7 Stages of the Full Recruitment Life Cycle

Recruiting is the lifeblood of any staffing organization. It is therefore critical for any staffing business to develop a strategy to consistently attract and retain quality talent while ensuring maximum resource utilization. One of the most effective ways of increasing profitability and staying ahead of the curve is by designing a strategy around the recruitment life cycle.

As such, any effective staffing strategy must include sales, recruitment, and human resource management processes of a company. 

Now, let us take a deep dive into what a recruitment life cycle is and learn how you can leverage it to achieve your business goals.

What is the Recruitment Life Cycle?

The recruitment life cycle is the process that begins with a need or requirement for a candidate and ends when the candidate is successfully hired or placed. It encompasses everything from that first moment that you decide you need a new employee to the process of onboarding your new hire.  

Once we reach the end of the full recruitment cycle, it starts all over again. This allows your to systematize your recruiting process. It also lets you constantly tweak your recruitment process so that you are making fewer mistakes and hiring increasingly outstanding employees. 

The stages of the recruitment process help hire every single employee. Whether you are looking for part-time employees in your customer service department or your next CEO, this process can maximize your odds of finding that outstanding employee. 

Importance of the Different Stages of the Recruitment Process

Recognizing the significance of each hiring and staff selection stage to meet an organization’s HR requirements is the key to discovering great employees.Therefore, creating a transparent recruiting process that makes the most of the time available is essential. The business loses money every day that a position remains unfilled.
All stages of the recruitment process can now be completed successfully and swiftly, thanks to technology. Thanks to current software options, you can automate processes and quickly screen prospects.

7 Stages of the Full Recruitment Life Cycle

Now, let’s take an in-depth look at the six stages of the recruitment life cycle. No one stage is more important than the other. Rather, they all work together to help you find and hire great employees for your company. 

When describing these stages of the recruitment process, we are going to discuss them in the context of a company trying to fill one open position. That said, you can apply this same process if you are trying to fit multiple positions.

Recruitment life cycle stages

 Recruitment Process Step 1 – Preparation

The first stage of recruiting talent is preparation. In this stage, you are defining the ideal candidate and preparing your search for that ideal candidate. There are plenty of factors that you will want to likely consider.

For one thing, you and your team will need to settle on the skills, education, and experience that are desired for that open position. While this may seem obvious on the surface, it’s important to sit down with your team and agree on the specifics.

Along with these “hard” skills and experiences, you may also be looking for “soft” factors. These can include personal characteristics and other factors that fit in with your company’s culture. Once you have settled on these qualities, you’ll want to write a job description that clearly outlines these requirements.

 Recruitment Process Step 2 – Sourcing

Next is the sourcing stage. Here, you will want to be searching for both active and passive candidates. Candidates can come from anywhere, so you’ll definitely want to cast a wide net.

Some of the places where you can source candidates include your website, social media websites (like LinkedIn), and job boards. Employee referrals are also an outstanding source of potential hires. 

 Recruitment Process Step 3 – Evaluation of Applicants

The third step is to assess the process at a fundamental reporting level by looking at what are known as conversion rates or click-through rates. This is the quantity or proportion of people who advance to the following phase. You can re-evaluate if a step excludes too many people unnecessarily if it has a high fallout rate.

All of this process management will contribute to a better candidate experience, which will aid in advancing qualified applicants all the way to the hiring stage. The ratio of clicks to applications on your job postings is one of the greatest KPIs to monitor. In the recruitment process, an adequate ATS will convert candidates quickly.

 Recruitment Process Step 4 – Selecting

Selecting is the fourth stage. This is when you actually interview the candidates. It’s important to remember that a candidate’s CV only reveals so much. You’ll want to ask detailed questions about the candidate’s experience, skills, and knowledge about your company.

Behavioral interview questions can also be insightful. Finally, depending on the position, you may need to conduct reference checks or formal background checks.

