How can Implementing Automation of Recruitment Processes Support your HR Department?

The examples and data presented in the article are based on Traffit's report on recruitment quality. According to research by this company, in 2022-2024, the average number of applicants for one position increased by 80%. This means that human resources departments are overloaded like never before and need to focus on improving the recruitment process. Without appropriate new technologies, such as HR automation and recruitment management systems, recruiters may not keep up with the processing of incoming applications. Below you will find examples of automations that will help you improve the quality of the 4 most important aspects of recruitment.

1. HR Automation for Faster Processing of Applications and CVs

The increased number of applications means an increase in the duration of the employee recruitment process. According to the Traffit report, candidates spend an average of 8 days and 6 hours on the first stage of recruitment:

Even with the basic methods of verifying and evaluating candidates' CVs, the waiting time of candidates for qualification has increased to 198 hours (8 days, 6 hours), and for roles in IT companies it is as much as 15 days. Source: Traffit, Application Quality Report 2024

For many of them, such a waiting period for a response is unacceptable, as a result of which they may become discouraged and give up applying to your company.

How can HR automation help you speed up application processing?

Automation of CV and Job Ads Management Processes

The problem of manual switching between different job boards and systems is one of the biggest challenges HR departments face during recruitment. Many companies use several platforms, which means recruiters need to check each one regularly to make sure they haven't missed any application. This often involves the need to manually download candidates' resumes, save them in the appropriate folders, and then upload them to internal management systems (ATS), which is time-consuming and error-prone.

By automating business processes and by integrating tools, you can get a management system that centralizes all applications and candidate data in one place. Such a solution automatically collects and processes applications, downloads resumes, and then uploads them to the internal ATS system without the need to manually move documents. The automation system can also send notifications about new applications so that recruiters can react even faster to emerging resumes.

Preliminary CV Analysis with AI

Carrying out the preliminary selection of a CV is one of the most important, but also the most time-consuming stages of recruitment. Recruiters have to review hundreds of applications, which involves a lot of work. Without the right tools, this process is not only time-consuming, but also prone to errors, as in many cases recruiters can overlook a valuable resume among those who do not meet the initial requirements.

The use of artificial intelligence for the preliminary analysis of resumes allows you to filter applications quickly and precisely. AI can automate candidate assessment processes based on established criteria such as skills, work experience or location, as well as categorize resumes. The initial analysis and management of the application evaluation process by AI, allows the HR team to save time, since the employee is only needed for a detailed analysis of the already selected resumes. Such a solution significantly speeds up the recruitment process and reduces the risk of errors.

2. Automation of Recruitment for Automatic Responses — no more “ghosting”

One of the biggest problems of the recruitment process in 2024 is the so-called “ghosting”, that is, the lack of response from the employer after the recruitment is completed. The Traffit report indicates that:

4/10 candidates do not receive any feedback in the recruitment process. Source: Traffit, Application Quality Report 2024

Such situations occur even if candidates have been in advanced stages of interviews with a potential employer. This not only negatively affects the image of the company, but also reduces the effectiveness of future recruitment activities.

Intelligent Automation of the Feedback Process with AI

Even if your recruiter decides to respond to each candidate, on average it will take them about 11 minutes to give information about the rejection of the application to one person. In the event that about 200 people apply for a given position, manually answering candidates will take many hours of employees' working time. Automation of recruitment processes can speed it up!

Intelligent automation of the feedback process with the help of AI allows you to quickly generate responses to candidates that are tailored to the specific situation. With the implementation of automation systems, recruiters can send a personalized message, both positive and negative, in a professional and efficient way with just a few clicks. This type of automation allows not only to save time, but also to build a positive image of the company as professional and caring about relations with candidates, regardless of the result of recruitment.

3. Transcription of Recruitment Interviews and Automatic Notes

If the consent of a large number of people is required to make an employment decision, the recruitment process can be significantly extended. Decision makers must obtain detailed information about candidates, which forces recruiters to manually prepare notes after each recruitment meeting. This approach is time-consuming and can lead to the omission of important information, which in turn slows down HR processes and makes it difficult to make quick decisions.

Automate HR Processes for Automated Notes

Take advantage of HR automation systems and transcription tools to automatically create recruitment meeting notes and instantly send full interview transcripts to all decision makers. By automating management processes, recruiters can share detailed information quickly and flawlessly without having to manually take notes. The implementation of the automation process allows not only to speed up the recruitment process, but also to eliminate the risk of errors that could arise during traditional note-taking. In addition, recorded conversations can be stored and analyzed in the future, which makes it possible to create a database to better assess the quality of recruitment processes and improve HR processes in the company.

4. Automation in HR to Assess Recruitment Tasks

According to the Traffit report:

In 2024, 71.62% of applicants did not pass the first stage of recruitment. They were rejected immediately or remained at the first stage until the recruitment was closed. Source: Traffit, Application Quality Report 2024

This means that most applications fail, and HR departments have to spend a fair amount of time checking the skills of applicants applying, often manually preparing and evaluating recruitment tasks.

Optimization of Recruitment Assessment Processes Thanks to Automation in the HR Department

Take advantage of the management of the assessment process, in particular the optimization of the screening of recruitment tasks, to increase efficiency and speed up HR processes. HR automation systems, supported by artificial intelligence and machine learning, can automatically select tasks tailored to the appropriate role or level of experience of the candidate, as well as send them and monitor their implementation. Integration with AI also allows for automatic analysis and assessment of tasks, which significantly speeds up the selection of candidates. The implementation of the employee evaluation process allows recruiters to move quickly to the next stages of the recruitment process, eliminating time-consuming and manual performance evaluation. Automation of recruitment processes allows faster decision-making, which promotes better human resource management and guarantees time savings in the resource management department.

Are you thinking about implementing automation of other HR processes in your company?

It is worth remembering that HR automation systems are not only tools that improve the recruitment process. Such automation allows the implementation of a wide range of solutions that can accelerate onboarding/offboarding of new employees, improve human resource management, automate administrative processes and manage personnel documentation. Automation of HR processes allows you to optimize many key areas of the company's activities, which translates into saving time, resources and reducing the risk of errors. One example of an interesting use of automation in HR is our implementation of optimization of employee onboarding in an IT company, which you can familiarize yourself with here.

Other Trends in HR Automation

Automation of Administrative Processes

HR automation systems improve vacation application management, working time records, employee data management, and document flow. Thanks to the implementation of automation of administrative processes, time is saved, the risk of errors is reduced and the organization of work is improved.

Remuneration Automation

Automation systems allow you to quickly calculate wages, bonuses and bonuses, as well as generate payroll reports. With payroll automation, processes become more accurate and less time-consuming.

Automation of Onboarding

The implementation of automation systems allows the onboarding process to ensure the smooth introduction of new employees into the company (e.g. training, authorization, circulation, etc.). Thanks to HR automation systems, the adaptation process becomes faster and new employees more engaged.

Automation of Working Time Management

HR automation systems allow you to monitor working hours and manage schedules, in such a way as to distribute working days fairly among employees. Automation of working time management significantly saves the time of HR departments.

Automation of the Employee Appraisal Process

Automation of the assessment process allows you to easily collect results, analyze them and generate reports evaluating the experience of employees and, possibly, directing them to training. Thanks to this, the assessment becomes more objective and less time-consuming and you take care of the development of employees.

If you want to implement automation of CV management processes or other improvement in HR department — contact us!

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