The Right Questions to Ask a Hiring Manager

There’s no way around it. Miscommunication between a hiring manager and a recruiter is a major problem. Between a lack of time and overwhelmed recruiters to unrealistic expectations and constantly changing requests from hiring managers, the hiring process often gets significantly more complicated than anyone would like.

We’ve gathered some of the questions that recruiters should be asking hiring managers in order to get communication off on the right foot! When you and your team can communicate effectively and efficiently, you’re going to get more people into the right positions at the right time.

The Questions to Ask

Asking questions not only opens the conversation, but it helps you to build trust and a stable relationship with the person you’re asking. Questions, rather than assumptions or statements, help people to challenge their own thinking, guide their thoughts, and more. But you can’t just ask any random question. In a conversation with a hiring manager (especially the first one), these questions help to guide the entire hiring process and when you ask the right questions upfront you could avoid some headaches in the future.

The Basics

These are the questions you know to ask:

  • What’s the job title?
  • What is the work schedule or hours?
  • What’s the salary range?
  • Where should the candidate be located?
  • What are the must-have skills versus nice-to-have skills?

This is vital information to have before starting the sourcing process, but it’s also good to get them out of the way fairly quickly. Then you can move onto the questions that really open conversation.

The Questions Job Seekers May Ask You

Put yourself in the head of the job seekers you’ll be talking to. What sort of questions will they ask beyond the basics? How can you as a recruiter stand out as prepared for any of those questions?

Asking questions of the hiring manager, like:

  • What does an average day look like?
  • Is there room for growth?
  • What is this role’s impact at the company?

can help you find the perfect candidate AND answer questions that they’ll have. Being empathetic to the candidate’s needs and making that empathy clear to a hiring manager may also help that hiring manager embrace that empathy making the hiring process better for everyone.

Outline the Interview Process

Don’t wait until you’re into the interview process to understand the interview process. The candidates you speak to are going to want to know what the process is like so you need to have a firm grasp. Asking these questions of the hiring manager will also make sure that they have considered the process rather than simply winging it.

Some simple questions to start with are:

  • How many interviews will happen?
  • Who will be in those interviews?
  • What sort of prep do those interviewers need?
  • Will there be any sort of assessment for candidates to complete?

As the conversation goes on, probe a little deeper into any uncertainties the hiring manager seems to have. An equitable and clear interview process is a wonderful way to help diversity as well!

Out of The Box Questions

Not every question has to be a straight and direct one. Sometimes you want to ask some questions that allow for longer and more complex answers to really get a feel for the hiring manager you’re working with.

We outlined some of those questions in our blog post, Bridging the Gap Between Hiring Managers and Recruiters. Take a look to learn more about some great questions to ask as well as some more tips on working effectively with hiring managers.

Plan Ongoing Communication

Don’t get off the phone or end the email without planning when you will next check-in. This is one of the simplest steps you can take as a recruiter to confirm that communication is ongoing and effective.

Make sure to ask things like:

  • How often will check-ins happen?
  • How would you like those check-ins to happen? Email? Phone?
  • When can I expect feedback from you?

Make sure that your expectations are clear and that you understand theirs. By laying out the communication plans early everyone can feel confident focusing on getting the right person into the position rather than constantly rearranging check-ins.

Ultimately, quality communication between a recruiter and a hiring manager relies on good questions, realistic expectations, and mutual respect. While communication problems can still arise, laying out these conversations early and opening the lines of communication well will make the recruiting process smoother for everyone involved!

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Making Your Applicant Tracking System Work For You

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What if you sat down for your workday and got to work on a 20 year old computer? Since the ATS (Applicant Tracking System) hit the world in the late 90s if you’re still using an unoptimized ATS, that’s pretty much what you’re doing.

As we face the changes from COVID-19 and the job market upheaval, organizations are becoming critical of their tools. As they should be!

Having the right recruiting technology stack can mean the difference between success and failure. But you don’t always need to start from scratch or completely overhaul what you already have! Let’s look at how optimizing your Applicant Tracking System can save you time and money while increasing your recruiting efficiency.

The Challenges of Today’s Applicant Tracking Systems

Ineffective Search Capabilities

The goal of an ATS is to house and track applicants through the hiring journey. While ATSs often have some kind of filtering property, the accuracy of those searching features leave a lot to be desired. When we worked with AECOM we found that their existing ATS only had a 48% search accuracy. The recruiting teams had to spend hours sifting through piles of false positives or feeling like their database was inaccurate. In reality, their database was equipped with all of the candidates they needed. It was simply the search function that was lacking.

