The recruiting process is usually quite laborious and time-consuming, involving multiple exchanges of emails and phone conversations between the company and the candidate. However, using AI and software can reduce a significant part of this workload - so that recruiters can concentrate on other crucial tasks.
In this article, we'll go through the concept of recruitment automation, the benefits of optimizing for it, and tips on improving the entire recruiting process.
What is recruitment automation?
Recruitment automation refers to the process of recruiters automating their tasks and workflows using the power of AI. This involves a variety of activities, such as uploading job postings, replying to emails, or using an applicant tracking system. The purpose is to reduce the amount of workload - as well as to create a smoother, more efficient sourcing process.
Why is recruiting automation a must now?
Once upon a time, the words "automation in Recruitment" would either inspire dread over losing one’s job or provoke an unimpressed “Yeah, right!” from the listener.
Today, automation is on its way to becoming a ubiquitous and indispensable feature for recruitment and staffing agencies worldwide. AI (Artificial Intelligence) and RPA (Robotic Process Automation) now feature widely in the recruitment processes.
And there’s no going back. AI has become a game-changer in recruiting. Contrary to popular belief, their use won't push out humans from recruitment. If anything, it will intensify the human touch and enable recruiters to act more effectively in vital areas of the recruitment process.
Recruiting has seen extensive restructuring to incorporate automation and AI. The transformation is welcome; it has led to better reach and greater efficiency in attracting the best talent.
Read on to find out why phasing out traditional methods of recruitment in favor of automated processes can reinvigorate and revitalize your company, along with proactive recruitment strategies.
Hire better quality candidates
That’s our ultimate aim, isn’t it? It’s always quality over quantity - and this is where you should realize (and appreciate) the benefits of recruiting automation. By using algorithms to screen candidates, staffing businesses can ensure that only the most qualified candidates are considered for positions. This can save time and resources that would otherwise be spent on interviewing unqualified candidates.
In addition, every time a new job opens up which requires a profile similar to ones that have been appointed before, recruiters can go back to the Applicant Tracking System and invite the applicants with a similar profile who were previously rejected. The need for going through the entire process to find a candidate who possesses the right qualities is definitely lowered.
With AI or machine learning, getting quality candidates is that much easier because once an AI learns the factors that make a candidate successful, it will tweak its search criteria extensively until it puts only the best candidates in front of you.
Cut down on redundant workload
With automation, a huge amount of workload that is largely mundane and often redundant (e.g: publishing job-related ads, sending interview requests) is jettisoned. Traditionally, the preliminary screening process can take up to 23 hours for a single hire. On average 75% to 88% of the resumes received for a position are unqualified. If you can figure out how to automate your workflow, you can get the right candidates for the position without having to spend days sifting through irrelevant resumes. This is one top recruitment challenge you can get ahead of.
You can use an Applicant Tracking System (ATS) to shortlist the applicants who are a better fit for your company. Additionally, algorithms in AI can successfully predict (based on historical data) the candidates from the applicant pool who are likely to succeed at the job.
Reduce time to hire
Automating certain steps in the recruitment process can shorten the total time-to-hire, a critical metric in analyzing and evaluating the effectiveness of recruitment activities.
When a huge volume of pre-interview tasks are automated and handed over to AI, recruiters can focus on more important tasks like relationship-building and interviews. Since the first stage of the process is speeded up, the subsequent stages are also fast-tracked. And thanks to a centralized database, all information is stored in one place for better client relationship management and recruitment analytics.
Eliminate bias
Bias is still prevalent among recruiters. It may assume a number of different forms, the most prominent ones being: confirmation bias, similarity attraction effect, and the halo effect. Recruiters may consciously or unconsciously impose gender, political or racial bias when perusing applications.
Fortunately, this problem can be tackled - to a certain extent - by enlisting AI for recruitment. The use of recruitment software helps lower the potential for unconscious bias against certain demographic information of the applicants (e.g: previous school, zip code, etc.) - while at the same time directing the focus onto their skills and merits.
Improve candidate experience
It’s a challenge for recruiters to interact with thousands of job applicants and establish an effective communication channel with each of them individually. A great way to maintain a good relationship with potential hires is to use a chatbot.
A chatbot is a more efficient alternative for all the communication needs of an applicant up until the interview scheduling stage. It can satisfactorily answer the candidates’ FAQs regarding the job and the application process.
Chatbots can collect relevant information from the candidates and rank them on various metrics. They make the recruiter’s job easier and at the same time ensure that applicants are not left in limbo waiting for some form of communication. The chatbot will notify the applicants at every step of the process. Such communication will ensure those job seekers have a positive experience.
Read more: How to Build an Effective Candidate Attraction Strategy in Recruitment
How to use recruitment automation tools
Recruitment automation tools can be used to support the staffing process in many ways, including:
1. Job advertising
Targeted job advertising is one of the top features that recruiters often look for in automation tools. This feature allows them to quickly reach out to ideal candidates - without having to spend resources on ineffective ads.
2. Social recruiting
Apart from LinkedIn, your potential candidates are also active on other social sites such as Facebook, Instagram, and Twitter. So, it is important for you to leverage all of these platforms.
Posting and updating job descriptions manually, to all social accounts can be an overwhelming and time-consuming task. This is where automation tools come in handy. Recruiters can set up posting schedules - as well as target audiences and let the tools do their job.
These tools can also assist recruiters in evaluating the background and connections of potential candidates by analyzing their social media data.
3. Pre-employment assessments
Pre-employment assessments provide a great way to evaluate candidates' technical skills, characteristics, and cognitive abilities. By using automation tools, recruiters are better able to keep track of test results and candidates’ rankings regularly.