 Recruitment Process Step 5 – Selection

Selection is the fifth stage. This is when you interview the candidates. It’s important to remember that a candidate’s CV only reveals so much. You’ll want to ask detailed questions about the candidate’s experience, skills, and knowledge of your company.

Behavioral interview questions can also be insightful. Finally, depending on the position, you may need to conduct reference or formal background checks.

 Recruitment Process Step 6 – Hiring

The sixth stage is hiring. At this stage in the recruitment process, you’ll choose the qualified candidate you want to hire. While this can be difficult, you must make a decision based on the role you are hiring for.

Once selected, you will submit a formal offer letter to your candidate. You should also be willing to answer any questions the candidate has before he or she accepts the offer.

 Recruitment Process Step 7 – Onboarding

Finally, onboarding is the seventh stage. Upon the candidate accepting your offer, you will want to start familiarizing him or her with your organization and team.

This may include a formal orientation, mandatory training programs, and an organized lunch with the new hire and their colleagues. Don’t slack on this stage, as it is imperative to the future success of your new hire.

Tools to Manage the Full Recruitment Life Cycle

With this background in mind, let’s talk about some helpful tools that can help you manage the recruitment life cycle. You may already have some of these tools in your workflow.

Recruitment Tools - 6 Stages of Recruitment Life Cycle - Oorwin

If so, that’s great! You can supplement those tools with others mentioned below. If not, we recommend that you implement the following tools to help you with your work.

To start, you’ll want to invest in a high-quality Applicant Tracking System (ATS). ATS is a helpful tool that can help you manage every stage of the recruitment process. For instance, you can easily search through candidates in your database and easily communicate with large groups of applicants. Investing in an ATS is a fabulous idea.

Next, think about investing in candidate search engines. This is more of a playful way in sourcing potential talent in the marketplace. No matter the position you are trying to fill, these candidate search engines can help you find interesting candidates. From there, you can reach out to those candidates directly.

From there, you’ll want to familiarize yourself with job search engines. Job search engines like Indeed can be great platforms to post your open positions. While we don’t necessarily recommend one job search engine or another, we encourage you to experiment with them. You may find your next great hire from one of these platforms.

Finally, seriously consider creating an internal employee referral system. Studies show that some of the best hires come from referrals from current employees. You can also leverage this benefit—so long as you work to create a referral incentive system. Incentives can be everything from bonuses to some other non-monetary incentive.  – Check G2Crowd top recruitment tools here.

Leveraging the Full Recruitment Life Cycle

The recruitment life cycle represents just one part of the staffing business. 

As you likely know, most staffing companies have resource pools with a set of skills, experience, qualifications, etc. Each day that a resource pool candidate spends on the bench, the staffing business loses money.

To ensure full utilization of the source pool, staffing companies must track employee performance, skill shortages, and industry trends.

Staffing companies need to deploy emerging technologies such as artificial intelligence (AI) that can help them stay competitive and ahead of the curve by offering timely, accurate, and data-backed insights on hiring trends, bench management, skills shortages, and employee performance.

Ultimately, when the recruiting life cycle is effectively dovetailed into your staffing business, it can go a long way in accomplishing all of your strategic goals.

The recruitment life cycle is an essential component of any staffing business. No matter the size of your company, we encourage you to leverage the recruiting life cycle in your day-to-day work. By doing this, you can substantially increase your chances of accomplishing all of your strategic staffing recruiting goals.

Oorwin to the Rescue

With an integrated approach to the staffing business, Oorwin helps you maximize profitability effectively dovetailing sales, recruitment, and HR processes.

Want to give Oorwin a try? You can request a product tour here.

ATS Evaluation Toolkit: A Beginners Guide to Buying an ATS

As a CXO, recruiter, or HR manager, one key task on your plate is to find and leverage a great Applicant Tracking System (ATS). This article on the ATS evaluation toolkit will help you learn how to analyze pricing, features, integrations, security, support while buying an ATS.

