Recruitment and Selection Process: Here's How to Automate it

How to Use Automation to Refine Your Recruitment and Selection Process


February 4th, 2019 HR Process  

The HR team of a business is responsible for various activities and tasks. Managing the recruitment and selection process is, in many cases, one of the most business-critical, time-consuming, and high-profile tasks. It’s vital that the organization recruits well-qualified, highly skilled new employees to remain competitive. The quality of the recruitment process has an enormous impact on its ability to attract the best talent. Let’s take a look at some innovative ways to energize the recruitment activity of your business.

What Is the Recruitment and Selection Process?

The recruitment and selection process is all of the tasks that must take place to employ a new individual with an organization. Recruitment deals with specifying and authorizing a new vacancy, as well as methods to find candidates. Selection involves shortlisting, interviewing, and making a job offer to the best candidate.

Key Steps in the Recruitment and Selection Process

As with most complex processes, there are a number of steps involved in the recruitment and selection activity of most organizations. Here are the most common steps:

Receipt of a new hire request

When line managers identify a potential vacancy in the team, they often complete a form and send it to the HR division to authorize and start the recruitment process. A vacancy may arise due to an existing member of the team leaving or perhaps because of increased workloads, new business, etc.

The job requirements form should detail all of the information the HR department needs to create informative and engaging advertisements for the position, such as job title, number of hours, job description, and method of application. This form is an important way to avoid confusion regarding the details of the job at a later date.

Source candidates

Following receipt of a new hire request or job requirements form, the HR team can get started on sourcing candidates. This process can take many forms, and the methods chosen are very much dependent on the type of vacancy, the culture of the organization, etc. Advertisements on job boards and social media are popular ways of attracting new candidates. Many companies also use recruitment or headhunting agencies to source candidates with more specialized skill sets.

Screen applicants

The hiring manager and HR should work together to create a list of screening questions or criteria that they can apply against each application to decide whether the candidate is suitable and if he/she should be moved to the next stage. Screening questions usually include areas such as level of education, specific job skills, or personal qualifications.

Shortlist candidates

Once screening has taken place, there should be a pool of candidates remaining who meet the required job criteria, with all other applications having been rejected. It’s usually the case that the hiring manager or HR will also go through each application again to assess whether or not they should be progressed to the next stage, as sometimes exceptions can be made. It’s at this point that shortlisted candidates are contacted and invited to an interview.

Interview candidates

The purpose of an interview is to check the skills, qualifications, and experience of the candidates and to assess who would be the best fit for the organization in terms of culture and behaviors. There can be a lot of variation in the interview process–some organizations favor multi-stage interviews. There are further options relating to whether or not to conduct one-on-one or group interviews.

Skills testing

This step isn’t generally used across the board, but it can be a useful way of deciding whether or not a candidate is a good fit for the team and business. It comprises carrying out tests relating to the vacancy listed. Examples include inbox exercises to gauge prioritization abilities or group debates to assess communication and negotiation skills. The thinking behind this is that it is a more reliable and accurate way of assessing a candidate’s suitability than via a traditional interview alone.

Job offer

When all interviews have taken place, it’s time to consider and compare the performance of all applicants being interviewed and make a job offer to the best-suited individual. This usually means making a verbal offer, followed by sending a contract and other offer documents to the new hire for them to complete before their start date. When the individual accepts the job offer, the onboarding process can begin.

The Benefits of Using Technology to Automate the Recruitment and Selection Process

The recruitment and selection process involves multiple steps, multiple people, multiple approval levels, but is still largely predictable. Due to the long time frame, it can be hard to achieve consistency and accuracy while relying solely on manual processes.

Automated HR processes add a lot of benefits to any organization in the recruitment and selection process. Tracking of candidates is much easier as you can instantly see the status at any time without wondering if someone updated the spreadsheet or task board recently. Automation also ensures that you don’t miss out on any step, as the system is a program to guide the process along each time. In an automated system, you can even create different paths for different types of vacancies, or create some steps that only happen under certain conditions.

After implementing an automated recruitment process, HR teams will be able to spend more time evaluating candidates and less time in spreadsheets and Kanban boards, pushing around data to try to stay organized.

How KiSSFLOW Can Help to Automate the Recruitment Process

KiSSFLOW offers its users an easy-to-use, effective app that automates the different steps in the recruitment and selection process. Here are examples of some of the features:

It starts with a template form that line managers can complete. The form can be customized to your preferences, and includes multiple types of data validations. When HR has all the information they need about a vacancy, they can do a better job finding great candidates. When they are left without the right information, or when fields are left blank, they have to improvise, which often leads to mistakes later on.

Once completed, the form will automatically go to the right recruitment manager. Inside KiSSFLOW, you can set the workflow to be anything you want. It can include an unlimited number of steps, or parallel branches, and each step can be set to occur only on certain conditions.

After every step, automated notifications are sent to the next person in the workflow. They can access the online form from a laptop, or check it on the go from their mobile device. They can approve, reject, or ask questions about candidates immediately.

In addition to tasks done by humans, you can also create tasks done by systems, such as sending an email to candidates to inform them of their interview time and directions about how to enter your office. You can also create integrations with other platforms to update spreadsheets and databases after approvals are given.

You can set the permissions on certain fields in the form so that information is hidden or read-only at different steps. This is helpful when you don’t want the salary or other sensitive information displayed all the time.

KiSSFLOW also gives you the ability to create your own reports that are fed into a dashboard to show key statistics like how far most candidates make it in the process, how long the process takes, and the ratio of successful to unsuccessful applications.

The Difference Technology Can Make to Your Recruitment Process

Recruitment and selection can be a make-or-break process for a business. It’s imperative to ensure that it is conducted in a smooth, streamlined, and consistent manner in order to hire the best talent on the market and give potential employees a positive first impression of your organization. Using automation such as KiSSFLOW’s recruitment and selection app is the perfect way to transition your existing recruitment and selection activity from stagnant, inefficient manual processes to systematic, automated ones so that you can manage the process cleanly and improve the quality for the benefit of the business.