How To Hire Your Perfect Next Employee Series: The Applicant Journey

How To Hire Your Perfect Next Employee Series: The Applicant Journey

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:

 

ApplicantStack applicant journey

 

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.

Application

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:

 

How to Hire Your Perfect Next Employee

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.

Candidate Screening

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:

Screening Questionnaires

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.

 

How to Hire Your Perfect Next Employee

 

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.

Job Offer

When the background and reference checks are complete, it’s time to offer the job. Here is an offer letter email:

 

How to Hire Your Perfect Next Employee

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.

ApplicantStack Reports

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.

Hiring Checklist: How To Hire Your Perfect Next Employee

Hiring Checklist: How To Hire Your Perfect Next Employee

Step #1: Create a Job Description

  • Get team input
  • In the job description, include the following:
    • Job location
    • Job title
    • List of job responsibilities
    • List of candidate requirements
    • List of desired candidate credentials
    • Statement about company and benefits
    • EEOC statement
  • Enter job description in ApplicantStack
  • Select the job owner and hiring manager in ApplicantStack
  • Create templates for candidate communications in ApplicantStack

Step #2: Pre-Screen Preparation

  • Based on the job requirements and qualifications, write your screening questions including knockouts
  • Create pre-screening questionnaire in ApplicantStack

Step #3 Post The Job

  • Determine if you want/need to post internally before online posting
  • Request employee referrals
  • Check your database for previous applicants
  • Decide which job boards to use
    • ApplicantStack integrates with CareerBuilder, Indeed, Monster, ZipRecruiter, Dice, Glassdoor, Juju, LinkedIn Limited Postings
  • Post to job boards
  • Post to careers page and social media sites

Step #4: Initial Screening

  • Sort on top scoring candidates first after initial screening
  • If few candidates make it through the knockouts, revisit your questions. Do you need to make them less restrictive?
  • For applicants not advancing to next level, determine which to save in your applicant database

Step #5: Schedule Interviews

  • Conduct phone interviews with selected candidates
  • Advance candidates for in-person interviews or video interviews
  • Set up your calendar
    • ApplicantStack integrates with Google and Office 365
  • Have interviewers block out slots on the calendar
  • Send interview request emails
  • Each candidate selects a mutually available date and time
  • Reserve rooms for interviews (if applicable)

Step #6: Collect Feedback

Step #7: Make a Selection

Step #8 Offer the Job

 

How To Hire Your Perfect Next Employee

How To Hire Your Perfect Next Employee Infographic

How To Hire Summer Interns: Create A Successful Internship Program At Your Company

How To Hire Summer Interns: Create A Successful Internship Program At Your Company

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.

How To Hire Your Perfect Next Employee Series: How to Create a Job Description

How To Hire Your Perfect Next Employee Series: How to Create a Job Description

Create a job description

This is the first post in the ApplicantStack series: Hiring Your Perfect Next Employee: The Ultimate Guide.

We’ll show you how to create and manage job descriptions with ApplicantStack Recruit.

Before we continue, let’s review where we are in the series:

How do you create a job description with ApplicantStack Recruit?

Before we answer that, let’s define a job description. So we know exactly what we’re talking about.

What is a job description?

A job description is a formal listing of the specific responsibilities and important details about an employment position.

A good job description will:

  • Define the job responsibilities
  • Reduce the applicant pool to those who qualify
  • Introduce the applicant to the company and its culture

Creating a job description is the first step in the hiring process. It’s critical to get it right. The job description is your first opportunity to attract qualified candidates.

It’s also the first step in your filtering process. A good job description will filter out applicants who  aren’t qualified. It should also discourage candidates who aren’t a good cultural fit. That way, you won’t waste any time on unqualified applicants. And poor-fit job seekers won’t waste time applying.

How to Write a Job Description

First, define the basic information about the position. This is easy: company name, job location, and job title.

Next, identify the specific skills and qualifications the position requires.

Describing job skills isn’t always straightforward. You can get ideas by searching the web for examples. LinkedIn, JuJu and CareerBuilder are all good places to see how other companies are doing it.

Keep it simple and to the point. Include enough detail to attract a good applicant pool. Make sure the description fits your company personality.