An ATS is an essential component of a recruiter’s arsenal to find and hire stellar talent. Obtaining a highly intuitive and feature-rich ATS will make your job much easier. On the other hand, investing in a poorly-performing or confusing ATS is not only likely to cause headaches, but may also cause your company to lose out on opportunities. 

That being said, the actual process of buying an ATS isn’t necessarily straightforward. There are all different kinds of ATS software on the market today. Along with this, ATS systems may offer different pricing. For as great as a particular ATS may be, it simply may not be an option if it is out of your company’s price range.

A Beginners Guide to Buying an ATS

Pricing

To start this guide on buying an ATS, we first want to discuss pricing. In some other guides, you may see pricing as the last variable that you should consider. We believe, however, that pricing is one of the most important variables because it directly affects the types of features that you can find in your ATS. In other words, the sleekest and best possible features won’t mean much if you can’t afford the ATS that has those features. 

So in terms of pricing, you will find that ATS subscriptions start at free and go up to hundreds of thousands of dollars per year. That being said, typical ATS subscriptions range from $25 to $250 per user per month.

Annualized, this comes out to $300 to $3000 per user per year. This is just the average range, however. There are some ATS plans that go for as low as $15 per user per month while others eclipse $500 per user per month.

As you can see, the specific price of your ATS is often correlated with the number of users or employees that you’ll have. However, you’ll want to read the fine print and understand how your targeted ATS is calculating the total price.

Some other ATS programs charge based on things like the number of active positions or job openings and available features. There are then other ATS vendors that charge a flat monthly or yearly rate

The good news for you is that there are plenty of options. Often, the best thing to do is to start with your budget and then create a shortlist of ATS candidates. By doing it this way, you can substantially increase the odds that you’ll find an ATS that is within your budget.

Nonetheless, the fees listed above are just the costs of subscribing to the ATS. You may find yourself paying other fees like data migration fees and onboarding charges. Keep this in mind as you are reviewing your shortlist.  Next, in this ATS evaluation toolkit is ATS features.

Features

We now want to share some of the different features that you can get in different ATS software. Along with pricing, the feature set is one of the most important factors that you must consider when buying an ATS. 

Because there are so many ATS vendors out there, you’ll find that each ATS is slightly different. Yet you’ll discover that the vast majority of ATS applications have many similar key features. They include the following:

  • A Customizable Career Page: Great ATS software lets you create and customize professional career pages. Because your career page is one of the first impressions that prospects receive about your company, you want it to be crisp, polished, and representative of your brand.
  • A Simple Application Process: Your ATS should make it easy for candidates to apply to open positions. An ATS that is overly difficult to navigate may turn away stellar job candidates.
  • A Seamless Way to Review Applications: Depending on your company, you may receive hundreds (or even thousands) of applications for a single position. Your ATS should make it extremely easy to review those applications and send the most promising candidates down your recruiting funnel. This can include everything from interview schedulers to hiring manager collaboration tools. 
  • Resume Storage and Candidate Search: A great ATS has robust resume storage and candidate search system. This means that you can build a great source of candidates and review that source when you are looking to fill new positions.
  • Detailed Analytics: One of the most valuable parts of an ATS is the fact that you can see how applicants are interacting with your ATS. With an easy-to-use dashboard, you can quickly see which posts are (and are not) generating traffic among your applicant base. With that data in hand, you can then alter your job post copy to attract more high-quality applicants. Some of the top features to look for in an ATSATS Features - ATS Evaluation ToolKit - Oorwin

These are just some of the features that you’ll likely want to note when thinking about how to buy an ATS. Therefore, make sure that you carefully study the ATS on your shortlist. Ensure that they not only have these features but other features that will help you recruit and filter through great candidates.  Next in this ATS evaluation toolkit, let us look into integrations.

Integration 

Next, let’s talk about integrations. For as many features as an ATS may have, it may not be a great choice if it is time-consuming and/or expensive to integrate within your current technology stack. 

The simple fact is that ATS is just one part of any business’s recruiting and hiring process. Because of this, the last thing you want is for your ATS to slow down—or disrupt entirely—your recruiting procedures. 