Disjointed Databases

Chances are that an ATS isn’t the only system that a recruiting team is using. In fact, 44% of teams house candidate data in more than just an ATS. There’s the ATS, CRM, maybe an HRIS, or even an in-house technology creation. Searching across those databases shouldn’t be a hassle, but often it can feel impossible.

All too often, recruiting teams feel as if their data isn’t up to par for their recruiting needs. Recruiters will often skip over their internal data altogether thanks to ineffective search and disjointed databases. They’ll head straight to external sources like social media. Our internal research shows that this ends up being a fruitless and costly expedition because anywhere between 40 – 60% of all available candidates are actually already in your data systems.

Lack of Talent Intelligence and Actionable Insights

We all know that the right data is critical for recruiting success. Teams need to know where candidates are, how their experience connects to the market at large, when requirements are unrealistic, and more. When an ATS can’t provide that crucial data, recruiters are left scrambling to present the right slates to hiring managers.

Unfortunately, most ATSs simply aren’t built to provide those insights and actionable next steps.

Optimizing Your Applicant Tracking System Can Help

Image that reads: Having the right recruiting technology stack can mean the difference between success and failure.

Let’s be honest: Recruiting technology isn’t inexpensive. It’s an investment in the success of you and your team. But it must help you and your team simplify your work and become more efficient in order to see a worthwhile return on that investment.

Despite the prevalence and relative quality of Applicant Tracking Systems, they’re far from the right solution for most teams. While many users cite tracking candidates through the recruiting process as the number one benefit of an ATS, less than half of respondents from an survey “say their ATS is good or very good at automatically matching candidates to the right job postings.” 

Many respondents cited that they use all of the functionality and capabilities of their ATS, but the number one weakness named was a lack of needed features. Despite using ATSs to their fullest potential, recruiters are still missing features.

With ATS users citing a lack of features, then simply replacing the system with another one is not the solution. You don’t need to overhaul your tech stack, you need to optimize it.

On top of that, the effort to replace an ATS isn’t something to scoff at. While the exact numbers can vary widely, your team could end up spending around or over $250,000 and spend 6 – 18 months simply to get the system in place. It’s a major undertaking. If you’ve already done that once and you can get a better system in place for less money and less time, why wouldn’t you?

How HiringSolved Integrates and Optimizes

Shon Burton, HiringSolved’s founder, had been working in recruiting and staffing. After years in the industry, he was left frustrated with the inefficiencies of the ATSs he was using. He knew that if there was a better way to source from a unified system efficiency would go up, more placements could be made, and people could get back to work.

HiringSolved integrates directly with your existing databases to make sure that you’re getting all of the value out of your existing system. During the implementation process, our expert team works to analyze your existing workflow, clean up your data so it’s ready to be searched and used effectively, and test everything along the way with your team. When you’re ready to launch, our Customer Success team is available for all your training needs. 

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Ultimately, we believe that technology should simplify your work. If it’s not simplifying your work and increasing your efficiency, then it’s not the right technology for you! 

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Hiring Bias: How to See It and How To Overcome It

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Diverse and inclusive workplaces are critical for success, but bias has a habit of creeping its way in. Let’s take a look at what bias is, how it can work its way into the hiring process, and what recruiters can do to help hiring teams overcome it.

What is Bias?

Bias is a prejudice in favor of or against a thing, person, or group in comparison with another. More often than not, biases are unfair and unsubstantiated. Bias is also significantly more prevalent than people often believe. While being biased is part of being human, we can make dedicated efforts to recognize, understand, and actively fight against those biases.

What Biases Affect Hiring Decisions?

The most common form of bias that recruiters will experience is implicit bias. Implicit bias is a bias that we don’t consciously note or actively create. But knowing some common types of biases can help us to spot them and stop them in their tracks.

Confirmation bias

Confirmation bias is the tendency for people to favor information that supports their pre-existing beliefs or existing biases. It often leads to people focusing on a single trait of a person and using that trait as the foundation for their opinion. For example, if a hiring manager has a bias favoring ivy league educated candidates, it is possible that they will prefer the candidate with the ivy league education even when confronted with a candidate with better on-the-job experience.

Halo Effect

The halo effect is similar to confirmation bias. The halo effect is when we become completely engrossed with one positive trait about a person. We then let that trait dictate our entire understanding of them. Let’s say a candidate is really great at creating spreadsheets. We may then allow the halo effect to take over. We begin to assume that they must be super organized which would mean that they’re good at managing budgets and projects which means they’re good at managing people and so on. All of those beliefs were based on the simple fact that they are good at making spreadsheets.

