Up until a few months ago, our "process" was pretty rudimentary - we posted our positions on our website, and then spread the word via local job postings, social media and word of mouth. Next, candidates "applied" by sending a cover letter and resume via email, and we saved the attachments into a shared folder in Google Docs. We then manually entered data into a shared spreadsheet, where we also tracked our reviews and correspondence with candidates.
When we only had a few candidates, this system worked pretty well, but during our last search, we had over 100 people apply! By the time we got to candidate #25, things were a mess:
- The spreadsheet was gigantic and it was time consuming to keep updated
- Several people were reviewing candidates, but we didn't know if we were using the same criteria to evaluate them
- Correspondence was being sent to candidates via individual email accounts, and there was no centralized record or electronic trail
- The whole process was taking way too much time, and everyone was getting fatigued and frustrated.
- All of the applicant data is stored in an online system that multiple Whole Brain Group team members can access
- Each candidate answers the same standard questions, and we also configured a customized questionnaire to evaluate fit with specific job requirements
- We can quickly access a candidate's LinkedIn profile to view recommendations and other information they may not have included on their resume
- Each team member can evaluate a candidate using customized evaluation templates, so we can objectively compare everyone based on weighted scores. We use different evaluations for resumes, phone screens, and in-person interviews
- Customizable workflows allow you to send notifications to specific hiring team members as a candidate moves through each stage of the hiring process
- We can assign tasks to each other, like "Contact Jane Doe for Phone Screen" or "Let John know he's not a fit"
- All of our correspondence with candidates is templated, and saved in a central repository so we have an electronic trail and know who has done what
- Get more information about The Resumator - Recruiting & Applicant Tracking System
- Read about other Smart Tools we use at The Whole Brain Group.