4 Things Recruiters Do That Destroy Productivity

A recruiter interviewing a job candidate.

The traditional hiring process is dead. The roles within TA teams are expanding alongside increasing organizational expectations. Maxing output and efficiency while tapping into new opportunities to win top talent are table stakes for the new world order.

On an industry level, recruiters scramble to find high-quality, available talent amidst scarcity. Recruiters have to constantly deliver the right candidate experience to attract and secure the best candidates and maintain the employer brand.

Recruiters could do with a productivity boost, or several, since they’re usually swamped with interviews and job postings. On the flip side, overlooking the little things can often cost recruiters precious minutes that add up in a year, affecting their productivity and morale. 

Whether it’s outdated practices or doing things unknowingly, these four productivity killers can seriously stump recruiters’ workflow.

1.  Relying on Manual Interview Scheduling

Allocate time where it makes an impact, not on manual, repetitive tasks. Interview scheduling is just one of the many tasks that recruiters have to do over and over. Recruiters can easily spend half of their work weeks on interview scheduling alone.  Relying on an inefficient scheduling process will just continue to eat into work hours without bringing much value.

A good number of recruiters still rely on manual processes, such as calling, aligning schedules, sending out invitations and blocking out the calendar on the traditional pen-and-paper. However, because of the volume of interviews that they have, recruiters face the risk of making errors. For instance, they may indicate the wrong times, dates, or names. In other cases, they may forget to schedule other interviewers for a joint interview.

Automating interview scheduling can help streamline the procedure and lead to greater productivity. For one thing, it takes only a fraction of the time it takes to manually schedule an appointment. Most times, the recruiter wouldn’t even need to be involved in the back-and-forth discussion. A study by GoodTime found that relying on an automated interview scheduling tool can increase a recruiting team’s output by up to 200%.

2. Spending Too Much Time on Email Correspondence

Emails are probably a recruiter’s best friend. From contacting potential candidates to sending follow ups, recruiting teams send out tens to hundreds of emails every day. Email communication is still one of the main forms of communication for HR departments today, even with the rise of mobile. In the workplace, the average employee can spend almost three hours reading and answering their emails. This is a staggering amount of time, considering the typical work day lasts nine hours.

It may seem counterproductive when we recommend HR teams to spend less time on emails. After all, a cluttered inbox and draft folder doesn’t exactly scream excellent work ethic. Still, there must be a way for recruiters to cut down on administrative tasks like follow-ups and reminders without sacrificing efficiency. Automating follow-up emails is one recruitment hack, and most workplace tools utilize an automation feature also have various built-in templates to make emails more effective.

3. Overlooking the Value of Integration

As the workplace becomes increasingly digitized, organizations will begin utilizing more external tools to navigate the digital space. Given the various roles of HR teams, this can mean anything from video conferencing platforms, candidate assessment tools, applicant tracking systems, and recruiting analytics.

It could be a problem, since recruiters essentially juggle the functionalities over multiple platforms. Maybe you’re spending too much time figuring out the features of a certain software. Or it may just be an unnecessary amount of money to spend on this many tools.

One way to mitigate this is by selecting a robust recruitment tool that uses integrations. Leveraging an integrated platform helps reduce the number of external tools that recruiters use, from over a dozen to just two or three must-haves. This can cut down on a significant amount of time and cost, while maximizing the return on these tools.

4. Manually Sourcing and Screening for Candidates

The fact that it is time-consuming isn’t the only problem when it comes to manual screening and sourcing. The hiring process is subject to preconceived biases and distortion when not done objectively. While many workplaces have taken the stride in the right direction to a more diverse and inclusive workforce, it can be easy to fall back into old habits.

Ultimately, the top priority for recruiters should be candidate quality, rather than other characteristics. In the long term, inefficient sourcing can lead to bad hires and negative performance. 