Similarity Attraction or Affinity Bias

This is probably the bias that people are most likely to recognize. Similarity attraction bias is when we are more likely to hire or recruit people who are similar to us. Often, that similarity has nothing to do with performance capabilities. This can mean that we are more drawn to someone who went to the same school as us, joined the same organizations, or grew up in the same town.

Nonverbal Bias

Nonverbal biases rely on judging candidates almost exclusively based on nonverbal cues like handshakes, posture, eye contact, etc. While it can seem like no big deal to judge people on these nonverbal conversational cues, you could inadvertently be judging something that is out of their control. Remember that consistent eye contact doesn’t mean someone is a good candidate for a role, it just means they’re comfortable making eye contact.

Contrast Bias 

Contrast bias is the tendency to upgrade or downgrade an object or person when comparing it to another object or person. For example, if the first person who interviews absolutely knocks it out of the park you may compare the remaining candidates to that first candidate rather than comparing the remaining candidate objectively to the job’s needs as you should.

Those are just a few of the biases that can make their way into the hiring process. Ultimately, as a recruiter, it’s your role to stay aware about potential biases and that means keeping an objective gaze on every interaction.

How to Recognize Hiring Bias

Here’s a bit of a secret: Sometimes biases work in our favor. That’s why biases continue to be such a major part of the hiring process! If they were consistently proven wrong, they’d disappear. You need to constantly be on the lookout for hiring biases from yourself and the people you’re working with.

If the hiring manager is piling on requirement after requirement, it might be a good idea to begin to ask, “Why?”

Why does a candidate need a four-year college degree?
Why does an entry-level job need a candidate with 3 years of experience?

By simply asking why and turning the objectivity mirror onto requirements can help to recognize when those needs are unfounded. If a requirement is unfounded that could mean there is some sort of bias at the root of it. By discovering if there is no reason for a requirement, you can use your Talent Advisor skills to adjust expectations.

Keep your ears out for particular feedback after interviews. Things like “Oh, we went to the same school!” or “They remind me of an old coworker who was just the worst!” may be innocuous comments or they could be a sign of potential bias.

Ultimately, recognizing bias relies on being educated yourself and bringing objectivity to your conversations with hiring managers. It’s not easy, but it’s a worthwhile endeavor to support diversity and inclusion in the workplace.

How to Overcome Bias

Understand Where You Are and What Led You There

Every change has to start by understanding where you’re starting from. While diversity recruiting is a major priority for lots of companies in 2021, many haven’t taken the necessary steps to be successful. In fact, our survey found that less than 4% of organizations have thorough and detailed diversity recruiting metrics that are actively tracked.

Bias likely plays a major role in why companies don’t get started on the right foot. By tackling your previous mistakes you can be better equipped to face new challenges.

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Standardize the Interview and Feedback Process

While it may not be possible to entirely remove bias from a judgment process like hiring, being as objective as possible is critical. Ask the same questions of each candidate, ensure that each person involved in the hiring process is aware of the true requirements for the position, and create objective and unified goals for the position and the hiring process.

Be Vocal When You See a Problem

It can be hard to stand up and say something when you see a red flag, but if you want to create more diverse workplaces that’s exactly what should be done. Remember to use the all-important question: “Why?”

Let’s say that a hiring manager you’re working with says they only want to hire people who went to an ivy league school. That sets off alarm bells in your head so you ask, “Why?” The hiring manager tells you that the last person they liked who worked in the position went to Yale. Therefore, they want you to find someone else who went to Yale and would have the same skills. It’s time for you to jump in and ask some deeper questions. In all likelihood, it wasn’t the ivy league education that made that person a great employee. It was their curiosity, dedication to their professional development, and drive. By asking the right questions of your hiring manager, you can get down to the real needs of a candidate.

Try the “Flip It To Test It” Approach

In 2016, Kristen Pressner presented a TEDTalk. She explored her own unconscious biases against women in leadership roles despite the fact that she is a woman in a leadership role.

You can watch the full video here:

She introduces a “Flip It To Test It” approach. This diagnostic suggests that you “Mentally flip whomever or whatever you’re talking about to test yourself. If the “flipped” result feels weird, you may have uncovered a bias.

If a female candidate is being interviewed and the hiring manager’s feedback is that she’s “too aggressive about her professional goals,” flip that feedback and consider if the same would be said if the candidate was male.

Recognizing and overcoming bias is a lifelong journey filled with tough steps, education, and acknowledging and correcting mistakes. Ultimately, it’s a journey worth taking that will lead to more diverse, inclusive, and successful teams.

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What AI Recruiting Software Can Do For Staffing

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How is your 2021 looking? With a recent study finding that 64% of people will be looking for new jobs, we’re guessing the answer is: BUSY. 

