Streamlining Talent Acquisition Processes without Sacrificing Candidate Experience

Chris Major, Head of global talent acquisition, Siegwerk

Chris Major, Head of global talent acquisition, Siegwerk

In the context of the current volatile global economy, it’s not surprising that many organizations are asking recruiters (and many other functions) to do ‘more with less.’ Understandably, these same organizations are increasingly turning to automation to streamline recruitment processes and improve operational efficiency. This temptation, however, to leverage new technologies at all costs, can soon become a potential barrier to providing a high-quality candidate experience.

Streamlining talent acquisition processes and maintaining a positive candidate experience are often at odds with each other. For a long time, efficiency was prioritized above all else, measured by metrics like time-to-hire and cost-per-hire. This sometimes led to impersonal, frustrating, and often disjointed candidate journeys. However, a new paradigm has emerged, one that recognizes that efficiency and experience are not mutually exclusive. The most successful organizations understand that a streamlined, well-managed process is the foundation of a great candidate experience, not a threat to it. The key lies in strategic automation, enhanced communication, and a human-centric design.

The perils of impersonal automation

The initial wave of TA technology often focused on automating everything, resulting in a cold and impersonal experience for candidates. They were funnelled through complex, multi-page application forms and faced unresponsive chatbots and were left in the dark about their application status. And while this approach was technically efficient, it often resulted in high drop-off rates and damaged employer brands.

“Leveraging smart automation, prioritizing proactive communication, and designing a human-centric journey, companies can build a process that is not only highly effective but also leaves every candidate feeling valued and respected”

The modern approach to automation is far more nuanced. Instead of automating the entire process, companies are strategically applying technology to eliminate repetitive, low-value tasks or specific steps along the way. For example, AI-powered tools can screen résumés for keywords and qualifications, allowing recruiters to concentrate on building relationships with candidates and managing internal stakeholders.

Additionally, automated scheduling tools can coordinate interviews without the endless back-and-forth of emails, which is a common source of frustration for recruiters, candidates, and hiring managers. This intelligent automation streamlines the process for recruiters, allowing them to dedicate more time and personal attention to each candidate.

The power of proactive and transparent communication

One of the biggest complaints from candidates across industries, it seems, is the lack of communication. LinkedIn is full of candidate stories from candidates who have been "ghosted" by prospective employers or who have gone through extended recruitment processes involving surprise last-minute interviews.

After submitting an application, many feel as if their résumé has disappeared into a black hole. This information vacuum naturally creates anxiety and potentially a negative perception of the company. A truly streamlined TA process not only makes things faster but also more transparent.

Implementing automated, but personalized, communication is a powerful way to enhance the candidate experience. This includes sending an immediate confirmation email after an application is received, providing regular updates on the status of the application, and letting candidates know when a position has been filled. However, this automation must be supplemented with a human touch. A personal email from a recruiter or a quick phone call to an interviewed or shortlisted candidate—even if they aren't moving forward—demonstrates respect and professionalism. This proactive and transparent communication strategy not only reduces candidate anxiety but also reinforces the company's commitment to treating people with dignity.

Designing a human-centric journey

Streamlining TA processes without sacrificing the candidate experience requires a shift in mindset. It's about designing a human-centric journey rather than just optimizing a series of tasks. This involves mapping out every touchpoint a candidate has with the company, from the initial job search to the final offer (or rejection), and asking, "How can we make this a positive and respectful experience?"

This design-thinking approach can lead to tangible and meaningful improvements. At Siegwerk, for example, this meant overhauling a previously cumbersome application process to make it mobile-friendly and- It also meant ensuring that interviewers were well-prepared and trained to be brand ambassadors and providing constructive feedback to shortlisted candidates who ultimately didn’t get the job. It also means actively soliciting feedback from candidates and brand-new hires to continuously improve the process.

Focusing on the candidate journey first and foremost, organizations can identify bottlenecks and pain points that frustrate candidates and recruiters alike and start to implement new technology or a simplified process. For instance, consolidating a multi-stage interview process into a single day can save everyone time and reduce the likelihood of a candidate accepting another offer. An efficient, well-designed process is a sign of a good recruiting function, and this professionalism significantly impacts the overall candidate experience. An efficient, well-designed process is a sign of a good recruiting function, and this professionalism is a significant part of the overall candidate experience.

I believe that the future of talent acquisition lies in finding the perfect synergy between efficiency and empathy. Leveraging smart automation, prioritizing proactive communication, and designing a human-centric journey, companies can build a process that is not only highly effective but also leaves every candidate feeling valued and respected.

AI