The application process: Definition
The recruiting process (also: application process, recruitment process or personnel recruitment process) describes the procedure for filling a job. It usually begins with the creation of a job advertisement and ends with the settings. Depending on the definition, the job application process is also included.
Application process procedure
From job advertisement to onboarding: a well-thought-out application process ensures transparency, efficiency and a pleasant experience for everyone involved. Here is an overview of the most important steps:
Advertise jobs
As soon as the job description is defined with the area of responsibility, job percentage, team assignment, etc., the job advertisement is formulated. This is then published on various advertising channels. These include your own homepage, job platforms or social media, for example. You can find more information on advertising channels in the article E-Recruiting.
Receive applications
Hopefully many good applicants will respond to the job advertisement. Application receipt can take place physically (by post), by email, via the application form on the website or via an e-recruiting tool.
Choice / Selection
Once the applications have been received, it is important to keep a good overview of the applications. This is often done with the help of an Excel spreadsheet or applicant management software.
Various processes and selection steps are often used to select candidates. These range from short telephone interviews to assessments lasting several days. Depending on the company, hierarchical level and position, different selection procedures are also used within the company.
In addition to communication with the candidates, an important point is internal assessment. In other words, coordination with superiors.
Recruitment onboarding
Once both sides have accepted the position, the contract process begins. Onboarding, i.e. induction, should also be planned and carried out in a structured manner. The aim is for the new employee to feel comfortable from day one and be able to perform their tasks to the best of their ability.
Optimise your recruitment process with Dualoo.
Optimise the application process
As the application process consists of several steps, there are also many starting points for improvements.
Analyse the recruitment process
Get an overview of your application process. Which process steps are you currently carrying out? Who is involved? With a complete overview, it is easier to identify optimization potential.
You can then consider where there is potential for improvement, e.g:
- Could an online or telephone interview in advance replace an initial interview? It is often possible to clarify initial critical questions, e.g. about salary expectations, during such preliminary clarifications.
- Should an assessment or personality analysis be included for strategically important jobs in order to avoid misjudgments?
Digitise the application process
As digitalization and the associated automation can save a lot of time and money, this should also be examined in the recruiting process. Which process steps can be digitized and how?
Advertise jobs
Receive applications
Provide candidates with an easy and understandable way to apply. You can also use application forms to ensure that you as a company receive all the necessary information in a structured form.
If you allow unsolicited applications on your website, you increase the chance of receiving more applications.
Once the application has been received, an automatic confirmation of receipt helps to minimise manual effort.
Choice / Selection
Whether Excel list or e-recruiting tool: In the dossier overview, you can see at a glance which process step the applicant is in and what the previous ratings have been.
Save the most important e-mail templates for each step. This will save you a lot of time when creating emails. It’s even easier with an e-recruiting tool that allows you to create individual emails with just a few clicks.
Communication with superiors can also be optimised. How about a standardised rating form, for example, which can be completed quickly and easily?
Ask good candidates for whom the current job didn’t work out if you can keep their documents for later. This will help you build up a talent pool. You can then quickly and easily contact suitable talent for future job advertisements.
Recruitment onboarding
After the mutual commitment has been made, not so much emphasis is often placed on the next steps, after all, the employee has been won over. However, in times of a shortage of skilled workers, it is important to continue to inspire new employees. This includes drawing up a contract quickly and well thought-out onboarding. There are various options here, such as an induction plan, a “Götti” program or an official induction day where the new employee gets to know the company and the various departments.
Evaluate key figures
With the help of key performance indicators (KPIs), you can analyze the recruiting process based on existing data and uncover potential for improvement.
Observe data protection
Data protection is a very important issue, especially in the HR sector. This is because personal and sensitive data is processed. You should therefore also check whether data protection is complied with in your recruiting process.
Possible selection steps in the application process
A successful selection process adapts to the requirements of the respective target group. While personal interviews and assessments are often at the forefront of employee recruitment, formats such as career exploration or trial apprenticeships play an important role in apprentice recruitment.
Employee recruitment process steps
- Application receipt (preselection and forwarding)
- Video/phone interview
- Job interview
- Trial work / Meet the team
- Personality analysis / assessment
- Acceptance/rejection
- and much more.
Process steps in apprentice recruitment
- Trade fair visit (e.g. job fairs)
- Information afternoons
- Career exploration (before application receipt)
- Application receipt (preselection and forwarding)
- Job interview
- Trial apprenticeship / Meet the team
- Personality analysis
- Acceptance/rejection
- and much more.
Questions & Answers: Application process flow
What steps are involved in the application process?
The process includes job advertisement, application receipt, pre-selection, interviews, trial work, assessment if necessary and the final decision. However, the exact structure varies depending on the size of the company, industry and internal requirements.
How can the application process be optimized?
Efficient communication, clear processes and data protection-compliant recruitment are crucial. Digital tools such as Dualoo help companies to optimize every process step.
What advantages does digitalization offer in the application process?
Digital solutions reduce the administrative burden, increase transparency and enable applicants to be processed more quickly.
What do applicants expect from a modern application process?
Applicants appreciate simple and fast processes, transparency and respectful communication.