While there’s no real way to know precisely what 2021 will bring, preparing for potential trends and making sure that you’re equipped with the right AI recruiting software can ensure that you and your team are ahead of the curve, rather than fighting to catch up.

The Challenges That Staffing Companies Are Facing in 2021

An SIA report shows a few things that staffing teams should keep in mind as we move forward.

  • The effects of COVID aren’t going away any time soon. While a vaccine rollout is incredible progress, we can’t underestimate the changes that the pandemic could continue to cause.
  • Accelerated automation could mean a change in the job market and a change in staffing task processes.
  • Reskilling/skills shortages are at the forefront of a lot of people’s minds, but only 10% of companies are ready for the shift. 
  • Focusing on more recession-proof industries like healthcare can help you weather the storm.
  • With 49% of companies considering shifting to in-house hiring, staffing firms could be in danger if you can’t prove value.
  • Burnout and overwhelm “was the catalyst for early retirement and a resulting lack of qualified workforce.” Staffing leaders need to make an effort to support their teams to prevent a further burnout crisis.

With staffing companies facing everything from a pandemic to burnout, how can you get ahead of the curve?

How AI Recruiting Software Can Serve Your Staffing Agency

First off: What is AI? How can it be used in staffing?

Artificial Intelligence (AI) is a branch of computer science focused on building machines capable of performing human tasks. Colloquially, it’s used to describe technologies that support and assist work processes, like automation or machine learning.

When AI technology is used in staffing, it can support high-volume hiring, decrease recruiter burnout and overwhelm, increase efficiency, add much-needed value to the client relationship, save money (HiringSolved was able to save one customer $200K through operational efficiencies alone), and more. Let’s take a deeper look.

Living in a COVID Economy

The good news: The economy will likely make a full recovery from the COVID-19 created recession before too long. But until we turn the corner, many companies face a lack of growth and massive budget changes.

For many staffing teams that means handling work with fewer people on staff or handling a massive influx of people looking for jobs, but fewer jobs to fill.

Artificial Intelligence gives staffing teams the ability to do more with less. While letting AI handle automatable tasks, recruiters can get more people hired quickly and help their clients get back to the staff numbers they need.

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Skills Shortages and Reskilling

Staffing agencies need to be agile and proactive to stay a leader as the job market evolves. A May 2020 report from Deloitte shared, “74% of organizations say reskilling the workforce is important or very important for their success over the next 12 to 18 months, but only 10% say they are very ready to address this trend.” The skills market is always changing. Twenty years ago, jobs like a Social Media Manager or SEO Specialist were rare or completely non-existent. Skills shortages and reskilling are part of the evolution of the job market. 

AI software can help you analyze a job’s requirements and decipher if there is a shortage of qualified candidates or unrealistic needs given the market. Implementing AI into your process helps recruiters search more efficiently and provide a slate of better candidates quicker.

There is also a growing number of partnerships between staffing agencies and training programs to support reskilling and position growth. This shows that the staffing industry is taking the needed steps to be successful.

It’s not just placement candidates that are in need of reskilling. A Bullhorn survey shared that only “18% of respondents report the full adoption of their staffing technology.” When staffing companies are fighting with their existing software, like Salesforce, it can be overwhelming to adjust a process that feels broken. But adjusting to the changing times is no longer a nice-to-have, it’s a must-have. Invest in a solution with robust training opportunities to make sure that the team can learn together.

“Recession-Proof” Your Industries

Many staffing agencies have increased their work with “recession-proof” industries, like healthcare, where job opportunities are expected to grow 15% in the coming year. But when your agency is breaking into a new industry, it can be hard to get your team equipped.

The right AI recruiting software can help staffing teams no matter the number of requisitions they’re facing and no matter the industry they’re focusing on. If it’s an industry you’ve never focused on insights and analytics can help you get the data you need to hit the ground running.

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Use AI Recruiting Software to Stay Valuable to Your Clients

29% of large buyers of workforce solutions have a direct sourcing solution in place already and another 49% are likely to seriously explore it within the next two years.” With employers focused on budget, they are beginning to question whether they can afford staffing agencies.

To counteract these concerns, staffing agencies need to prove that their value is significantly higher than the cost. You can’t just keep doing the same things you were doing five years ago. You can innovate your existing systems to be faster and better than your client could do on their own with the right software.

Artificial intelligence software helps staffing teams move faster while keeping the quality of candidate slates high. By using artificial intelligence to move faster, agencies can get positions filled quicker while alleviating overwhelm concerns and saving money.

Counteract Burnout and Overwhelm

Burnout is a risk for recruiters at any time. Add on a pandemic, drastically changing work conditions, and an unstable economy, and it almost feels like a guarantee. Workplace changes like more flexibility are always welcome, but adjusting work processes can create a lasting reduced risk of burnout.

