruiters are some of the hardest working professionals. They’re often tasked with sourcing, screening, interviewing, coordinating, compiling vital information, onboarding, and, ultimately helping make a hiring decision. The list can go on depending on the company and specific recruitment function. The stakes are high: Great hires have the potential to transform a team, bad hires have the potential to cost a company up to $15,000.
Recruiters simply can’t afford to waste time or lose great candidates in the process, which is why it’s so strange that there continue to be so many manual tasks in recruitment. Not only are manual tasks in recruitment wasting valuable time, but they’re also losing your hard earned talent. Manual tasks may be losing you candidates along the way by either creating a poor candidate experience or making your team slower to interview or offer than your competitors.
Here is our checklist of manual tasks that may be causing you or your team to lose out on successful candidates.
Synthesizing & uploading profiles
Sourcing needs to be agile and rapid fire, especially when operating in a competitive candidate market. The sooner a candidate is screened and invited for an interview, the sooner they can be potentially taken off the market. Despite the need for speed, if you’re sourcing candidates outside of your own talent pool or database, sourcing can be time-consuming and a painstaking manual task in recruitment.
Downloading CVs and profiles across platforms (like Facebook, LinkedIn or GitHub), only to have to save them and then manually upload them into your ATS or CRM, costs you valuable time. Even if you source and upload in batches, you may be risking leaving one candidate in your download folder. Additionally, you may want to consider that keeping candidate data on individual computers and outside of your ATS may be a GDPR compliance risk.
Sifting through Excel sheets
If you find yourself regularly seeking information from Excel sheets, you may be falling victim to sunken time. Excel has long been a tool of the trade for recruiters. But Excel sheets individually stored on computers can pose risks to your data security, erode team collaboration and perpetuate manual tasks in recruitment.
Excel sheets require extensive manual data entry and are undoubtedly time-consuming to keep updated. Human error can easily accidentally remove crucial information or mistype emails or phone numbers. The continued use of Excel in your day-to-day will not only waste precious time but will pose a serious risk to your data security and candidate data access.
Candidate communication is of the utmost importance in any hiring process. Keeping track of complex hiring processes can get hectic if your email doesn’t feed directly into candidate profiles. Often individual recruiters will spend a good deal of admin time with manual tasks in recruitment, including reconciling email records.
Reconciling email records is necessary when you have to manually upload records of email contact to your candidate record. When you do this, you potentially leave out crucial emails and lose essential time in your day. Leaving out pieces of information can prompt you to have to ask the candidate again or risk not having it. Either way, you could be at risk of seeming amateur or unprepared leading to a poor candidate experience.
Checking for applications
Especially when requirements are urgent, you may find yourself checking your inbox on multiple platforms constantly. However, if a requirement has been filled or is not as urgent, you may forget you posted it on another platform. Applications and candidate queries could go unanswered in the meantime.
Checking for applications is a manual task in recruitment that could be costing your business successful candidates. The need to manually check every platform or wait for sporadic alerts in your inbox could mean that some applications are unintentionally ignored or missed. If you have to manually check for applications across platforms, you may be losing out on great candidates.
Posting on multiple platforms
You definitely want to make sure as many qualified candidates as possible see your vacancy. Posting it across multiple channels and platforms is certainly the best way of doing this. However, it is also a manual task in recruitment that could be wasting your time when it comes to managing the postings individually.
If the details of an opportunity change or a requirement is unexpectedly closed, you would have to go into each platform and manually edit or remove the posting. Failing to do so could mean that you get applications for a position that has been closed, creating a poor candidate experience. Or without editing the posting you may be misinforming candidates who apply. Both possibilities hardly create a positive candidate experience that would encourage skilled professionals to join your company.
Scheduling interviews with your hiring manager and candidates can be the ultimate game of cat-and-mouse. Once you have your candidate on board for one date, the hiring manager is no longer available to interview them. Or vice versa. Many emails can be exchanged before you’re able to lock down a time and date for the interview. By then your candidate could be interviewing elsewhere.
