Employees are a critical asset in any organization. Thus it’s imperative for a business to thoroughly plan and implement proper hiring strategies and procedures to hire the best employees. For this purpose, organizations should use the right recruiting tools and techniques to ensure a seamless recruitment process.

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These recruitment tools help HR departments automate and streamline the hiring process. They can be used for screening resumes, conducting virtual interviews and assessments, rolling out offer letters, background checks and more.

The screening process involves identifying the candidate’s skills, aptitude, personality traits, education and experience level for a particular position. It’s a time-consuming and tedious process you can simplify with recruitment tools. These systems can efficiently screen huge volumes of resumes based on predetermined factors. They can pitch candidates via automated emails to build branding images and drive candidate engagement at the early stage of the hiring process. Video-based interview lets users consider every aspect of the candidate, such as facial expressions, vocabulary and body language, for more informed decisions.

Best Recruiting Tools

Robust on-premise and online recruitment tools automate candidate screening and help filter profiles with accurate parameters in the initial hiring stages. They also eradicate human error and boost efficiency. HR teams can leverage them to save time and money for other tasks that require human intervention.

Let’s look at the top recruitment tools that can help you build a robust, consistent and effective recruitment process:

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JobDiva

JobDiva is a comprehensive system for sourcing and managing candidates. It helps users search for top talent, align costs with business strategy and reallocate resources as business conditions change. It offers more than 150 integrations that provide robust recruiting capabilities throughout the hiring process. It enables recruiters to search and filter available resumes with the required level of experience, skills or attributes as criteria.

JobDiva provides a candidate portal where candidates can create and update their resumes, view and apply for jobs and upload educational documents. It helps recruiters create email marketing campaigns with customized email templates to target people with relevant skills and experience. It allows users to conduct e-interviews where candidates can record video interviews through the portal.

It helps users create new job positions, update job descriptions and send email notifications to the candidates when a new position opens. It automates resume parsing, manages candidate relationships and measures candidates’ qualifications against a job through a candidate information management system. Its E-Verify inclusion runs an employment verification program and determines eligibility to work in the country.

However, it doesn’t identify fake or duplicate resumes in the candidate database. It doesn’t offer an employee portal or payroll capability as part of their recruiting tool.

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ApplicantStack Recruit

ApplicantStack Recruit helps users create job descriptions from scratch or using pre-built templates. It can integrate with job boards and social media sites such as Indeed, LinkedIn, Glassdoor, Monster, Facebook, Twitter and more.

It creates custom questionnaires to be filled and submitted online to pre-screen applicants. The users can filter and sort applications by job, recruitment stage, source, score or rating. It empowers users to automate, track and manage the job requisition process.

Users can collaborate with the hiring team to score individual candidates depending on qualifications. It helps users create workflows to track the status of jobs and candidates while keeping stakeholders informed and engaged. It provides additional features such as reporting, interview management, scheduling reminders, assigning user roles and permissions and more.

However, it can’t gather an applicant’s documents in one batch.

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Lever Talent Suite

Lever Talent Suite is an end-end talent acquisition platform that helps users source candidates, send personalized emails and optimize email campaigns with powerful analytics. It streamlines interview scheduling in a few clicks and allows candidates to book their interview time slots.

It provides reporting and analytic tools to create ad hoc reports and visual dashboards that allow recruiting teams to uncover unique trends and improve the recruiting processes. The opportunity timeline view enables users to manage candidates for multiple opportunities at the same time.

The to-do list gives an overview of tasks for the day. It helps users structure interviews with robust and customizable interview kits. It allows users to export candidates directly from LinkedIn. It offers a variety of integrations such as FirstAdvantage, ADP, Sterling, Checkr, Hiretual and more.

However, it doesn’t offer native mobile apps for iOS or Android and doesn’t offer a trial period.

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BreezyHR

BreezyHR is an end-to-end recruiting tool to attract and hire the best employees with less effort. It helps users get actionable insights into every facet of the recruiting process and make informed decisions.

It helps users customize pipelines for different roles and automate communication while scheduling tasks and follow-ups for better collaboration. It empowers recruiters to choose from a dozen premium job boards to reach and attract top talent. It encourages recruiters to access interview guide templates for specific positions to create a structured and unbiased hiring process.

Candidate scorecards allow users to compare candidate ratings on a dashboard, facilitating the team to provide real-time feedback based on candidate performance. Users can manage, automate, delegate and assign tasks through task management. A dedicated recruiter portal enables recruiters to track and manage candidates’ progress. It engages candidates with personalized message templates for emails and SMSs. The AI-assisted messenger interacts with the visitors on the website, gathers resumes and fills the talent pool with passive talents.

On the other hand, it doesn’t offer in-built background checks, and its scorecards don’t allow multiple edits by several participants.

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Zoho Recruit

Zoho Recruit is a cloud-based applicant tracking system designed for staffing agencies, corporate HRs and temporary workforce. It automates the recruitment process, runs background checks and makes informed hiring decisions.