Learn More

CodeSignal is an assessment company helping the world #GoBeyondResumes. CodeSignal created an advanced job simulation technology so hiring teams can assess skills with better fidelity, provide a better candidate experience, and hire the right talent for roles, at scale. Founded in 2015, CodeSignal is trusted by the world’s most innovative tech firms, including Brex, Databricks, Facebook, Instacart, Robinhood, Upwork, and Zoom.

GoodTime enables talent acquisition teams to create an efficient, equitable, and personalized candidate experience that lands top talent faster. GoodTime is the only HR tech solution that helps advance diversity initiatives, fostering measurable impact for every candidate. See why the world’s top talent acquisition teams, including Zoom, Instacart, and DropBox, rely on GoodTime to slash time to hire metrics and deliver up to 50% savings on hiring expenditure.

Survey Reveals Importance of Candidate Experience When Scheduling

Candidate scheduling their own interview for a job.

How would your candidates rate your interview process? The majority of us would, of course, hope for a perfect ten — but that’s not the case the majority of the time. When it comes to candidate experience, most companies only focus on the part where the candidate comes onsite.

After all, there are a ton of opportunities to make candidates feel welcome. Whether it’s goody bags, well-trained interviewers, or a well-maintained office, there are a million-and-one different ways to give that in-person, personal touch.

However, your candidate experience doesn’t start when they come onsite. In fact, a truly great candidate experience that lands top talent starts much earlier: right when the candidate schedules their interview.

How Candidates Schedule: Then vs. Now

There used to be one main way most candidates schedule their interview: back-and-forth conversations with someone at the company. Whether it’s with a recruiting coordinator or a chat bot, the candidate experience is the same: they’re plugging in times and hoping that what they input works (and isn’t already taken on the interviewer’s calendar by the time they see their message).

Today’s candidates have options like never before. Candidates that use GoodTime Hire to schedule are empowered to schedule their interview by only seeing times and dates that are available on the interviewer’s calendar.

We were curious — we know personally from our time interviewing at GoodTime that candidate-driven scheduling makes for a better experience — but how do our customers’ candidates feel?

Candidates Prefer Candidate-driven Scheduling

After candidates completed their scheduling on Hire, we had a popup in the corner appear asking how they’d rate their scheduling experience. 

Candidates rated on a scale of 1-5. Out of the 6,000 unique candidates that viewed this popup, about half of them completed the survey and gave us an average score of 4.9 out of 5.

What Does This Mean for My Recruiting Team?

It really means one thing: acknowledging and including the interview scheduling process as a part of your candidate experience plan. Many recruiting teams really awesome ways to welcome candidates onsite and follow up with them if they have any questions. Those same great teams miss the scheduling process as a part of that — and it’s really not their fault for not realizing it.

As a recruiting team, it’s not as difficult as you may think to make scheduling great. It comes down to not only exploring tools that can help you get there, but also making an effort to put the candidate first.

Ready to Level up Your Candidate Experience?  

Time’s up for interviews full of scheduling headaches. It’s time for candidate-centered, connection-driven interviews instead. To read more about how to make that happen for your team, download 5 Steps to Hiring Top Talent at Scale.

Weekend Interviews: Yes or No?

An interviewer's calendar used to schedule candidates.

Getting an interview scheduled is more than just making sure the candidate and interviewer’s schedules line up — it’s also the candidate taking a day off from their busy work schedule to come to your office.

While recruiters certainly shouldn’t be expected to work outside of work hours (though many of them do), conducting interviews between candidate outreach and regular meetings can create a lot of context switching. This makes it difficult to properly focus on one task.

The Case for Weekend Interviews

Candidates are encouraged not to prioritize their current job in favor of their potential new one, however, this can (and often will) put candidates in the awkward position of taking multiple days off.

With most job interviews taking an entire day (or more), the company that makes it the easiest to interview with them is the one that nabs candidates.

Opening up free time for candidates to interview on the weekends is a great way for them to have a candidate-driven experience.

However, it shouldn’t come at the expense of a recruiter’s time.

Are Weekend Interviews Worth It?

There are more jobs in the US than workers. Because of this, candidate experience is a key differentiator. There are many ways to create a great candidate experience, from giving goody bags at the onsite interview to replying to candidates in a timely manner.