The best way to go about this is to first take stock of the current recruiting and HR tools that you use. From there, take a hard look at the ATS applications on your shortlist and see if they offer integrations with those recruiting and HR tools. For instance, your organization may use tools like Salesforce, Paychex, and Indeed.

Whatever the case may be, you need to ensure that your ATS seamlessly works with your current stack. If not, you should seriously consider an investment in another ATS. 

You’ll also want to ensure that your ATS has integrations for tools that you think you may use. For example, if your organization is thinking of switching from Paychex to Ceridian soon, ensure that your ATS has integrations for all potential products that you’ll use in the next few months or years. This will save you from massive headaches down the road.

You can refer to  Oorwin Marketplace for more details. Moving forward in this ATS evaluation toolkit, let us look into ATS installation.

ATS Integrations - ATS Evalution Toolkit - Oorwin

Installation

We alluded to this in the features section, but it is worth speaking about in more detail. When thinking about how to buy an ATS, you need to complete some due diligence on installation. 

The unfortunate reality is that some ATS applications are more difficult to implement than others. Whenever you are installing an ATS, you’ll follow a simple three-step process. That process is customizing your system, importing relevant data, and then inviting your colleagues to the ATS. It seems relatively straightforward, yet there are some that are difficult to install.

The natural question is what ATS vendors make the installation process much more difficult than it should be. While we don’t want to single out any names, the best way to find out is to speak with current or former customers of an ATS.

By seeking out these referrals and having candid conversations, you’ll quickly discover which ones are easy to install and which ones aren’t.

Security

You must also consider security when buying an ATS. This is true when purchasing any type of software, but this is especially true here. This is because any ATS handles confidential applicant data.

This can be everything from an applicant’s home address to their phone number. Any data breach, no matter how small, can severely harm your company’s applicants and your company’s reputation. In all likelihood, great applicants will apply somewhere else.

So when considering an ATS, take some time to understand how the ATS protects user data. Also, see if the ATS has reliable service and maintenance.

Hackers and bad actors are working around the clock to obtain valuable user data, so you need to ensure that your ATS takes security seriously. Again, one way to tell is to speak with current or former users of your target ATS.

This is a great way to get beyond the marketing copy and truly understand whether a particular ATS invests in security. Moving forward in this ATS evaluation toolkit, let us look into the final parameter: Support.

Support

Finally, you need to make sure the ATS vendor provides round-the-clock technical support to instantly resolve any issues you might face while using the tool.

Checking reviews in industry-leading publications and reading online customer reviews is one of the easiest ways to find out how the vendor fares when it comes to customer support.

You should also ask the vendor if they are willing to develop features and functionalities tailored to your needs and to make your user experience better. If the vendor leaps to grab the opportunity to work with you on developing custom features, you know you’ve found your match.  

Choosing the Right ATS

Ultimately, this question of how to buy an ATS is relatively straightforward. By focusing on the five factors that we discussed above, you and your colleagues will be in an excellent position to choose the best ATS for you.

Finally, if you just started the hunt or have been looking for an ATS for some time, we recommend that you check out Oorwin ATS

Oorwin is an integrated ATS, CRM, and HRMS that helps solve many business problems with no hassle.

We provide one platform for many of your business needs, which can help you save both time and money. To learn more about our company and how we can help you, you can check out our official website.

How to Use Recruiting Automation for Effective Hiring in 2023

Recruitment automation refers to the use of technology to automate tasks in the recruitment process. This can include sourcing candidates, screening resumes and job applications, scheduling and conducting interviews, and hiring new employees.

Recruitment automation can be carried out using a variety of tools, such as applicant tracking systems (ATS), which can be used to manage job postings, resumes, and other recruitment-related data. Other tools that can be used for recruitment automation include online assessment platforms, chatbots, and communication tools for scheduling interviews and sending messages to candidates.

