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Why Recruiting Operations is Essential to Growth

Most of the recent innovation in recruiting has been focused on the candidate acquisition and evaluation stage (with tools like Hired, Teamable, and Coderpad) with much less of an emphasis on internal process improvements for recruiting teams. Just as sales teams and engineering teams need new products and processes in order to grow, it's impossible to effectively scale recruiting ops and hire effectively without new tools and ways of approaching old problems.

Let’s begin by defining Recruiting Operations

Recruiting operations is a set of recruiting activities and processes that help a talent acquisition organization run effectively, efficiently and in support of hiring strategies and objectives. In short, it’s to reduce friction in the recruiting process.

This sounds great in an ideal world, but in reality, most companies have the operational responsibilities of recruiting spread across multiple people. Without one central person thinking about these problems, recruiting often scales by just adding more people to the same problem. For example, it’s not uncommon to hire a contract recruiting coordinator for half a year during university recruiting season.

Whether or not you have a dedicated Recruiting Operations Manager, here are some things your recruiting team should start to plan for.

Use Data to Your Advantage

“You can’t manage what you don’t measure” - William Edwards Demming

What is your average time to hire? How many hours of interviewing do you spend per open job? How long does it take to schedule the average onsite interview? How many candidates do you have to interview before making an offer?

Unfortunately, most people don’t have the answer the majority of these questions.

Luckily, your ATS can provide the majority of the data, use it to your advantage. If you have an analyst on the team, you should already be doing this. If you don’t, find someone on the team that loves data and give them a side project. If that person doesn’t exist or the team is super small, grab some time from a business analyst or data person from another team. Data is the key to uncovering bottlenecks and implementing process changes as recruiting organizations become more and more process-driven and scientific. Eric Feng, an early executive at Hulu shares an in-depth example of using data to his advantage in recruiting Hulu’s first technical hires in his First Round blog post.

Challenge the Status Quo

Every couple of quarters you should be auditing your candidate flow as well as your internal recruiting workflow to eliminate any friction points and see where there is an opportunity to increase candidate experience and hiring conversion.

Audit and track your current process by shadowing your recruiters and recruiting coordinator’s workflows. GoodTime, a scheduling automation tool, has a team that comes onsite and audits a company’s scheduling workflow. They’ve found that on average it takes 37 mins to schedule an onsite interview. Having transparency into your processes can help give your team an advantage in identifying areas for improvement.

Career Path from the Bottom

Generally, entry level team members join the recruiting team as Recruiting Coordinators (RCs) where anywhere from 40%-90% of their job is scheduling interviews, coordinating travel for interviews, reimbursing travel for interviews, confirming interviews, greeting candidate at interviews, etc. There is quite a learning curve and RCs are often some of the busiest folks on the team, however once fully onboarded and trained their day-to-day can get very repetitive and monotonous.

The average tenure for a RC is about a year. Teams that can promote within will do that for their best RCs but often lack enough open headcount to help everyone. RCs will generally leave the company or stay in a role that is not challenging and very labor intensive, often burning out.

Career pathing is not always about upward promotion. Having learning opportunities provides more satisfaction than most people think. Help automate some of their workflows and give them time back to work on things they are excited about. For example, Rubrik was able to give time to their RC by implementing GoodTime to automate scheduling and now that RC is also learning how to source.

If recruiting isn’t the endgame for your RCs, give them time and opportunity to explore other teams within the company. The Undercover Recruiter has some creative alternative career paths.

It’s imperative to start career pathing for RCs early on. They directly interact with the candidates and are the face of the company when candidates interview onsite. Treat your RCs kindly and give them opportunities to grow and you’ll have happy RCs which in return means a better candidate experience.

Process improvement should be ongoing. Use data to determine your team’s roadblocks and see if there are tools or process changes that help solve your problem. Stay up to date on solutions that integrate with Greenhouse through the partners page. Don’t assume your current workflow will always be the best.

Skye Wang

Skye is the Head of Sales at GoodTime, a scheduling automation tool that helps recruiting teams schedule interviews up to 10x faster. She loves helping recruiting teams set up their operational processes for scale and efficiency. When she's not busy optimizing recruiting workflows, you can find her hiking with her pup Luna, training to become a yoga teacher, and competitively reading to hit her 2017 Goodreads reading goal. Stay in touch- connect with Skye on LinkedIn and sign up for a GoodTime demo.

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