Welcome to our How To Hire Your Perfect Next Employee Series. Whether you are a new or veteran hiring manager, our series can help you improve your recruiting processes. In so doing, you will find perfect employees faster. And it will cost you less.
The Applicant Journey
In today’s post, we describe the process from the applicant’s point of view. This is called the applicant, or candidate, journey. Unfortunately, the applicant journey doesn’t always receive the attention it deserves. Yet the ApplicantStack candidate interface is key to our success. That means it’s key to your success as well.
ApplicantStack creates an exceptional applicant journey. Your company deserves nothing less.
Branded Recruitment Marketing
With ApplicantStack, you can brand your recruitment marketing. Or use our default layouts. In this article we’ll show you examples of both.
The Applicant Moves Through Stages Along The Applicant Journey
Before we continue, I want to remind you about applicant stages. It’s important to understand them.
A stage refers to one specific step in the hiring process. For example, an applicant could be in the interview stage. Or they could be in the manager review stage.
As you move an applicant through the hiring process, you change their stage in the system. Stage changes can trigger actions. For example, if you change an applicant’s stage to Do Not Pursue, you can cause the system to send a ‘Thank you for applying but you’re not a fit for the position’ email. You create a template for the email and even personalize it with merge fields. ApplicantStack will insert the applicant’s name.
As we talk about each point of contact between the applicant and your company, keep in mind that you can tie the applicant’s stage to auto communications.
The Applicant Sees Your Job Posting
Your job posting is the first point of contact in the applicant journey. Candidates can find your job posting on your chosen job boards (such as Indeed, Google, JuJu, CareerBuilder, Monster, etc.), social media sites, or your careers page.
Here are ApplicantStack job postings on Indeed. See the listing for the SwipeClock jobs:
Candidates look at these sites for jobs. Your ApplicantStack job postings start engaging candidates immediately. With branded postings, the applicant meets your employer brand at the first point of contact. Branded postings reflect the look and feel of the client’s website.
When the candidate sees your posting, they click a link which takes them to your application. (An application is called a ‘Questionnaire’ in the ApplicantStack system.)
Here is a questionnaire created in ApplicantStack:
Notice how easy it is to upload a resume. Applicants can use Dropbox or Google Drive. ApplicantStack makes everything easy and natural.
ApplicantStack has flexible settings to fit your ideal candidate. You can set the resume upload to allow the applicant to write a cover letter. If that isn’t customary in your industry, leave that turned off.
ApplicantStack Eliminates Redundant Processes
When the applicant uploads their resume, ApplicantStack parses some of the contact information. The applicant won’t have to reenter all of their contact information going forward.
Repeating tasks unnecessarily is frustrating for everyone. It’s especially frustrating for a job candidate who is in the process of applying for jobs at multiple companies.
Reentering contact info again and again wastes their time. And it makes your company seem twenty years behind the technological curve.
Personalized Candidate Emails
When the candidate fills out the application, they immediately receive a personalized email that confirms you received their application. If they are a good fit, you can reach out to them immediately.
The applicant never wonders ‘Did they get my application and resume?’ They see that your company is prompt and professional. You respect their time. You appreciate their interest in your company.
In ApplicantStack, you can use questionnaires for pre-screening. Screening questionnaires can play a role in a great applicant journey.
Here is a screening questionnaire:
Pre-screening questionnaires with knockout questions help eliminate unqualified candidates. This is how a questionnaire with knockout questions works:
You create a screening questionnaire with knockout questions. The knockout questions will depend on the job description.
The candidate completes the questionnaire. If they aren’t qualified, the knockout questions will filter them out.
You won’t waste any more of their time. If a candidate is eliminated, you can program ApplicantStack to send a ‘Thank you for applying but you aren’t a fit for the position’ email. You create an email template and ApplicantStack will use merge fields to enter the necessary information. (As mentioned previously, all candidates receive a ‘We have received your application,’ email immediately after applying.’)
If they pass the pre-screen questionnaire, the system presents the more extensive questionnaire.
If you want your applicants to receive the full questionnaire initially, you can program it that way. You understand the recruiting standards of your industry and company type. The job position also influences how you want to craft the process for your applicant.
