Image of woman being hired
Recruitment
5
min read

4 Ways to Make the Recruitment Process More Efficient in 2022

Xref

Quicklinks

Creating a more efficient recruitment process has never been more important. Hiring has become unpredictable and when recruiters need to hire, they usually need to do it fast.

This is due to the impacts of COVID-19 but also because the industry is rapidly digitising. Candidates are becoming used to better processes.

The statistics are firm about candidate expectations during the hiring process. A long recruitment process puts off 65% of candidates. Plus, 83% of candidates who have negative interview experiences will reconsider their decisions.

That means a long, clunky experience that doesn’t put the candidate first will jeopardise your hiring success.

A powerful way to improve your hiring process is to make it more efficient. 

What is efficiency in recruitment?

An efficient recruitment process is one that is fast and easy for both the recruiter and the candidate to follow. An efficient process automates manual tasks so time isn’t wasted on administration like inputting data into a system or filling out long forms. 

An efficient process also collects the right information at the right time so recruiters and candidates can make the best decisions for themselves. 

There are many ways to create a more efficient recruitment process. But the truth is, it all starts with using the right technology. That’s why in this blog we focus on four powerful ways you can use technology to create a more efficient recruitment process. 


4 powerful ways to make your recruitment process more efficient using technology 

Here are four ways you can create a more efficient recruitment process using technology. All of these points overlap but we’ve separated them to highlight key areas where technology can make the most difference in the recruitment process. 

1. Create a single source of truth

Does this scenario ring a bell? Candidates apply for a role through a job site, you download their information and add it to a spreadsheet. You shortlist candidates using the spreadsheet and then add their information into the software you use for screening.

Not only do haphazard processes like this take precious time, but they also leave candidate information all over the place. This is chaotic at best and non-compliant at worst.

To make your recruitment process more efficient, the first thing to do is ensure you have a single source of truth. One place where you can store all candidate information.

One way to do this is to use technology like an applicant tracking system (ATS). An ATS will house all your candidate information and eliminate the need for multiple spreadsheets. The best ATS will integrate with other technology used in your recruitment process. For example, your ATS can connect to the online reference software you use.

By creating a single source of truth, you keep all candidate information in one place and can move them through the process quicker. Information isn’t lost, candidates don’t miss key emails and you can close the loop with unsuccessful applicants more quickly. This is a win-win for the recruiter and the candidate. 


2. Embrace automation

There are some jobs in recruiting that are simple but take up a lot of time.

The great news is there’s a range of technology available to help automate recruiting tasks.

According to a global study by Monster, 40 % of recruiters are concerned about identifying quality candidates quickly. About 40% of recruiters also want to be able to effectively screen candidates before an interview.

With the right automation technology, you'll be able to identify and screen candidates much more efficiently. This will make it easier to shortlist candidates, no matter how many apply for the role at hand. Easier shortlisting means the recruitment process will be faster which improves candidate experience. It also means recruiters will have more data from which to base their decisions which can lead to better conversion and retention rates in the long run. 

In general, automation means recruiters can work smarter and not harder and apply their skills where they matter most. For example, rather than spend hours calling candidates for an initial phone screen, a recruiter can invest more time interviewing candidates who made it onto the shortlist. This scenario will more likely lead to the best hire. 

Overall, the best technology will serve more than one function and integrate with your single source of truth. Here’s a list of some tasks you can automate with the right technology:

  • Posting to multiple job boards
  • Emailing shortlisted candidates
  • Arranging pre-screening tasks and tests
  • Conducting pre-screening interviews
  • Organising interview times 
  • Writing letters of offer
  • Reference checking
  • ID and authentication checking
  • Closing the loop with unsuccessful candidates
  • Moving unsuccessful candidates into different talent pools
  • Onboarding successful candidates


3. Choose solutions that scale

In our first two points, we discuss implementing technology to help create a single source of truth and automate processes.

There are plenty of options on the market to achieve these goals. The trick is to choose technology that will scale with your business. When COVID-19 started, a lot of companies were thrust into remote hiring and used any solution they could get their hands on.

This is understandable, but now we know remote hiring is here to stay. The workplace is evolving and it’s time to find lasting solutions to hiring problems.

Here are some questions you can ask to test whether a product can scale with your company:

  • Does this technology add value to our process? How?
  • What ROI can we get from this technology?
  • Is there a limit to how many candidates I can put through this system?
  • Are there data limits?
  • How does this technology keep my data secure?
  • Is this technology available 24/7?
  • Are there different levels I can unlock as my business grows?
  • Can I integrate this tool with my tech stack?


These questions look at both the practical side of the technology you may choose and the value it can bring. Choosing products that scale will make your recruitment process more efficient because it means you won’t need to reinvent the wheel each time your needs change. If the company you are hiring for suddenly needs one hundred new workers, you don’t want to have to worry about changing your recruitment process or technology stack. The right technology should be able to scale up and scale down according to your needs. 


4. Experiment with your processes

When we say experiment with your processes we don’t just mean to see if all your technology works. We mean keeping an open mind and trying new things.

We can all get stuck in recruitment ruts but the changing workplace demands a new way of doing things.

For example, you may always reference candidates at the very end of your process. But reference checking earlier in the process can be a powerful way to shortlist a group of strong candidates. It gives recruiters more data to work with and saves time. It can also help you lock in top talent quickly because due diligence is covered earlier in the process. 

Another idea is to pre-screen all eligible candidates at the very beginning of your recruitment process. This means screening all candidates who meet basic eligibility requirements. This method will allow you to assess more candidates in less time giving you more data and a bigger talent pool to work with. A process like this can also reduce human bias. 

By constantly testing your processes you will naturally continue to improve efficiency. Creating an efficient recruitment funnel is an ongoing process and by keeping an open mindset, you will always be open to new ways you can improve. Just one small improvement in efficiency can make the biggest difference when the stakes are high. A slightly more efficient process might be the difference between securing or losing top talent! 

Moving forward 

Creating a more efficient recruitment process benefits everybody. Now is the time to take a hard look at your system and identify areas of improvement. In this blog we outline four key ways you can start creating a better recruitment system. 

They are: 

  1. Creating a single source of truth 
  2. Automating processes 
  3. Choosing technology that can scale 
  4. Testing your processes 

By making improvements in these areas you can create a recruitment process that is easier for both the recruiter and the candidate. An improved experience on both sides of the table leads to faster hiring and higher conversion and retention rates. A more efficient system also makes it easier for recruiters to handle any challenge that might come their way whether that be the sudden need for high volume hiring, or trying to secure top talent in a competitive landscape. In short, using technology to create a more efficient recruitment process makes life easier for everyone involved. Trust us, once you start using technology effectively you won’t want to return to manual processes! 

Try Xref for free text with branded shapes

Want to see Xref in action?

Find out why thousands of businesses globally trust Xref to help them hire. Book a free demo today.