Artificial intelligence and automation can give recruiters hours back in their day by handling the time-consuming and repetitive tasks. By taking these tasks off their plate, team leaders can expect more engaged and productive employees.

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How to Improve Diversity in the Workplace

Launching or expanding a diversity hiring program to improve diversity in the workplace is a top hiring initiative for employers in 2021. This change can’t come soon enough.

Currently, there are 3 Black CEOs heading Fortune 500 companies, all men. White men make up 85% of “high-paying boardroom positions while representing only 38% of the U.S. workforce.” A 2020 survey found a “leaky pipeline” for women where they make up 47% of support staff, but only 23% of executives. With numbers like these, it’s clear that we have work to do when it comes to diversity in the workplace.

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How to Improve Diversity in the Workplace

Make It Personal

The most lasting changes are ones that are personally motivated. Take a cue from Walmart’s CEO who invested in personal learning and development before turning that education to his company. Educate yourself and analyze your own journey to valuing diversity before taking that education and values to your team.

When you’ve already started to put in the work, you’ll be better able to prove to your teams that this is something that is important to the company as a whole.

Examine Your Own Biases

In your personal learning, make sure you are questioning your own biases…even if you think you don’t have them. The fact of the matter is that everyone has biases. Kristen Pressner, a Global Head of Human Resources, evaluated her own biases against women in leadership in a 2016 TED talk that still strikes a chord today.

No one expects people to be completely unbiased, but you need to make an effort to recognize and actively fight against your harmful biases.

Audit Your Company Culture

Look at your team, office, and company and ask: Why are we the way we are? 

What sort of shared or diverse experiences already exist on your team? This is also a great time to talk to individuals and ask them about their lived experiences because everyone has different experiences and each one contributes to the company culture.

Get Transparent and Invest in Internal Communications

It’s about to get a little bit uncomfortable. If you’re committed to being an inclusive environment and creating a more diverse workplace, you need to be transparent about uncomfortable topics, like pay equity and management opportunities. 

You can post your positions with the average compensation rate and share what it takes to be a top-earner for each position. Publicly sharing this information means that everyone is always privy to the same information.

Every person at the company should be aware of what it takes to grow in their role. Publicly sharing growth opportunities and the steps they require will ensure that opportunity is equitable and available to everyone.

Foster Accountability

Whether you share goals publicly like Google did or you share them amongst your team, you need to foster accountability. How are you being held accountable to improving diversity?

Whether it’s goal setting or metric tracking, every single person should be held accountable to improving diversity.

Words Matter

One of the quickest ways you can improve diversity is by changing the language in your job postings. Instead of “he or she,” write “they.” Gender-inclusive language is a quick change that will have a seriously massive impact on the applicants that are comfortable applying. 

Beyond gender-inclusive language you can also question the connotations of the descriptive words that you use. Every word in the English language has a particular connotation and oftentimes particular genders are aligned with those connotations, i.e. dedicated and powerful are seen as male descriptors, while caring and gentle are seen as female descriptors. 

Do your best to avoid acronyms or jargon that can alienate people from a conversation.

If you’re unsure of what sort of words or language to use, there’s nothing wrong with researching it yourself or asking for help.

It’s a Journey, Not a Destination

Cliche phrasing aside, it’s true. Improving diversity isn’t something to check off your to-do list it’s an ongoing growth process. Build trust amongst your team by being open about where you have failed and clear about the steps the company is taking to do better.

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4 Questions to Ask Before Buying Recruiting Software

The right recruiting software can mean the difference between a mediocre and an extraordinary recruiting team. But buying the right software can feel overwhelming. Do you need a new ATS? CRM? Should you be using video interviewing software? What about assessment tools?

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The Right Questions to Ask Before Buying Recruiting Software

Before you buy any new software, there are a couple of questions that you need to have the answers to. Gather everybody who will be involved in the decision-making process and let’s get to work!

“Is This the Right Recruiting Software for Us?”

What sort of setbacks are already happening in your recruiting process? To integrate the right solutions, you need to know where you and your team need help. Being clear about what you need makes it very easy to answer whether the tool or software you’re considering is the right one for you.

“What Does Success Look Like?”

We love asking this question! We ask it of ourselves and of the people we work with all the time. Attainable and long-term goals help define the path that you and your team go down and the steps that you need to take. When you imagine using the perfect software, what does success look like? What does it do for you and your team that you can’t do currently? Are there changes for the future that you can envision with this software?

“What Is the Integration and Implementation Process Like?”