Scheduling interviews is one of the more painful manual tasks in recruitment. Additionally, with its manual nature, placing the meeting in everyone’s calendars leaves room for human error. Even having a scheduling assistant outside of your own ATS can lead to miscommunications. Missing an interview or delaying it because it was placed in the incorrect timeslot can mean missing out on great talent or creating a negative candidate experience.
Can you sense a pattern? Manual tasks consistently mean that recruiters risk losing out on great talent.
Scheduling interviews goes beyond keeping your recruitment processes in order. It also shows your company’s commitment to technology-driven efficiency and convenience. This is especially important when targeting a workforce that is predominantly made up of millennials and Gen Zers, who attach great importance to the technological sophistication of an organization. It would be incredibly difficult to attract them without automated recruiting software in place.
When scheduling interviews, it’s always worth keeping in mind that the ATS you use to automate this function should have the capability of working on mobile. According to the 2018 Global Web Index, Generation Z averages up to 4 hours a day on their mobile phones, over 20 mins more than their millennial counterparts. They also attach great importance to the technological sophistication of an organization. Almost 90% of them said this would directly impact their decision of whether to work for a company.
Creating talent pipelines
Recruiters should always be thinking about future positions to fill, especially in a candidate-driven market. Therefore, it's important to build a long-term professional relationship with both active and passive candidates for future roles, which is known as talent pipelining. It is a long-term strategy that relies on sourcing and nurturing candidates. There's no better way to keep on top of this than with an effective recruiting software platform, where you can easily access your talent pipeline database and keep the lines of communication open with prospective candidates.
Once you receive an application, you can add it to your database and track applicants for your current job openings. The database retains all applicants' info, which is essential for meeting long-term staffing needs. You can also share information about your talent pipeline easily with your team.
Automating your talent pipeline can help you stay on top of your company's hiring needs and locate quality candidates faster. Forward-thinking companies use it as a way to nurture candidates and stay on top of their hiring process.
The solution: Tooling & automation
Recruiters are busy people because they are tasked with so many responsibilities in the hiring process. Traditionally, many of these responsibilities have involved manual tasks in recruitment. Today there are so many alternatives to this with the help of tech-driven solutions. A Talent Acquisition Platform like Recruitee helps you automate these tasks in order to save you time and lost candidates. From our sourcing extension that automatically pulls profiles from various platforms to our scheduling feature that finds mutual times across agendas and syncs with candidate records, we are committed to helping you attract the best talent, automate your process, and predict your next strategic move.
Additionally, there are a number of tools you can use to work around manual tasks and speed up your hiring. Make sure you use all the technology available to you to make sure you’re not missing out on the talent you need!
A quick example: Automate screening questions
When sifting through hundreds of CVs, it can be difficult to keep on top of all the applicants and whether they truly meet your job requirements. This is where automating screening questions can help. You can automatically narrow down your list to easily select applicants who match your criteria, from skillset, location, education requirements, whether they’re authorized to work where your company is based, etc. The list goes on!
Pre-screening can go beyond just asking candidates questions. With an ATS, you can also send out questionnaires and tests to assess whether applicants are a fit for the role. These tests can be used to determine a number of things, including work aptitude, personality traits, and scenario-based situations. If a candidate spends the time to fill out these tests, then that is also an indicator that they’re willing to make an effort to pursue a career at your company.
Keyword testing is also becoming more common as part of the pre-screening process. For example, if you require a candidate with impeccable SEO knowledge, then you can easily filter through applications by searching for the term ‘SEO specialist’ in your ATS. However, keep in mind that applicants are also becoming savvier and know that employers are on the lookout for specific keywords, so this isn’t always the most reliable way of finding the candidates you want and need!
Typically, the pre-screening stage of applications can slow down the hiring process. The main benefit of automated pre-screening is that it shortens the time-to-hire and can help you find higher quality employees faster. So if you haven’t already automated your pre-screening process, give it a go and see how well it works for you in filtering out the best candidates for your roles.