Purpose of Recruiting Automation

The goal of recruitment automation is to make the recruitment process more efficient and effective by reducing the amount of manual work involved and allowing recruiters to focus on higher-level tasks, such as evaluating candidates and building relationships with clients. Automation can also help ensure fairness and consistency in the recruitment process by standardizing tasks and providing objective measures of candidates’ abilities.

Enhancing Recruitment Process

It’s no surprise that hiring talent is among the top concerns of CEOs. Recruiting top talent is crucial for propelling innovation. The increasing skill gap started what much dub as the ‘talent wars’. Here is what it means for recruiters:

It is no longer enough to just find the right candidates, which might we add, has become a feat by itself. Recruiters cannot rely on the candidate to show off his or her skill to win a job opportunity. Passive and social hiring strategies make attracting and engaging talent just as important.

The increasing pressure on companies to attract and hire ideal job candidates demand an enhanced hiring process and practices. Recruitment automation rises to the challenge.

Ensuring Efficiency When Recruiting at Scale

Corporate job offers attract 250 resumes on average. Of those 250, four to six get called for an interview, and only one gets the job, according to a Glassdoor report.

The sheer amount of information about candidates, from online profiles to inbound resumes, tests the ability to recruit teams to process. Most hiring teams simply don’t have enough time to adequately source, assess, and screen candidates. Personalized job searches, digital job boards, only add more data to handle.

Recruiting automation systems can help companies analyze candidate data quickly to help them make better decisions, fast. The hiring teams manage the processes while making the hiring experience better and more human.

Retaining Competitive Advantage

A while ago, we would have said recruitment automation was inevitable for companies looking to increase their competitive advantage in hiring. That is no longer the case.

Today, a candidate’s hiring experience is just as important as the process. This calls for a need to automate mundane and repetitive tasks so that the recruiters can focus on more quality tasks.

As more and more companies use automation in their hiring process, several others are adopting to stay up to date and relevant to retain their competitive advantage.

“Machine learning and AI will be embedded in 50% of the jobs by 2020. So if you as a recruiter or a Talent Acquisition professional, are not incorporating AI into your process, you are behind the game.” – DK Bartley, Senior VP, Head of Diversity and Inclusion, Talent Acquisition SME, Dentsu Aegis Network

The lockdown and social distancing measures have also played a hand. The use of digital technologies skyrocketed in every walk of life be it education, business, medicine, or recruitment. With companies concerned about the safety and health of their employees and candidates, most recruitment processes have shifted to virtual platforms boosting the use of automation.

Eliminating Bias

Unconscious bias continues to be on top of the minds of talent acquisition leaders. Recruiters believe that the biggest barrier to hiring diverse talent lies in the sourcing and qualification process.

Recruitment automation systems have the ability to address this challenge. By adding a layer between recruiters and candidates in processing applications, companies can work around the unconscious bias. In fact, 61% of talent acquisition professionals believe recruiting automation can help reduce unconscious bias within their hiring process.

Benefits of Recruitment Automation for Staffing Firms

Ease of Gathering Data

Automation can help capture and organize data about job candidates, such as resumes, job applications, and interview notes. This can make it easier to search and filter through candidates, as well as track the progress of recruitment efforts.

Save Time

Automation can save time by automating tasks such as scheduling interviews, sending emails and messages, and posting job openings. This can allow staffing firms to focus on more high-level tasks, such as evaluating candidates and building relationships with clients.

Increased Efficiency

Automation can increase efficiency by streamlining and standardizing recruitment processes. For example, an automated system can ensure that all candidates are asked the same questions during an interview, which can help with fairness and consistency in the selection process.

Ease of Recruitment

Automation can also help with recruitment efforts by posting job openings on various job boards and social media platforms, as well as by reaching out to potential candidates through email or other means. This can help staffing firms expand their pool of qualified talents and find the best fit for their clients.

Steps of Recruitment Automation

The steps of recruitment automation can be decided by looking at the recruiting funnel, from job specifications to talent sourcing to the final hiring decision. It supports both candidates and recruiters through the hiring process.