Here are the elements:

  1. Job location
  2. Job title
  3. List of job responsibilities
  4. List of candidate requirements
  5. List of desired candidate credentials
  6. Statement about company and benefits
  7. EEOC statement

Avoid acronyms, jargon, and overly-creative job titles. Be clear and concise. Don’t make it difficult for applicants to know if they want to apply. You might call your website manager a Digital Alchemist. Don’t do it in a job description.

Get Feedback From Every Member of Your Hiring Team

Get team input before you write your first draft. Talk to the hiring manager (if it’s not you), team lead, and some competent employees with the same (or similar) job. Solicit continuing feedback as you refine your job description. This is important. Be thorough at this stage and it will save you time later.

How to Create a Job Description with ApplicantStack Recruit

In ApplicantStack, you can start from a blank form or use the basic template. Using the template makes it easier when you want to create similar jobs.

Enter The Job Specifics

First, you open the jobs section from the main dashboard.

It looks like this:

 

Create a Job

 

 

 

Enter all of your information in the corresponding fields.

If you start from the blank form, it will open the ApplicantStack text editor. The text editor has all the necessary functions and is easy to use.

 

job description

 

 

When creating job descriptions, use the same basic layout for all of them. You will have a consistent brand across all postings and marketing channels.

Select the Job Owner and Hiring Manager

When you’ve entered your job description, select the job owner and hiring manager. ApplicantStack lets all members of your hiring team collaborate efficiently. By assigning jobs, everyone stays organized. Your team won’t waste time duplicating work.

Store Your Job Description

Once you have your job description ready, store it in a place that will be useful. With ApplicantStack you can create and store your growing library of job descriptions. Now they’ll be on-hand whenever you need them. You will never waste time searching for a job description you wrote last year.

In this video, you can see how easy it is to create a job description in ApplicantStack Recruit.

Let’s review the benefits of creating job descriptions in ApplicantStack Recruit:

  • Templates save time when creating and updating job descriptions
  • You can maintain a consistent layout for all job descriptions
  • Store all job descriptions in a central location
  • Access your job descriptions from any connected device
  • Quickly search existing descriptions regardless of the size of your job description database
  • Your hiring team can easily collaborate in the system

ApplicantStack Recruit manages all phases of the hiring process. Creating a good job description helps you hire your perfect next employee.

The Most Advanced Applicant Tracking Technology

With ApplicantStack Recruit, you can incorporate the best hiring practices with the most advanced applicant tracking technology:

  • Hire quality employees faster
    • Create templates for job descriptions, emails, applications, pre-screening questionnaires
    • Manage multiple job postings
    • Post to multiple job boards
  • Create custom hiring workflows
    • Assign users to tasks
  • Intelligent screening improves the quality of new hires
  • Track hiring KPIs
  • Create a pool of passive applicants
  • Maintain compliance with hiring laws

Our next post in the series will show you how to do pre-screener preparation.

Stay tuned! Our next ultimate how-to guide will show you how to onboard your perfect next employee with our integrated onboarding system: ApplicantStack Onboard.

Take a look at this entire series as an infographic!

How To Hire Your Perfect Next Employee Series: How To Do Prescreening Preparation

How To Hire Your Perfect Next Employee Series: How To Do Prescreening Preparation

Prescreening Preparation

This is the second post in our series: Hiring Your Perfect Next Employee: The Ultimate GuideIn 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:

  1. Create an application and/or questionnaire in ApplicantStack
  2. 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
  • Essay-Type
    • Single-line Text
    • Multi-line Text
  • 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!

How To Hire Your Perfect Next Employee Series: How To Post To Job Boards

How To Hire Your Perfect Next Employee Series: How To Post To Job Boards

Post the Job

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?

  • Indeed
  • Glassdoor
  • Google for Jobs
  • Juju
  • LinkedIn Limited Postings
  • CareerBuilder
  • Monster
  • Dice
  • ZipRecruiter
  • 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?

  1. Post to chosen job boards at the same time
  2. Organic and paid postings
  3. Use a single signon for multiple job board accounts
  4. Applications from all sites flow into ApplicantStack for centralized management
  5. Automated applicant notifications
  6. Automated hiring team notifications
  7. The system parses candidate contact information from the application—no manual data entry
  8. Custom questionnaires filter applications immediately
  9. 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.

  1. Applicants can upload resumes from their local drive, Google Drive, or Dropbox
  2. Applicants can apply from their mobile device
  3. Applicants can apply with Indeed or LinkedIn
  4. Questionnaires presented with the application introduce your company to the candidate
  5. 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!