Are weekend interviews part of that equation?

Candidates (and some interviewers) with busy schedules will welcome the opportunity to have an additional interview slot that fits into their calendar, but it’s important to remember that the interview is a reflection of your company and your company’s culture. For many candidates, working weekends isn’t exactly what they’d like to picture.

How Can You Prioritize Busy Candidates?

If hosting weekend interviews isn’t something you see in your future, the initial question still remains: how can you interview busy candidates without disrupting their schedule?

A lot in the interview process has stayed the same since its inception, including the prioritization and scheduling of interviews. This is where technology and tools come in. With something as fast-paced as recruiting, introducing automation is one of the few ways that you can not only see every candidate — but also give every candidate a great experience.

Some teams (like Box) utilize a Meeting Optimization Engine to assist with scheduling. This makes scheduling not only easier, but, most importantly, candidate-driven.

On the most basic level, candidate-driven scheduling is putting the candidate in the driver’s seat to choose their interview. Candidates are busy; by enabling them to choose their interview slot based on their interviewer(s)’ calendar, companies equally prioritize their candidates and interviewers.

At the end of the day, it’s the company with the fastest time to hire that succeeds, and you don’t need to open up additional interviewing days to do that. 

Ready to Level up Your Candidate Experience?  

Time’s up for interviews full of scheduling headaches. It’s time for candidate-centered, connection-driven interviews instead. To read more about how to make that happen for your team, download 5 Steps to Hiring Top Talent at Scale.

3 Tools All Recruiting Coordinators Need for Success

Recruiting coordinator using tech tools to hire candidates.

Recruiting is a great field to work in if you want to make an instantaneous, tangible impact on someone’s life. Most recruiters start out as recruiting coordinators, a critical and often difficult position to work in.

A common misconception about recruiting coordinators is that you’re only scheduling interviews and setting up candidate travel/reimbursements. Anyone who’s a recruiting coordinator knows that’s not the full story. Recruiting coordinators possess strong communication skills, intimate knowledge of hiring best practices, and directly impact all interviews.

Unfortunately, as a recruiting coordinator, it’s difficult to leverage all of your knowledge to improve hiring practices without using the right tools to free up your schedule. Here are three tools that are key to your success.

1. A Hiring Assessment (Pre-employment) Tool

There are many different types of assessments/pre-employment tools out there, so it’s important to pick the one that will help you find the candidates with the skills necessary to excel at their future job. The most common assessments are job knowledge tests and personality tests.

Generally, recruitment teams administer these tests once a candidate passes an initial phone screen, but they can be implemented at any point within the hiring process. Administering one before a time-consuming onsite interview is a great way to filter out candidates and confirm their skills.

In fact, a recent CareerBuilder survey found that hiring managers caught 56% of candidates lying about the skills that they have on their resume. Leveraging an assessment can save you valuable time — and also provide your hiring managers and interviewers with a great pool of (actually) qualified candidates.

2. A Candidate Sourcing Tool

As a recruiting coordinator, you know more than anyone who exactly your company is looking for and how long the interview process will take. Leveraging a sourcing tool is a great way to help automate one of the most time-consuming aspects of your job.

So, how does it work? A typical sourcing tool takes any of your open job postings and automatically finds candidates with the skills to match the posting. It’s a great way to augment the outreach that you’re already doing — and you might even find candidates you wouldn’t have found on your own.

3. An Interview Scheduling Tool

The most time-consuming aspect of a recruiting coordinator’s job by far is scheduling interviews. Don’t believe us? The next time you schedule an interview, try timing yourself. You’ll be surprised (and maybe disheartened) by just how long it takes to line up busy schedules.

Software with interview scheduling capabilities, however, automate that entire process. This means that everything from phone screens to onsite interviews are on the books in under one hour. Speeding up this typically arduous process means you can spend more time talking to candidates and helping prepare them for their interviews. With a reported one million more job openings than unemployed individuals, any tool that can improve the candidate experience (and, thereby, differentiate your company) is a game changer for your organization.