Here is where companies find recruitment automation software the most useful:

1. Sourcing

Automation can help with sourcing candidates by posting job openings on various job boards and social media platforms, as well as by reaching out to potential candidates through email or other means. This can help expand the pool of qualified candidates and make it easier to find the right fit for the job.

2. Pre-screening

More than 50% of companies perform background checks to improve the quality of their new hires, according to SHRM. Recruiting automation can reduce the need for background checks as well as make it easier to send background checks as needed. 

By deploying AI solutions or automated skill tests, hiring teams can bypass the need to independently verify a person’s credibility. Skills assessments give candidates the opportunity to showcase their talent in a real challenge making the results more valuable to a hiring manager than say a reference check.

There are also tools that can scan online databases for verifying a candidate’s background information while keeping complying with employee rights and protection. Some reference check tools also scan consumer credit reports, social media, national security databases, and education records to verify a person’s identity. Recruiters receive automated reports that they can follow up on if necessary.

3. Screening

 

Up to 88% of resumes received for a role are unqualified. A recruiter spends 23 hours on average screening resumes for a single hire. Resume screening is still one of the biggest bottlenecks in recruitment.

Automation can help with screening candidates by automatically sorting and filtering resumes and applications based on predetermined criteria, such as education, experience, and skills. This can save time and ensure that only the most qualified talents are considered for further evaluation.

4. Assessments

There are various types of assessments that can be automated, including aptitude tests, personality tests, skills assessments, and knowledge tests. Automated assessments can be administered online, which can be convenient for recruiters and allow for a larger pool of potential employees to be assessed.

Automated assessments can also help ensure fairness and consistency in the recruitment process by providing standardized and objective measures of candidates’ abilities. This can be particularly useful when evaluating a large number of candidates or when hiring for roles that require specific skills or knowledge.

Overall, the use of automated assessments can be a valuable addition to the recruitment process, helping staffing firms to identify the best talent for a role and making the process more efficient and effective.

5. Scheduling

Recruitment management software can track the progress of candidates’ applications in the hiring process. There are systems that can automatically place successful applicants into open interview slots, with the help of a pre-built scheduling module that is capable of syncing with the schedule of all line managers.

This is a great way to make the best use of time and fill up slots with candidates across a shorter period to allow a more precise and more accurate comparison of their interview performance. Recruiters can also send automated reminders to keep candidates up-to-date on the next steps like upcoming scheduled interviews and assessments due. This, in turn, makes the candidates more prepared for the upcoming steps too.

6. Nurturing

Candidate nurturing is an important aspect of building and maintaining an employer brand. Employer branding is a company’s ability to promote and differentiate its identity to prospective employees. Everything that companies do (and don’t) adds to the candidate’s experience with the company.

It is therefore important to maintain a relationship with candidates throughout the entire hiring process. Recruitment automation makes way for candidate nurturing tools that allow companies to engage candidates through email automation.

A lot of communication between recruiters and candidates can be automated to ensure that candidates stay informed about the updates and engaged in the hiring process. Automated email flows engage the candidates throughout the hiring process so they don’t lose interest in the position.

Introducing Oorwin’s automation-ready ATS

Oorwin’s intelligent ATS can automatically harvest resumes, screen candidates, test applicants, schedule interviews, manage the hiring process, check references, and complete new-hire paperwork. With Oorwin ATS, you can reduce your time to hire by 70% and cost per hire by 60%.

Sign up for a free trial today to explore all the amazing features Oorwin has to offer.

Frequently Asked Questions

What is recruitment automation?

Recruitment automation refers to the use of technology to automate tasks and processes in the recruitment process. This can include sourcing talents, screening resumes and job applications, scheduling and conducting interviews, and hiring new employees.

Why is recruitment automation important?

Recruitment Automation can help staffing firms save time, reduce costs, and improve the efficiency and effectiveness of the recruitment process.