How long will it take? What happens with your data? What does training and onboarding look like? The software vendor you work with should be able to outline the timeline and process for you. Be sure to confirm what sort of support and training is available even past the onboarding process.

We recommend looking for a vendor who will do more than simply hand you software. You should be looking for a partner in your goals and processes. They should be able to lead and guide you to make sure that their success is your success.

CTA: There’s nothing we love more than partnering with our customers to achieve even their wildest goals. Get in touch with us today to learn how HiringSolved can serve you.

“Will It Grow With Us?”

Your team isn’t going to stop growing anytime soon, so why should your recruiting software?

Beyond ensuring that your recruiting software vendor has plans to make their product better, confirm that as your team grows with new recruiters and new data that the software will keep up. What will training for new team members look like? What happens when you get an influx of applicants into your system? Your vendor should have an idea of how they can support you as you grow so you can grow with confidence.

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Recruiting Efficiency: How to Measure and Improve It

When teams are faced with a talent overload and application overwhelm recruiting efficiency isn’t just a nice-to-have, it’s a must-have. In order to tackle more tasks the efficiency of a team needs to be a priority.

Recruiting leaders are often tasked with a goal that’s easy to say, but hard to do:

“Do more with less.”

Whether less means a leaner budget or a smaller team, leaders are often tasked with working with limited means of production.

How to Measure Recruiting Efficiency

We’ve talked before about the importance of keeping an eye on critical metrics. It’s all well and good to have goals, but without actionable steps and measurement, you won’t see results.

Each team has different metrics that are most critical to them and all metrics should be aligned with particular goals. If you’re looking to improve the recruiting efficiency of your team, here are metrics that will help.

Time to Fill: If efficiency is your goal, time to fill should be at the top of your list. Recruiters need to move fast and if you’re not tracking time to fill you could miss out on needed changes.

Cost Per Hire: If your eyes are on efficiency, then they’re also on budget. Getting cost per hire under control will be a game changer!

Applicant/Candidate/Hiring Manager Satisfaction: Satisfaction can be hard to measure, but if your applicants, candidates, and hiring managers aren’t happy then what is this all for?

Quality of Hire: Quality of hire holds incredible value! Tracking the quality of hire can tell you and your team if you’re on the right track for success.

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How to Improve Recruiting Efficiency

Prioritize Needs and Communication

We’ve said it before and we’ll say it again: Communication is key to recruiting success. Whether making sure that hiring managers know exactly what a position needs or scheduling regular check-ins with candidates and recruiters, communicating accurately and succinctly is key.

It may feel antithetical, but frontloading that work stops a lot of wasted time going back and forth!

Streamline the Hiring Process

It’s not conducive to a tight budget or happy candidates to have long and drawn out hiring processes. Many studies report that the average hiring process takes between 25 and 45 days (INSERT LINK). What if your team could help cut that down by finding candidates quicker and getting them through the hiring journey faster? You could save hiring costs, labor costs, and increase the satisfaction of hiring managers.

Streamlining the hiring process could involve increasing internal data usage (we’ll get to that in the next tip) or simply cutting out that third or fourth interview. Regardless of the changes, making an effort to streamline will make the hiring process more effective for recruiter, the candidate, and the hiring manager.

Increase Usage of Internal Data

One of the first changes to make if your team is facing leaner times is to audit and utilize what you already have. Your internal candidate date should be no exception.

Our research shows that after recruiters have started to source externally, (STAT) of candidates were already a part of the ATS or CRM. Recruiters are spending time and money to simply duplicate candidates that are already easily available to them!

To increase recruiting efficiency, update your team’s recruiting strategy to include searching internal data first before turning to external sources like social media. Say goodbye to wasting time recruiting duplicate candidates!

Learn more about how HiringSolved can help you optimize your internal data with a demo!

Go Agile and Optimize

If you haven’t heard about the Agile work style, you can visit this site to learn more about it.

Ultimately, being agile at work means constantly being willing to adjust things for the better. Being efficient is not a one-and-done change. It requires constantly being willing to adjust workflows in order to stay efficient no matter the business climate that you’re facing.

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AI and Recruiting: What TA Professionals Need to Know

Artificial intelligence often feels like a far-fetched idea from sci-fi with uses like C-3PO. In reality, artificial intelligence is used every single day in most people’s lives with tools like Siri and programs like Pandora. AI is also used nearly every day in recruiting!

Before we look at the role that AI can take in recruiting and talent acquisition, we need to differentiate between automation, artificial intelligence, and machine learning.

Artificial intelligence is “a science like mathematics or biology. It studies ways to build intelligent programs and machines that can creatively solve problems, which has always been considered a human prerogative.” (Source)

Automation utilizes and follows rules to handle simple and straightforward tasks, but it can’t learn or react to new situations.

