It’s one thing to tell you how we can help, it’s another to see for yourself. We’ll regularly post case studies so you can see how ApplicantStack has been able to save our customers time and get more qualified applicants in the door.
Maryland University of Integrated Health is a graduate school of integrative medicine, serving roughly 1,400 students. MUIH offers doctoral degrees, master’s degrees, graduate certificates, post-master’s certificates, post-bachelor’s certificates, and continuing education in areas such as health and wellness, nutrition, and acupuncture.
Maryland University of Integrated Health was drowning in spreadsheets. Candidates were emailing in their applications, hard copy resumes were stacked on desks, and all positions were being tracked manually. As a result, positions were taking four to five months to fill, and MUIH was missing out on top talent. And with many virtual employees and faculty members all over the world, once positions were filled the process to get them into the system was cumbersome and inefficient. Forms were not filled out correctly, if they were completed at all.
As a new Human Resources Director assessed the situation, she knew they had to streamline their processes or they would never be able to get ahead. Busy HR departments simply can’t be effective without an applicant tracking tool. She had previously used several different applicant tracking systems, and knew the simplicity, flexibility and cost of ApplicantStack would make it a good fit. Within two weeks, the system was up and running with all the hiring managers trained in the system. The Director was able to post a new job, list it on the website and linked job boards, and utilize the complimentary advertising — all within an hour.
Best of all, MUIH didn’t have to manage or maintain ApplicantStack. And, the University loved how easy it was to use. They have 32 hiring managers using the system effectively with little training time.
Since implementing ApplicantStack, MUIH has seen more diverse candidates apply, from a greater geographical reach, and a higher caliber of candidates overall. Hiring managers are able to review candidates much more quickly – hiring time has been reduced from four or five months to seven or eight weeks. The University is now filling 4.5 jobs per month, most being adjunct faculty, academic directors and staff positions. The addition of ApplicantStack Onboard has also simplified the new hire paperwork, so all paperwork is housed in one place and easy to deploy no matter where an employee may live.
As an applicant, we’ve all been there – applying for a job, then waiting anxiously by the phone while compulsively checking email, hoping for a status update on where we stand in the hiring process. For applicants, sometimes the hardest part of the process isn’t hearing the bad news that they Didn’t Get the Job – it’s the waiting for communication that’s the most difficult.
So why do some HR professionals seemingly “wait” to communicate to applicants that they didn’t get the job?
Most of the time it has to do with lack of resources and time. To follow up with applicants each step of the way is very time consuming, so to add this step to the process can be overwhelming to some. However, communicating to applicants in each step of the hiring process whether or not they got the job is not only professional and considerate, it’s also best interest of your employer brand, making this a must-add step in your process. Your employer brand is just as important as your company brand, so setting a positive image is extremely important. Customers talk, so do applicants. You don’t want to run the risk of developing a negative reputation that could impact the number of applicants you receive in the future.
While the standard “thank you for your time, etc.” mass, automated email is useful for large groups of unqualified applicants, consider utilizing a more personalized approach when informing your final candidates that they didn’t get the job. You don’t have to make a personal phone call to every single candidate you’ve interviewed, but if you’ve narrowed your options down to a few applicants, then you should take a few moments to personally thank them for their time. Serious candidates invest a good amount of time into your interview process, so thanking them for their time is both professional and considerate.
Be Quick To Communicate.
If you know an applicant has been disqualified, then reach out to them in a timely manner to let them know they will not be moving forward in the process. Do not wait until the job requisition is closed to inform all applicants of their status in the process, which unnecessarily keeps candidates in limbo for a long period of time. If email notifications become time consuming, considering utilizing an applicant tracking system that can automate emails quickly and easily.
Utilizing the right etiquette in your hiring process is a win-win for both company and applicant. If you need help streamlining your hiring process and improving organization and efficiency, considering utilizing an applicant tracking system. You can sign up for a live group demo.