Being a recruiting coordinator can feel a lot like juggling. Leveraging any of the above tools will finally give you the opportunity to use the skills you’ve been cultivating. And who knows — with all that extra time, maybe you’ll finally be able to work on an interesting project to nab that promotion.

Ready to Level up Your Candidate Experience?  

Time’s up for interviews full of scheduling headaches. It’s time for candidate-centered, connection-driven interviews instead. To read more about how to make that happen for your team, download 5 Steps to Hiring Top Talent at Scale.

Calendar Hygiene Tips to Make Scheduling Interviews Easier

Interviewer practicing proper calendar hygiene.

Keeping your calendar up to date is more than just keeping track of events that you have going on — it’s the critical first step for booking interviews with candidates.

No matter what tools your recruiting team adopts to better maximize their time and make their interviews effective, it’s a moot point if you, an interviewer, aren’t practicing good calendar hygiene.

What’s Calendar Hygiene?

Keep your calendar organized and accurate to practice good calendar hygiene. This ensures it accurately reflects your true availability. Not doing so means other people or software reading your calendar won’t have a good idea of your availability. This results in interviews needing to be rescheduled, further increasing your company’s time to hire.

How can you make sure you’re not the bottleneck in your company’s hiring process? Here are some tips and tricks to maintain calendar hygiene so you can maximize your time.

1. Keep Your Calendar up to Date

First and foremost, make sure your calendar is up to date. This includes adding travel buffers for customer visits (or if you’re going out to lunch), removing cancelled meetings from your calendar, and making sure that all meetings with coworkers are reflected on your calendar.

Additionally, make sure you RSVP to your invites right away so other people know if you are attending. In fact, making it a habit to reply to all meeting invites as soon as you receive them will make sure you don’t miss important meetings.

2. Set Company Keywords

If your company uses GoodTime Hire, you have the added benefit of leveraging company keywords. This means that the recruiting coordinator (or whoever is scheduling the interview) doesn’t have to guess if a calendar event is a hard or soft conflict.

Soft conflicts are events such as happy hours, office hours, calendar “holds” that you’ve set, and more. Hard conflicts are anything that can’t be scheduled over, such as PTO or travel buffers.

By setting up company keywords in Hire, the system will automatically recognize these events and either offer them as potential interview times or not schedule over them. This greatly increases potential interview slots, which helps get top talent in the door faster. That’s a win-win.

3. Make PTO/OOO Events Clear

Every company and team seems to handle PTO/OOO differently, which can make it confusing. This confusion can make scheduling interviews difficult.

This is especially true when many people, usually managers, are invited to the PTO/OOO event, making it hard to tell who’s actually out of the office.

As a general rule of thumb, your team should have a separate PTO calendar so everyone can see who’s out of the office. In the title of the event, you should write your name. This decreases the possibility of confusion, even if you (or others) invite individuals to the PTO event.

4. All-day Events

All-day events are tricky because there are many different kinds of them.

An all-day event can just be an event title, like “John’s Work Anniversary,”  or it could be an actual conflict, like “John in Mexico.” Because of this, it’s important to make sure that you and the other interviewers on your team follow the same naming protocols when it comes to all-day events.

When using Hire, the software will try its best to understand if you’re available for the interview based on the words used in the event title, but it’s always just better to follow company keywords and mark yourself free or busy.

If you really want to make an impact on your recruitment efforts, leveraging a tool like Hire maximizes your team’s interview availability so you can interview the best candidate before your competition.

Ready to Level up Your Candidate Experience?  

Time’s up for interviews full of scheduling headaches. It’s time for candidate-centered, connection-driven interviews instead. To read more about how to make that happen for your team, download 5 Steps to Hiring Top Talent at Scale.

What I Learned From Going Undercover as a Recruiting Coordinator

Ahryun Moon, GoodTime founder, went undercover as a recruiting coordinator.