4. Interview scheduling
Scheduling interviews for a couple of candidates might be easy, but the moment the number starts going up to a dozen or more, the process starts becoming lengthier and more complex.
Recruitment automation tools can be used to schedule meetings with many candidates at once. This helps in saving time and is much more efficient than manual scheduling.
5. Candidate nurturing
Regardless of whether you successfully place a candidate or not, maintaining good relationships with them throughout the entire recruiting process is a must. Candidate relationship management (CRM) systems allow you to enhance candidates' experience by sending automatic emails and reminders. This keeps your candidates engaged and ensures they don’t miss out on any crucial information regarding the job they are applying for.
6. Candidate rediscovery and ranking
By constantly updating candidate availability and contact information, AI tools help recruiters in rediscovering past candidates who might be a good fit for a new position. As with the other features, this helps in weeding out irrelevant candidates and improving the overall efficiency of the sourcing process.
Cut the clutter with automated pre-screening. This feature allows employers to quickly gauge a candidate's skills, qualifications, and experience. Create custom questions that align with your needs and let the algorithm do the rest - score answers and rank applicants based on your pre-set criteria. This not only slashes time spent on manual tasks but enhances consistency and precision. The result? High-caliber candidates at your fingertips and a major boost in your retention rates.
7. Swift Shortlisting and Rejection
Upgrade your recruitment workflow with automated shortlisting. Establish rules to accelerate selection and rejection, along with personalized status updates for applicants. This approach frees recruiters from mundane tasks and provides timely feedback to candidates. It also enables you to zero in on top-tier applicants based on previous assessments, streamlining your recruitment journey and enhancing the candidate experience.
8. One-way Video Interviewing
Go global with one-way video interviewing. This convenient, automated method lets you assess a candidate's capabilities and persona without hassles of scheduling or travel. Candidates can record their interview at their convenience, viewable by recruiters anytime, anywhere. This tool unshackles you from geographical constraints, enabling access to a diverse, global talent pool.
9. Video Interview Profiling
Crank it up a notch with video interview profiling. This feature blends artificial intelligence, facial recognition, natural language processing (NLP), and speech analytics to create a comprehensive candidate profile. By tempering unconscious bias, it enhances the fairness and objectivity of your recruiting process. Leverage this data-rich profiling to complement your subjective judgments, accelerate decision-making, and potentially slash your time-to-hire by an astounding 90% (HireVue).
10. Seamless Interview Scheduling
Eliminate calendar chaos with automated interview scheduling. Sync an automated calendar or meeting scheduler with your email platform or ATS system. This allows schedule requests from candidates to populate the recruiter’s calendar automatically, freeing up time for more critical tasks. It also ensures a smooth recruitment experience for applicants with convenient meeting options and prompt responses.
11. Automated Communication
Revolutionize candidate communication with automation. Integrate automated text messages, emails, or chatbots into your recruiting process. These tools amplify engagement, accelerate the flow of communication, and provide timely updates on job postings and recruitment status. They also automate routine tasks and responses to frequently asked questions.
12. Smart Job Posting
Maximize your outreach with automated job posting platforms. These tools empower you to broadcast job openings to multiple websites and job boards simultaneously, saving you time and effort. They also provide data on job performance metrics, such as the number of clicks and applications received, helping you refine your recruitment strategy.
13. Automated Follow-ups
Upgrade your candidate follow-ups with automation. Automate tracking and responding to emails or calls from candidates, slashing time spent on manual tasks. Send personalized messages based on past interactions, ensuring consistent communication and a stellar candidate experience.
14. Real-time Status Updates
Keep everyone in the loop with automated status updates. Set up automatic notifications to provide recruiters and candidates with updates on application progress. This transparency enhances the recruitment process, allowing recruiters to respond promptly to queries. It also allows tracking of each candidate’s journey, providing insights into your recruitment strategy's effectiveness.
15. Automated Reporting and Analytics
Harness the power of data with automated reporting and recruitment analytics. Use these insights to understand which candidates are best suited for each role, along with the overall cost per hire. They also highlight potential areas for improvement, enabling informed decisions to enhance efficiency and reduce costs.
Read more: Advantages of Social Media for Recruitment: Best Practices
Tips for Recruitment Process Automation
- Start Small: Don't automate your entire recruitment process at once. Begin with a few tasks, and expand as you become more proficient.
- Seek Stakeholder Buy-in: Ensure alignment and buy-in from all stakeholders, including hiring managers, recruiters, and HR professionals.
- Stay Flexible: Be prepared to tweak your automated recruitment process based on feedback and evolving needs.
- Measure Results: Regularly evaluate the results of your automation to ensure it is delivering the desired outcomes.
- Choose Appropriate Tools: Select automation tools that match your needs and budget.
- Train Your Team: Invest time in training your team to maximize the effectiveness of the automation tools.
- Monitor and Adjust: Keep a close watch on the automated processes and fine-tune them as necessary.
- Personalize the Experience: Despite automation, strive to provide a personalized experience for candidates.
Recruitment automation is the magic wand that can transform your recruiting process. By automating key elements, you can significantly enhance efficiency, save time, and deliver a superior candidate experience.
However, remember that automation is not a silver bullet. It requires careful selection of the right tools and techniques, aligning with your organizational needs and budget. It also demands regular monitoring, measurement of results, and necessary adjustments to remain effective.
Final thoughts
Given the current dynamics of the business world, there’s no turning back - recruitment and staffing agencies must either renovate their whole operations or watch themselves fall behind the competition. We hope that the above analysis should provide you with a comprehensive understanding of recruitment automation - and how to adopt it into your daily process.
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