What is recruitment management? Introduce how to proceed and recommended management tools (ATS)

With the development of today’s Internet society and changes in society, recruitment operations are undergoing major changes. At actual recruitment sites, how to convey the company’s value to applicants in a short time and how to further increase their willingness to join the company are important premises for recruitment work. .

Therefore, in order to proceed smoothly with recruitment work, it is necessary to organize the basic flow and improve efficiency, and to scrutinize the changes and issues in the work content accompanying the progress of online, such as the use of SNS.

In addition, as work styles have changed dramatically, rapid changes are taking place in recruitment work, such as the spread of “recruitment without face-to-face interviews,” such as remote interviews, which were rare in Japan in the past. While applicants are required to be prepared, it is necessary to create a checklist so that they can be evaluated with common items in order to conduct individual remote interviews for recruitment activities that could previously be handled by group interviews. HR personnel are also confused by the response.

In this article, we will introduce the main recruitment management tools and their features that are useful for streamlining recruitment. From the perspective of responding to new lifestyles, the so-called “new normal,” let’s utilize methods that create benefits for both companies and applicants by streamlining recruitment operations and recruitment management.

recruitment management

Table of Contents

What is recruitment?

What is recruitment?

In the first place, what kind of work is recruitment work, and what kind of work does it consist of? Also, how should individual tasks be viewed?

Understand the importance of recruitment

Recruitment work refers to a series of operations from drafting a recruitment plan for hiring human resources to joining the company. At the same time as being a job that occupies a very large position in the management and business plans of a company, it also plays an important role in the life of each and every employee employed.

In recent years, there are many examples of positions called CPO (Chief People Officer) and CHRO (Chief Human Resource Officer) being established. We have established a CPO position at HubSpot, and are working to create a culture and work environment where employees can work happily for a long time.

We invite you to read our CPO Katie Burke’s article on building organizational culture.

Recruitment starts with delivering value from companies to applicants

We would like to share with you our thoughts on hiring HubSpot. Since its inception, HubSpot has advocated the idea of ​​”inbound”. The core of inbound is the idea of ​​​​”delivering value to the other party first, before receiving value from the other party.”

It’s a way of thinking that can be applied to all kinds of jobs, including marketing, sales, customer success, and customer support, and of course, recruiting is no exception.

At HubSpot, we refer to this inbound thinking approach as ‘inbound recruiting’.

I will briefly explain what inbound recruiting is like, and the flow from the entrance of recruitment to after a job offer.

First of all, clarify the ideal person (persona) of what kind of person you want to hire. Let’s make a hypothesis about what kind of content will attract the person’s interest and what distribution channels should be used to reach them, and then implement measures. Here, it would be nice to be able to implement not only short-term measures, but also measures based on the medium- to long-term approach of content marketing.

I actually reach out to applicants, and when I receive an inquiry from them, I take the time to properly communicate with them. In the selection process, companies and applicants are on an equal footing, and the purpose is to check the degree of matching with each other. Understand that you are in a position to be selected as a company, and to increase the probability of being selected by applicants, keep in mind how you can provide value during the selection process.

Even after a job offer has been decided, don’t forget to follow up with regular communication and exchange events with employees so that you can increase your engagement with your company. Of course, don’t forget to care for unsuccessful applicants.

In other words, inbound recruiting refers to blindly posting job postings on recruitment websites, mechanically handling interviews with applicants, and treating it as the end when a job offer is made (the end if the job offer is rejected or declined). It can be said that it is the exact opposite of hiring. It is a method to get close to people, communicate well in all phases, and adopt after understanding each other’s attractiveness.

However, many recruiters may feel that although it is ideal, they do not have time to implement it.

To deepen the understanding of applicants while proceeding smoothly with recruitment work

To deepen the understanding of applicants while proceeding smoothly with recruitment work

Recruitment work includes various tasks such as creating content to be posted on the job site, managing applicants, setting up interviews, and managing the progress of selection. Depending on the company, there are cases where dozens or even hundreds of applicants are selected in parallel, so the management work alone will be enormous.

However, the main point of recruitment work is communication with applicants, not management. As mentioned earlier, ideally you should be able to spend time getting to know each applicant and getting to know each other better.

Here, we will introduce where the inefficiency of recruitment work occurs, the cause and actual situation, and concretely explain how to make it more efficient.

What are the benefits of streamlining your hiring process?

Efficiency of recruitment operations not only increases the productivity of company operations, but also provides the following benefits to both recruiters and applicants, resulting in a lower rate of job offer declines.

Decline rate of unofficial job offers can be reduced

According to a survey conducted by the White Paper on Employment 2017 – Recruitment/Job Hunting Edition (Shokushoku Mirai Institute), the average number of companies in which new graduates have received informal job offers is 2.2 companies. However, 1 in 20 people who declined the job offer declined the offer because they were late to receive the job offer.

More time to meet each applicant

You will have more time to face each applicant during interviews and communications. On the recruiting side, there is an opportunity to confirm the applicant’s qualities, intentions, and abilities in detail, as well as an opportunity to convey the corporate culture. As an applicant, you can listen carefully to what the person in charge has to say about your questions and concerns.