Whereas machine learning is “a subset of artificial intelligence that provides systems the ability to automatically learn and improve from experience without being explicitly programmed. In ML, there are different algorithms (e.g. neural networks) that help to solve problems.” (Source)

The differences between these technologies may seem small, but knowing what separates them can help you understand exactly what functions you need.

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How AI and Recruiting Go Together

Since Artificial Intelligence is more of an umbrella term and study rather than a tactical tool, let’s look at where automation and machine learning can fit into a recruiter’s work day.

Automation’s usage in recruiting is fairly straightforward. Automation can give recruiters the power to automatically complete tasks like sending rejection emails or scheduling interviews. Tasks that don’t require a large amount of data or learning to complete are great candidates for automation. It’s believed that managers can spend upwards of 8 hours a week on tasks that could easily be automated. By shifting to an automation mindset, recruiters can spend less time on the tasks that don’t need their hands-on attention and more time on the tasks that do.

Since machine learning requires a certain level of data to work, searching and screening is a great place for it. ML will be able to understand the needs of a job while comparing those needs to the experiences of candidates.

What Artificial Intelligence Can’t Do

Artificial intelligence as a science is growing every day. While there’s no telling exactly where it will go, we can make some educated guesses. It’s unlikely that AI will ever reach a point where it can replace the human connection that candidates need in order to be placed successfully.

AI doesn’t work without human hands. It’s built and maintained by humans and includes all of the intricacies that come with that. While AI and machine learning can be an effective tool for limiting bias, it’s important to learn more about the neural networks of your particular tools.

And the number one thing that artificial intelligence, automation, and machine learning can’t do? Replace recruiters.

Consider the automated customer service line. If the chatbot is able to fix the problem then it’s great because you got the problem solved quickly. If you have a problem that the bot can’t understand, you’re left feeling frustrated and desperate to talk to a person. Applying automation and AI to recruiting is similar. While it can be an incredible tool when used in the right workflow, it can’t fix everything. Recruiters are simply too valuable to the hiring process to be fully replaced by artificial intelligence. But giving recruiters the power to use AI where it’s needed and focus their talents will make them unstoppable.

How to Create Your Ideal AI Recruiting Process

Make Sure You’re Using the Right Tools

Nothing is going to make you want to use new technology if it’s the wrong technology for your needs. When you’re updating your workflow to include artificial intelligence you need to be honest about what areas you need help in.

If you’re looking to optimize your resume reviewing capabilities, we have a report about exactly that!

If you’re looking to avoid the time you spend scheduling interviews, an automated calendar may be the best option!

Our team is always ready to help you take a look at your workflow and see where you can optimize with artificial intelligence.

Side-By-Side Comparison

A really powerful way to see how AI can affect recruiting is to run a side-by-side comparison. Run a task that you do on a regular basis as you traditionally would and then run it with an AI tool. What differences do you see? Does the tool provide anything that you’re not able to do without it? What problems do you think may arise with the regular use of the new tool?

By comparing the workflows side-by-side you’ll be able to see how the right AI can help!

Start Small

You don’t need to immediately decide to let automation and machine learning take over a vast portion of your job. Easing in to using new technologies can help you better make lasting change. If there is a small task that you can comfortably hand over to automation, give it a shot! (Scheduling meetings is often a good place to start.) As you get comfortable with the role technology can play, you can introduce it to more complex tasks.

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6 Steps to Creating Your Perfect Recruiting Process

As we move into this new year, a common question is, “How do we make this year better?” While many things are out of our control, what your recruiting process looks like could be more manageable than it currently feels.

According to recent surveys, “close to 70% of organizations that have furloughed or laid off employees during the COVID-19 pandemic will backfill roles that were eliminated (68%), even with hiring freezes (40%) being the most important cost-saving initiative to organizations during the pandemic to date.” (Source) Alongside an expected upturn in hiring, our own research is showing that recruiters have been facing 3 – 10X more applications for each position since the onset of COVID.

With more hiring and more applications, how can you and your team build a stable recruiting process for the new year?

Audit Your Current Recruitment Process

Every change should begin with really looking at where you’re beginning. What metrics do you currently track? How are they doing? How seamless is your current recruiting workflow? What complaints have team members made in recent weeks and months? Don’t be afraid to open the lines of communication and give teams the power to speak their truths. Quality communication and active intention will be the reason these changes are lasting.

Understanding where you’re at will allow you to make a prioritized list of changes and goals for moving forward.