You customize ApplicantStack to create an applicant journey that’s most effective for your hiring pool.
No-Hassle Reference Checks
In your questionnaire, you can ask for references. Your applicant will enter them when they apply. ApplicantStack saves them in the candidate profile. If the applicant passes the pre-screening and interviews, you can move them to the ‘Reference Check’ stage. When this happens, ApplicantStack will automatically email the references. This is called a Questionnaire Action in ApplicantStack.
This saves your applicant the trouble of re-entering their references. And you won’t have to ask them for their references again or find them on their resume. It keeps the process moving and eliminates a common bottleneck.
Interview Scheduling Reinvented
If the candidate passes the questionnaire screening, they are invited to schedule an interview. ApplicantStack interview self-scheduling is a game changer. ApplicantStack integrates with Google and Office365 for interview scheduling. Because of the integration, any non-available time slots will be hidden from the applicant.
Let’s discuss this in detail.
Decide how many members of your team need to be in the interview. For this example, let’s say three team members need to be there.
ApplicantStack will pull information from Google Calendar or Office365 for each member of the interview team.
Let’s suppose there are four specific time slots where all interviewers are available. The applicant is only presented with these time slots. The applicant can choose the most convenient time slot.
Let’s suppose there is only one time slot for which all hiring members are available. If this is the case, ApplicantStack presents the applicant with one interview time.
Your Applicant Won’t Be Frustrated With Scheduling Hassles
Interview scheduling is a hiring process bottleneck for many companies. With slowdowns, you run the risk of abandoned applications. Interview self-scheduling keeps the process on track.
When the background and reference checks are complete, it’s time to offer the job. Here is an offer letter email:
Notice the electronic signature. The applicant can sign and accept the offer immediately.
ApplicantStack ensures that you never lose an applicant because they are confused. ApplicantStack is always ready for each stage change. Candidates advance through hiring stages as quickly as your team chooses to process them. You will never have a slowdown because of the ApplicantStack platform. Your hiring team, the applicant, and their references control the timeline.
ApplicantStack can send hiring team members task reminders. Task reminders help your hiring team support a fluid, timely applicant journey.
By running reports in ApplicantStack, you can identify bottlenecks in your hiring process. This allows you to continually refine your process and keep improving your company’s applicant journey.
How To Hire Your Perfect Next Employee
We hope you’ve found our How To Hire Your Perfect Next Employee Series helpful. Here are the links to the posts on each specific step in the process.
We also have a comprehensive whitepaper, handy infographic, and hiring checklist.
Thinking about hiring summer interns? A good internship program is a win-win. The interns can apply their schooling in a real world environment. They can start networking with professionals in their chosen industry. You can establish relationships with potential future hires. The managers that supervise the interns can improve training and mentoring skills.
What Is An Internship?
An internship is a structured learning experience for a college student. Internships typically last three months and may be part-time or full-time. Interns may be paid a wage or earn course credit. Unpaid internships are becoming less common in the United States. This is because employment laws require that interns be paid a wage in most situations.
An intern is closely supervised by a professional who is working in the field. An internship should increase professional and academic experience. It should develop hard and soft skills. It may lead to future employment with the company.
As a structured program, it should have specific educational goals, a timeline for completion, and performance benchmarks.
It’s important to understand that summer interns are not temps or volunteers.
How Can Summer Interns Benefit Your Company?
An internship program can be a key component of your long-term hiring strategy. Hiring summer interns allows you to evaluate potential future employees. And you’ll have extra hands without a long-term commitment. They can help you sustain productivity while your employees are taking vacations.
Interns shake things up with a fresh perspective. They bring energy and enthusiasm. You can learn from them as well. They possess the latest academic knowledge in your field.
How Do You Create An Internship Program?
Find meaningful projects that are sufficiently challenging. Don’t relegate the intern to hours of filing or similar tasks. Colleges advise that busy work be limited to less than twenty percent of work hours.
Determine needs: Which teams need help? What specific projects will the interns work on? What are the timelines for the projects?
Remember that you are selling your company. If you find a potential superstar, they aren’t going to be impressed with running errands. Or an unstructured program. The point is for the intern to have a trial run of an actual job role in their field of study. If you have weeks of filing that needs to get done, a temp would be a better choice.