At the beginning of GoodTime’s inception, Founder and Head of Company Strategy Ahryun Moon went undercover to understand the inner world of recruiters and better inform GoodTime’s creation. These are her findings.

Early in my career, I was a corporate financial analyst in Austin, TX. On a typical day, I spent hours scanning endless numbers in Excel sheets. I wanted to spend time on the interesting parts of my job — thinking strategically and providing financial advice to my team.

So, I taught myself how to code, and within a few months, had built software that reduced two months of numbing manual work into two hours of computer work. That program was widely adopted where I worked and my finance colleagues loved it. It was a eureka moment for me. I packed up and left Austin for the tech world of San Francisco.

In San Francisco, we met a tech recruiter who lamented the fact that she spent over half her day scheduling interviews. It reminded me of my days as a financial analyst, when I did numbing tasks that should have been automated. I knew my team — Jasper, Peter and I — could help, and thus, GoodTime was born.

We created a beta version, and some amazing companies were willing to give it a test run. Yelp was one of our early adopters, and they gave us fantastic feedback. Still, we knew we wanted to dig deeper into the world of recruiting to find solutions to problems we didn’t even know existed. We needed to fully understand the talent acquisition experience for ourselves.

Going Undercover (It’s a Legit Strategy)

That’s when the team agreed I’d hack a career path, make a bold move, and go undercover as a recruiting coordinator. And yes, being undercover feels as good as it sounds, even when it’s in corporate offices.

GoodTime had established a Customer Advisory Board. They’re talent leaders from excellent companies that provide advice about our product and make requests or recommendations based on their experience with the software. I went to the talent operations manager at one of the board’s mid-sized companies, which was on a high-growth trajectory.

I told her I’d volunteer as a part-time recruiting coordinator to learn all the problems in the field. She was short staffed so she happily made the arrangements. The staff didn’t know me and I didn’t want them to know I had any connections to the management team. I wanted a real and unfettered view into the issues recruiting coordinators faced, even the ones their managers didn’t necessarily hear about.

It Was an Incredible Opportunity to Step Into Our Users’ Shoes

For those who don’t know, recruiting coordinators are the people who schedule your interviews, greet you at the lobby on site, reimburse you for hotels and flights, and send you updates about your application. You’ve probably thought of them as recruiters, but they were actually recruiting coordinators.

Despite knowing the general outline of their jobs, on my first day, I had no idea what to expect. I had a brief meeting with the talent operations manager and a lead recruiting coordinator to learn more. I spent my first week in training sessions with several other new hires, then spent another week shadowing every member of the recruiting coordination team.

I was an enthusiastic recruit, as I wanted to understand everyone’s tips and tricks, and approaches to scheduling. The product manager in me was also thinking of the features we could add to GoodTime to help them. Along the way, I learned what they love about their jobs, which tasks are the most grueling, the career tracks they hoped to pursue, and everything in between.

After two and a half weeks, I was assigned to support a specific recruiter’s scheduling needs. That was a huge step for me. It was like getting the keys to the car for the first time. My recruiter supported one particular organization, so he taught me how it was structured and which hiring managers I’d interact with. He gave me pro tips about how to manage their personalities, scheduling priorities, and preferences, and outlined his own expectations.

Scheduling Is Wildly Complex. Wildly.

Whenever I’d pitch GoodTime to someone oblivious to the complexity of scheduling, I’d tell them it’s an NP-complete problem — that’s a decision problem that has no or known fast solution. It’s quite challenging to create an engineering solution that scales for those types of problems. What’s more, I never understood the human side of this problem and the stress that goes along with getting hundreds of things right so an interview can go off without a hitch.

Two months in, I was neck deep scheduling interviews for my recruiter. Sometimes I made minor mistakes, like accidentally booking a room with one chair for an on-site interview, providing the wrong feedback form to an interviewer, and scheduling an interview on a company holiday (Does your company take President’s Day off?).

Then One Day I Made a Huge Mistake!

My recruiter asked me to schedule the first round of phone interviews for an executive candidate. To be clear, he was a very important candidate. I felt confident I’d already made every mistake in the book and wouldn’t repeat any of them.