Easier communication during selection process

In addition to asking the minimum number of business-related questions, the applicant side and the hiring side can have a dialogue with plenty of time, so communication between both sides will be smooth.

Techniques to make recruitment work more efficient

Next, I will explain how to make your recruiting process more efficient.
・Introduce a recruitment management system

By introducing tools such as ATS (Applicant Tracking System), we will centrally manage recruitment-related information and improve the efficiency of recruitment activities. For details, see “What is ‘ATS’ that streamlines recruitment work?” ” will be explained.

By outsourcing part of the recruitment process, we can streamline the work and concentrate the efforts of the recruiter on core tasks such as selection and communication.

Clarification of corporate culture In order to maintain a close relationship between applicants and companies when hiring, clarify the corporate culture and make it public so that people outside the company can view it. By making your company culture public, you are more likely to have a deeper understanding of your company before the selection process. If the culture is understood at an early stage, it will be easier to prevent mismatches in ideas and values, and there is a high possibility that the number of people who decline job offers and leave jobs soon after joining the company will be low.

For example, at HubSpot, we create our own culture code to clarify our corporate culture. A culture code is a language that expresses and shares the values, beliefs, and customs of employees and management. It demonstrates HubSpot’s dedication to creating an engaging and engaging corporate culture for all employees.

As a result, we go beyond the framework of mere recruitment work and verbalize the ideal image of the corporate culture that we want to be as a company, and use it as a daily action guideline.

At HubSpot, we believe that an attractive corporate culture attracts the best talent and maximizes the potential of our employees.

What is “ATS” that makes recruitment work more efficient?

ATS is a tool that can centrally manage information related to recruitment. It is a system aimed at streamlining recruitment activities, and it is possible to manage applicant information and adjust the date and time of interviews.

Let’s hold down the advantages and disadvantages of introducing ATS.

Advantages of introducing ATS

The main advantages of introducing ATS are as follows.

  • Centralized management of recruitment candidates is possible
  • Speed ​​up recruitment
  • Enables detailed data analysis
  • Collaboration and information sharing among recruiters

Let’s take a closer look at the benefits of each.
・Centralized management of recruiting candidates is possible

During the recruitment process, the progress of each applicant is different, so there is a risk of oversights and omissions in manual management. With the introduction of ATS, it is possible to centrally manage the progress of applicants and share information, which helps prevent mistakes in response.
・Speed ​​up recruitment

By sharing the selection status and progress management, it is possible to provide early feedback to applicants. By speeding up the selection process, there are benefits such as making it easier for applicants to make plans.
・Detailed data analysis is possible

With the introduction of ATS, detailed data analysis such as the application rate and hiring rate for each recruitment medium can be performed. Screening of highly effective recruitment media becomes clear, and cost allocation of recruitment advertisements can be made more efficient. By increasing the accumulation and analysis of recruitment data, we will also demonstrate our strength in recruiting strategies for excellent human resources.
・Collaboration and information sharing between recruiters

You can prevent mistakes in cooperation between recruiters in each selection process and avoid the risk of overlooking excellent and unique applicants. Feedback from the hiring process can be shared, making it easier for next-step managers to communicate with applicants.

Disadvantages of introducing ATS

ATS is an excellent tool, but it is important to note that it is costly to implement and operate. You will need to fully consider cost effectiveness such as the size of your company’s recruitment and hiring.

Main ATS tools

There are many types of ATS tools. I will introduce some of them.

Human resource utilization platform. By linking various data, you can visualize the stories of individual employees and realize “recruitment → evaluation → development → placement” based on objective judgment.

It is a recruitment management platform that allows all employees to be involved in a recruitment project (scrum recruitment) to build a recruitment system that carries out everything from planning to implementing voluntary recruitment measures. Through intuitive operation linked with other tools such as Slack and Chatwork, you can manage document screening and interview schedules smoothly and quickly. This minimizes the burden on members involved in recruitment.
It has sufficient functions even within the free range, and can be used in the following scenes, for example.

  • Centralized management of applicant information and selection flow with CRM
  • Create a job page and application form with the LP creation function
  • Meeting link function reduces man-hours for schedule adjustment

Let’s proactively introduce recruitment tools with the aim of improving recruitment management efficiency and applicant experience

By clarifying the flow of recruitment work and identifying the inefficiencies inherent in each work, the efficiency of recruitment work will be improved. In particular, the use of the Internet and the promotion of online recruitment are important themes of modern times, and they are worth actively working on because they greatly contribute to recruitment efficiency.

Recruitment efficiency is important not only for companies but also for applicants, and benefits both parties. Recruiters have plenty of time to face each and every applicant, which makes communication smoother and leads to a lower rejection rate.

In particular , the introduction of excellent recruitment tools has the effect of improving the efficiency of recruitment work and ensuring solid communication between applicants and recruiters in the medium to long term, so let’s actively introduce them.

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