Train Intern Supervisors
Decide who will supervise the interns. Make sure they understand what’s required. Document this as part of your overall internship program. You probably want an additional person to evaluate the interns’ performance.
Beware of Unpaid Internships
Unpaid internships have strict legal requirements. It’s better to pay your interns. Besides, there is stiff competition for top candidates. Even if you meet the requirements for an unpaid position, you may not have any applicants.
Identify Schools And Apply
Decide which schools you want to source from. Contact the careers offices for the necessary forms and requirements. You may have missed the deadline for this summer, but you will be prepared for next year.
Creating Job Descriptions For Intern Positions
Even though it’s a temporary stint, a good job description is essential. An internship program is only successful if you find the right interns. As with all positions, create a highly detailed description. Specify the length of assignment and total number of hours per week.
Don’t neglect to include the negative factors. If the schedule is not flexible, for example. If there are surprises, the intern may quit early. Then it will have been a waste of time and money for everyone involved. It will also reflect poorly on your company.
List the documentation required for application. You may want a transcript in addition to a resume.
ApplicantStack Simplifies Internship Programs
ApplicantStack has tools that make it easy to hire summer interns.
Interns expect efficient, mobile-friendly job application processes. Remember, today’s college students grew up performing every conceivable task with their smartphone. You can’t compete for top intern talent if you have an outdated recruiting interface.
If you haven’t automated your hiring processes, there’s never been a better time. Cloud-based systems like ApplicantStack Recruit are easy to use and set up. They are not only affordable, they provide an ongoing ROI comparable to other top business software.
This is the second post in our series: Hiring Your Perfect Next Employee: The Ultimate Guide. In today’s post, we will show you how to do prescreening prep in ApplicantStack Recruit.
Before we continue, let’s review where we are in the series:
What is Prescreening Preparation For a Job Posting?
Prescreening prep defines scoring criteria for filtering and hiring applicants.
These are the steps:
- Create an application and/or questionnaire in ApplicantStack
- Determine the scoring system for the questions in ApplicantStack
Why does prescreening prep come before posting the job? Once you begin the process, you are competing with other employers to find great candidates. Take the time up front so you don’t slow yourself down after the start.
Plus, you can still make changes to your job description if necessary because you haven’t already posted it.
ApplicantStack makes prescreening preparation quick and easy.
Create Your Perfect Screening Questions
You should have a list of job requirements from your job description. Using the requirements, create a questionnaire in ApplicantStack. The candidate will complete the questionnaire before you decide whether to interview him/her.
In the questionnaire form, write a question and answer for each requirement. The question should reveal whether a candidate meets the requirement.
ApplicantStack provides several ways to structure your screening questions:
- Yes/No answer (binary choice)
- Multiple Choice
- Select One answer from multiple choices
- Select Many from multiple choices
- Enter Date
- Choose File Type
- Allows applicant to upload a file and designate the file format
- Electronic Signature
ApplicantStack allows you to create the ideal questionnaire for your hiring needs.
Apply Scoring Criteria For Job Applications
In ApplicantStack, you create scoring rules for resumes, applications, and questionnaires. There are two ways to score each question: 1. Assign a numeric point value or 2. Designate it as a knockout question. You can also apply scoring rules to keywords in resumes.
ApplicantStack Recruit Automates Candidate Scoring
When the applications start coming in, ApplicantStack will score them automatically using your rules. The system will calculate a total score for each applicant. This serves as a first pass assessment of the candidate’s match to the position. It will also eliminate applicants with knock-out questions.
Questionnaires and scoring in ApplicantStack make it easier for you to focus on top scoring candidates.
Work Efficiently as a Team in ApplicantStack
Make sure that you alert the people on your team who will be involved in the evaluation and selection processes. They need to know:
- The evaluation criteria
- Their roles and responsibilities
- How the process will work
- How to keep the process moving
ApplicantStack streamlines the entire process. It also creates the ideal applicant journey. You can see the scoring criteria in the system. Workflow checklists show where each applicant is in the process. Assign tasks to team members so everyone knows what they are supposed to do. Each member of the hiring team can add notes for all to see.
