Digitising the recruitment process - step by step
There are many ways to digitize the recruiting process, and they are constantly changing. What is standard today could be outdated tomorrow. Ultimately, however, a different process and level of digitalization is suitable for every company. HR managers therefore ask themselves the question: Which process steps can be digitalized and how?
Job advertisement
Classic:
- Job advertisement as pdf
- Manual publication on your own homepage & various job portals
Digital and data protection-compliant alternative:
- Mobile & SEO-optimized
- Job advertisements with interactive options
- Publication via e-recruiting tool or multiposter
Application receipt
Classic:
- Applicants by post or e-mail
Digital and data protection-compliant alternative:
- Application receipt in the recruitment tool
- Applications via forms on the company website
Selection by HR & line
Classic:
- Sending applicants to the line (physically or by e-mail)
Digital and data protection-compliant alternative:
- Shared storage for collaboration (e.g. SharePoint)
- Applicant management software (advantage: role-based access)
Communication with applicants
Classic:
- Mail or even letter dispatch
Digital and data protection-compliant alternative:
- Work with standardized but individualized templates
- Sending and filing directly in an e-recruiting tool
Job interviews & trial apprenticeships
Classic:
- Physically on site at the company or via telephone
Digital alternative:
- Via video conference
Acception & rejection
Classic:
- By post or e-mail
Digital and data protection-compliant alternative:
- Via recruitment tool
Job advertisement and application receipt
For the job advertisement, it is important to choose various channels to suit the target group. Social media such as LinkedIn or Google searches (Google for Jobs), which are becoming increasingly important for job seekers, should also play a role. With multiposting, the job can be advertised simultaneously on various job portals with just a few clicks.
Tip: If the applicant is to apply by email or using a recruitment tool, make a note of this on the website or in the job advertisement. This avoids postal applications and the associated manual entry work.
Selection by HR and line
Sending applicants to their superiors by email can lead to a veritable flood of emails, depending on the number of vacancies. It is difficult to maintain an overview. There are various ways to organize yourself in the e-mail program (working with categories, individual folders, etc.).
The critical point with selection via email is data protection and access authorizations. If the applicants end up in various inboxes due to forwarding, the “right to be forgotten”, among other things, cannot be guaranteed.
A recruitment tool offers an alternative. This allows supervisors to be invited to ratings in compliance with data protection regulations and the feedback to be displayed clearly and in one place.
Step by step to a digitized application process - with Dualoo.
Communication with applicants
Fast and individual communication with candidates is essential for both the candidate experience and an efficient recruiting process.
Templates can be stored in common mail programs. However, if the emails end up in various inboxes and are also saved, this procedure can hardly be implemented in compliance with data protection regulations.
This is where an applicant management tool can provide you with optimal support. You can store your mail templates in the settings. With the help of placeholders, the existing data is then inserted directly when the mail is sent (e.g. automatic generation of the salutation). This enables fast and personalized communication with the applicant. Thanks to the individual access assignment and automatic anonymisation, data protection-compliant recruitment is also no problem.
Job interview and trial apprenticeship
Can the video interview really replace the physical job interview, the selection phone call or the trial apprenticeship? Probably never completely. But for a first impression, for example:
- with a task presented online by the candidate or
- of the company as a virtual company tour
this can be an option and bring variety to the recruiting process. Further information can be found in the video interview guide.
Acception and rejection
The recruiting process can also be digitized for acceptances and rejections. Although standard mail programs with templates already simplify acceptances and rejections enormously, recruitment tools offer even more advantages:
- Immediate automatic confirmation of receipt
- Create e-mails incl. templates
- Send mass rejections
- Create contracts and accompanying letters incl. templates
Questions & Answers: Digitizing the recruiting process
What are the advantages of a digital recruiting process?
Digitalization reduces the administrative burden, facilitates communication and improves the candidate experience through transparent and efficient processes.
How do you start digitizing the recruiting process?
Analyze your existing processes. Identify optimization potential and select the right digital solutions.
How does digitalization support data evaluation?
Digital tools enable detailed analyses to measure the success of job advertisements and selection processes.
What are the challenges of digitalization?
Careful and sustainable implementation, employee training and the selection of data protection-compliant solutions are key challenges.