I followed the company’s process and found a few people who were eligible to conduct the interview. After a bit of calendar finagling, I came up with a schedule that worked.

The interview was booked! A confirmation email with the interview details and itinerary was sent to the candidate. And then rescheduling happened. Several times. After multiple reschedules, I made the fatal mistake of forgetting to send the candidate the final details of the rescheduled interview.

When the interviewers called the candidate, he wasn’t expecting their call. It was a major fail on my part.

Product idea! Track reschedules and provide safeguarding features to prevent unfortunate mistakes from happening.

Come On! How Difficult Can Scheduling Be?!

Disappointed and stressed out, I met up with my good friend, J, who is the CTO at a successful startup in Silicon Valley. I told him about my stint as an undercover recruitment coordinator, then ranted about my painful mistake and how the job was incredibly stressful and thankless.

The fact is, scheduling-heavy professions are often stressful and underappreciated jobs that depend heavily on small details. Typically, only the scheduler fully understands the complexity involved in coordinating just one interview. There are so many things that must be done right, which conversely means there are so many things that can go wrong. And if anything does go wrong, everyone notices it.

A few minutes into my rant, J said, “Oh s**t. I yelled at my RCs last week.” He continued (I’m now paraphrasing with his approval), “I was stressed out from a long, grueling day and found myself sitting in an interview room alone for 30 minutes. There was miscommunication and the candidate didn’t show. I thought ‘Come on! How difficult can scheduling be?!’ I realize I never appreciated interviews when they happened flawlessly. I feel soooo bad now.”

I told him (with a little exasperation in my voice, I’ll admit) that his recruitment coordinators deserved to hear that he appreciated their work. That they’re juggling amazingly convoluted schedules. That their job is so complex.
Being the grounded person he is, J emailed this to me the very next day:

J's Email to Recruiting Coordinator

Present for You…

If you’re a hiring manager or interviewer and want to show your recruitment coordinator team some love, here you go … a pre-composed thank-you note on us:

Dear [name(s)]

This is a thank-you note to say that your amazing work is recognized, and I appreciate the detail-oriented focus it takes to do it well. Thank you for keeping our pipeline filled with high-quality candidates, making on-site interviews run smoothly, diligently solving endless scheduling puzzles, being open to feedback to improve our processes, creating an atmosphere of partnership with [name other companies or departments here], and generally being amazing. You give me great confidence in the ability of [your company name here] to execute and deliver outstanding recruitment processes and candidates.

[Your signature block here]

Instructions: Fill in the blanks. Send it out. Wait for smiles to roll in. Enjoy being a legendary boss.

Turn Recruiting Coordinators Into Strategists

Scheduling is one of a myriad of tasks recruiting coordinators manage. It appears at every touch point of your interview process. It’s often the first interactive activity your recruiting team does with candidates, so it has to go well.

Your recruitment coordinators also carry out and execute important initiatives around candidate experience, diversity and inclusion, interviewer training, and everything in between. They make the process run smoothly. Those are incredibly demanding and time-consuming tasks, which is why most of your recruitment coordinators can hardly find time to do strategic work. And that’s a problem.

Let’s make every part of scheduling a non-problem in this field. GoodTime enables your teams to do so many things brilliantly:

  1. Function more efficiently (schedule interviews 4 to 10 times faster).
  2. Make fewer mistakes.
  3. Spend more time on strategic work.
  4. Offer a company-branded and customized candidate experience.
  5. Diversify interviewer panels to remove unconscious biases.

GoodTime lets your team achieve maximum efficiency without removing the essential human connection from the recruiting process. And when that happens, your recruitment coordinators will have more time to dive into engaging work and create real growth and innovation at your company. That’s a win-win.

Ready to Level up Your Candidate Experience?  

Time’s up for interviews full of scheduling headaches. It’s time for candidate-centered, connection-driven interviews instead. To read more about how to make that happen for your team, download 5 Steps to Hiring Top Talent at Scale now.