The nature of the global workforce has rapidly changed. The idea of getting a job from one company, working their for 30 years, and then retiring is long gone. Companies need to scale their workforce up and down in order to stay competitive and job seekers have to be more flexible and mobile as well. Hence, the importance of agility staffing.
This has placed a premium on the need for companies to increase their agility in staffing. Companies need to source, screen, select and on-board the right talent at an accelerated pace. If they take too long or fill positions with the wrong type of talent, it can directly impact their competitiveness.
The number of people working at a company, their skill sets, their cumulative cost to the company, and their ambition and motivation all combine to create the single most important variable in the success or failure of any enterprise: the staff. A company that can get the right people in the right positions at the right time and at
the right price has a tremendous advantage over less astute competitors.
In response to the need for speed and agility, companies are increasing their adoption of Applicant Tracking Systems even during a slow economy.
Bersin & Associates says in a recent posting that the Applicant Tracking Systems market (ATS) grew by 11% to nearly $1 Billion as of April 2011. Reasons for the significant growth are that companies need to move quickly and they cannot keep pace if they either have no technology at all or if they have out-of-date ATS software.
Imagine receiving 50 or more applicants for every open position and the necessity to communicate with each and every applicant from the time their information is received through the many stages of your recruiting process? If you review the list below of just some of the reasons to contact applicants and hiring managers, you will soon realize that communications alone can consume a good part of your business day! Electronic or phone communications may include:
Acknowledgement of receipt of Resume or Application
Requests to the Applicant for additional information
Responding to requests from the applicant for additional company information, benefits information, etc.
Responding to applicant requests of their current status
Requesting available dates and times from managers to schedule phone screens or face to face interviews
Requesting available dates and times from applicants to schedule phone screens or face to face interviews
Forwarding resumes to staff for review
Requesting/recording the Hiring Manager’s Review and Feedback of an applicant
Collecting feedback/evaluations from staff after interviews
Confirming interview schedules or changes to interview schedules
Letter of no interest to the unqualified applicants
Permission to conduct a background check
Informing an applicant that a position has been filled, cancelled or put on hold
Responding to status reports or updates to managers
Respecting candidates includes acknowledging receipt of their applications, giving them some sense of what’s coming next and eventually letting them know the outcome. Most companies want to be timely and professional toward applicants and managers, but with limited resources and time, do not communicate effectively or at all.
4 Steps to improve Communications during the Recruiting Process
Establish a clear, consistent, courteous and timely process for communicating with applicants and hiring managers during your recruiting process. Document the process and decide which stages in your recruiting process require written or verbal communication. Applicants who have been selected for further consideration in your selection process should continue to receive consistent, timely and accurate messaging. While applicants who did not meet your minimum qualifications, should be communicated with almost immediately.
Communicate the established process to everyone involved in the recruiting process including hiring managers, recruiters and support staff. Make it clear who is responsible for which communications to avoid confusion and possible duplicate or conflicting communications to the same applicant. This is especially important when there are multiple recruiters working with your applicant database. Nothing could be more embarrassing than one recruiter sending a “we’re not interested” email and another recruiter trying to schedule an interview with the same applicant—it happens more than you think.
Automate communications when possible: Implementing an applicant tracking system enables you to automate emails as your applicants are moved through different stages in the recruiting process. Many systems have “triggered” email capabilities which save time, eliminate errors and help your company to maintain a more professional image and reputation.
Track all Communications: Once again, an applicant tracking system is of great value here. Communications are automatically recorded—even date and time stamped, so staff involved in the recruiting process can view the most recent or pending communication or activity related to an applicant. If automation is not an option, using your calendar or an excel spreadsheet that can be shared by everyone is recommended.
Benefits of Effective Communications during the Recruiting Process
Shows respect and appreciation to applicants regardless of their qualifications
Keeps hiring managers and other staff informed about the status of open positions
Protects companies against false accusations and legal repercussions if candidates misinterpret your communication
Eliminates excessive phone calls, leaving messages and telephone tag
Tracks all activity related to an applicant for future use
Most importantly, confirms your company operates with integrity and transparency