To recap, here are the benefits of doing prescreening prep with ApplicantStack Recruit:
- ApplicantStack automatically scores applications and questionnaires
- ApplicantStack eliminates unqualified candidates before you spend time on them
- By automating the scoring process, you can spend your time focusing on the top scoring candidates
- ApplicantStack questionnaires help create an ideal applicant journey
In the next post in our Hiring Your Perfect Next Employee: The Ultimate Guide series, we will show you how ApplicantStack posts to the top job boards.
Take a look at this entire series as an infographic!
This is the third article in our How To Hire Your Perfect Next Employee Series. In today’s post, we will show you how to post to job boards with ApplicantStack.
Before we continue, let’s review where we are in the series:
You’ve created your job description and your prescreening is in place. Now it’s time to post to job boards. Posting jobs manually is a long, tedious process.
Challenges of Posting Jobs
- Which job boards and career sites should I post to?
- How can I speed up the process of posting to each job board?
- How can I manage the logins and passwords for multiple sites?
- How can I track applications from multiple job boards?
- How can I keep track of applicants in the hiring process?
ApplicantStack Makes Job Posting Easy
ApplicantStack makes it easy to manage this step in the hiring process. You can post to all of your favorite job boards at once. This includes your public and internal job boards.
ApplicantStack Manages Your Logins
ApplicantStack manages your logins so you don’t have to log in and out every time. Single signon is a huge timesaver when posting jobs to job boards.
Which Job Boards Does ApplicantStack Post To?
- Google for Jobs
- LinkedIn Limited Postings
- Niche sites
Note that the paid sites are enabled by inputing your account information. ApplicantStack will also post to your company career page and social media sites as well.
ApplicantStack Supports Niche Sites and Emailed Job Postings
In ApplicantStack, manual posting links allow you to post jobs to niche sites like Craigslist. You can also email a job posting from the system.
ApplicantStack Supports Internal Recruiting
Internal recruiting provides many hiring benefits. In ApplicantStack, you can set the job to post internally first. Choose the number of days. After this period, the job will post to the 3rd party job boards you’ve chosen.
Multiple Application Options
When someone visits your job posting, they can apply, refer a friend or apply using using their LinkedIn profile.
ApplicantStack Makes It Easy For Applicants To Upload Resumes
Candidates are prompted to upload their resume via a local drive, Google Drive, or Dropbox. Many job candidates will view your posting on a mobile device. The resume upload options make ApplicantStack mobile-friendly. Mobile support is an important element in the ideal applicant journey.
ApplicantStack Pulls Contact Details From Resumes
Contact details are parsed from the resume and input into contact data fields in ApplicantStack. You won’t ever need to manually input contact information again.
Filter Candidates With Custom Questionnaires
When the candidate applies, they are presented with a custom questionnaire associated with the job posting. The responses are automatically scored using your scoring rules.
Equal Employment Opportunity Commission (EEOC) Questions
If you choose, ApplicantStack presents EEOC questions. Answers remain private and only accessible via a summary report and not by the individual candidate.
ApplicantStack Notifies Both The Candidate And The Hiring Team
Upon application, the candidate will receive an email acknowledging receipt of the application. The software also notifies the internal team that a new candidate is ready for review.
How Does ApplicantStack Simplify Job Posting?
- Post to chosen job boards at the same time
- Organic and paid postings
- Use a single signon for multiple job board accounts
- Applications from all sites flow into ApplicantStack for centralized management
- Automated applicant notifications
- Automated hiring team notifications
- The system parses candidate contact information from the application—no manual data entry
- Custom questionnaires filter applications immediately
- Supports internal recruiting
How Does ApplicantStack Create an Ideal Applicant Journey?
If you want to find quality employees, you need to create an ideal applicant journey. ApplicantStack creates a positive experience for the candidate throughout the recruiting process.
- Applicants can upload resumes from their local drive, Google Drive, or Dropbox
- Applicants can apply from their mobile device
- Applicants can apply with Indeed or LinkedIn
- Questionnaires presented with the application introduce your company to the candidate
- The applicant receives a confirmation email immediately upon application
Our next post in the series How To Hire Your Perfect Next Employee: The Ultimate Guide, we will teach you how to do candidate screening.
Take a look at this entire series as an infographic!