Recruitment analytics combined with data and predictive analysis provides real-time information for faster hiring, explores every business aspect and turns data into actionable insights. The recruitment analysis dashboard monitors the status of job openings, tracks quality hires from each source and identifies sources that have the highest turnover rate. It integrates with several job boards to increase job visibility. Recruiters can create screening questions for a structured hiring process.

It helps users create workflow rules to automate business processes. It facilitates multi-channel communication and manages inbound and outbound calls. Some of its other features include candidate management, human capital management, recruitment marketing, remote recruitment and more.

However, it lacks integration options with third-party applications, especially advanced data import and export features.

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Stages of the Recruitment Process

A robust recruitment process is imperative to attract and hire the right talent to get the job done. Finding a loyal, dedicated and skilled candidate to do the work isn’t an easy feat. Recruitment is a time-consuming process. You need to plan meticulously to find people with the right skills, experience, attitude and ability to gel amicably with the company’s culture.

The hiring process leverages workflows that recruiters adhere to for smooth and effective recruitment. This workflow comprises seven stages: preparing a candidate profile or a job description, sourcing, applicant conversion, selection, conducting interviews, reference checks and candidate onboarding.

Let’s look at the different stages recruiters employ for a straightforward process that can leverage the above recruiting tools:

1. Preparing an Ideal Candidate Profile

Preparing an ideal candidate profile is the first step to embarking on a smooth recruitment journey. It is imperative to create a comprehensive candidate profile to get the best candidates to apply for the job.

Analyze the skillset, knowledge and abilities the job requires to create an ideal candidate profile. In other words, create a job description that clearly summarizes the qualifications, aptitude, skills, knowledge and experience required for the role at hand. Providing a brief history about the organization can create an excellent impression on jobseekers. After creating a profile with the right outreach and marketing messaging, you should post on niche job sites to attract job seekers with specific skill sets.

2. Sourcing and Attracting Talent

Sourcing candidates is the next step in the hiring process. It involves filtering profiles with predefined parameters such as years of experience, desired skill set, educational background, seniority level and more.

Creating a seamless candidate experience throughout the hiring process drives candidate engagement. Avoid practices like not responding to candidate emails or phone calls at the right time, taking too long to make a decision, creating intermediate steps without prior information or having unrealistic expectations. It’s wise to invest in an applicant tracking system (ATS) to develop robust, standardized and efficient work processes. Leverage automation to screen candidates, remove unqualified possibilities and provide application statuses to relevant candidates using predefined email templates.

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3. Converting Applicants

Analyze conversion rates to evaluate the recruitment process. Conversion rates are defined as the percentage of candidates moving from one stage to the next. If a particular stage has high fallout users can see that it is removing too many people and modify it. On the other hand, if a stage has low fallout, users can choose to get rid of it altogether.

4. Selecting and Screening Candidates

The screening process includes initial phone screening and subsequent interviews. When it comes to screening, it is important to set the right expectations and clearly communicate the hiring process’s ins and outs. For instance, explain the process in detail so candidates know what to expect, talk about the organization, how the teams are structured, different hiring stages and roles and responsibilities. Ensure you respect the candidate’s time as much as you expect them to respect yours.

5. Interview Process

Schedule interviews for shortlisted candidates with the help of interview scheduling tools. These tools eliminate the need for back-and-forth communication through emails. They also let you set aside specific time slots or empower the candidates to choose time slots as per their convenience and availability. It’s always a good idea to schedule interviews during lunch breaks or after office hours for those with full-time jobs.

6. Conduct Reference Checks

Conduct thorough reference checks to ensure that potential candidates are a good fit for the organization. References indicate the candidate’s past performance and behavior, how they act in certain situations and their ability to stick to deadlines and deliver results. References ensure that your recruiters know a good fit when they see one and avoid hiring below-average, costly resources.

7. Onboarding

The onboarding process entails integrating new employees into the company’s culture and providing them with the necessary information, resources and tools to be successful and productive in their job. HR professionals and upper management are responsible for devising a plan of action to help new employees get acquainted with the organization’s culture and assimilate company policies and workflows.

Benefits of Effective Processes

Investing resources in developing an effective recruitment process has several benefits:

Lower Hiring Costs: Developing a robust hiring process empowers the organization to hire the right person to get the job done and increase profitability and performance. An effective recruitment process can drastically reduce cost-per-hire, saving money overall.

Better Hire Quality: An efficient, fast-track hiring process can retain the candidate’s interest till the end of the recruitment cycle. On the other hand, a slow-paced recruitment process may compel the best candidates to look at other job options.

Boosts Employee Productivity: Efficient recruitment frees up time for the HR team to train existing employees. Investing time in learning and development can foster employee engagement and performance to drive competitive business advantages.

Reduced Employee Turnover: When an organization hires candidates with the right personality traits and specific skill sets, the result is often happier employees who love their job. Employees that sync with a business’s culture are more apt to stay. Lower turnover rates boost business productivity and profits, mitigating the need to begin hiring all over again.

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Conclusion

It is imperative to invest in the right recruitment tools to hire the best candidates for a crucial position. After all, employees are the ones who can make or break the organization. These systems can filter out the best candidates rather than hiring the wrong ones and going through the entire process again.

Which recruiting tools do you use? How much have you benefited from them? Please let us know in the comments section below.