Set Specific and Attainable Goals

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When you imagine your ideal recruiting process, what does it look like? Who is involved in which steps? What metrics are you tracking and which ones are your priority? When you’ve looked at what is important to you and your team, you can better set effective goals.

A prioritized list of goals is a great way to start off the new year! Alongside each goal be sure to add some action steps that can be taken quickly to set you on the right path. Personally, I like to set a goal and then set at least three benchmarks with each goal to make sure that I have a clear path to reach my goals.

When setting goals, make them as specific as possible. Instead of, “Improve Candidate Experience,” try something like, “Increase Candidate Experience Scores by 50%” and begin to send surveys to all of your candidates to ensure you’re hitting the right metrics.

If It Can Be Changed Today, Change It

Many changes take time to make, but there are often small but impactful changes that you can make today. One of the ways to make a poignant change is to update job postings and job descriptions. Katrina Kibben over at Three Ears Media has some excellent suggestions over on their site here. (I’m particularly partial to their post about building inclusive job postings.)

Just because changes can be done quickly doesn’t mean they’re not worthwhile. Take a look at the prioritized list you’ve made and look at what adjustments you can make today.

Implement the Right Recruiting Software

Too many recruiting teams are being stuck by ineffective tools. It’s 2021 and it’s time to make sure that you’re using technology that is valuable, effective, and necessary. Just like you’ve audited your recruiting process look at how the tools you use play a role in your success. The right recruiting software can help you hit your training goals faster, invest in the humanity of your team, and automate overwhelming tasks.

If you’re ready to see how the right recruiting technology can transform your recruiting process for the better, we can help!

Engage Hiring Managers in the Recruiting Process

Hiring Managers are a part of the recruiting process whether they’re actively involved or not. So how can you engage them effectively? We talk a bit more about bridging the communication gap on the blog here, but it ultimately comes down to this: Open communication between recruiters and hiring managers could be the secret to a seamless hiring journey.

Hiring managers should be completely in the know about the process so they can trust recruiters to take over. Meanwhile, recruiters should be asking good questions and getting to the crux of what a hiring manager is looking for from the start.

Constantly Assess and Grow

Lasting changes often aren’t a one-and-done situation. Effective growth requires reassessment, but taking the time to adjust when it’s needed will be key to your perfect process. Pick times throughout the year to reassess where you’re at to ensure that you’re constantly keeping an eye on your goals.


Creating your perfect recruiting process relies on honestly assessing where you’re at, opening communication, and constantly appraising where you’re headed. Lasting change can take time, but if you make an effort to make small changes whenever you can you’ll hit your goals.

Summary of the 6 steps to take: Audit your current recruitment process, set specific and attainable goals, if it can be changed today, change it, implement the right recruiting software, engage hiring manages, and constantly assess and grow

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Time To Fill: What It Means for the Business

Time to fill is one of, if not the most, common metrics that recruiting teams use to measure success. Let’s take a deeper look into what decreasing it can do for your company!

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What is Time to Fill?

Courtesy of SHRM: “Time to fill captures the time for the entire hiring process, from job requisition to job acceptance.”

Ultimately, the time to fill is the number of calendar days it takes to hire someone for an open position. Different teams have different rules about the start and end date, but for many teams, it’s when the job becomes publicly available to when an offer is accepted. 

The average across all industries is 42 days. But remember: different industries have different averages depending on the hiring process required for the job.

Why Is It Important To Track?

Time to fill is one of the few KPIs that hiring managers have an invested interest in. When hiring managers are faced with an open position, they are left shorthanded at work. Therefore, the shorter the time to fill the happier they’ll be. Also, the cost that is required to keep a job open (job ads, recruiter cost, etc.) can become incredibly high incredibly fast. Keeping it short helps to keep up a positive candidate experience as qualified or dispositioned candidates will hear back quicker.

How Do You Measure It?

First and foremost, your team must decide what events constitute the start of the period and what the endpoint is. For example, the start is the day that the recruiter first advertises the job and the end date is the day that an offer is accepted. Your time to fill would be the number of calendar days between the day that the recruiter first advertises the job or begins to reach out to candidates and the day that a job offer is accepted.

Image of calendar showing how time to fill can be calculated

How Does It Affect Your Business?

Understanding your team’s time to fill is incredibly important for a number of tasks:

  • Showing you how many requisitions your team can comfortably handle at one time
  • Contextualizing the efficiency of your team
  • Decoding the strength of your recruiting processes
  • Highlighting the accuracy of your data or search process
  • And more!

Here at HiringSolved, we have created search and match technology that can help you reduce your time to fill thanks to incredible search accuracy (96%!) and artificial intelligence.

Get in touch so we can show you exactly how we can change the way you recruit!

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