{"id":11761,"date":"2020-09-08T00:00:00","date_gmt":"2020-09-08T00:00:00","guid":{"rendered":"https:\/\/scouttalent.com\/blog\/creating-a-robust-online-recruitment-process\/"},"modified":"2026-06-19T04:30:33","modified_gmt":"2026-06-19T04:30:33","slug":"creating-a-robust-online-recruitment-process","status":"publish","type":"post","link":"https:\/\/scouttalent.com\/us\/blog\/creating-a-robust-online-recruitment-process\/","title":{"rendered":"Creating a Robust Online RecruitmentProcess"},"content":{"rendered":"<p>The most robust recruitment processes are highly digital, allowing organizations to be more agile. Many digital recruitment processes use best practices, with customized automation and procedures that are more convenient for recruiters, hiring managers <em>and<\/em> candidates.<\/p>\n<p>But there\u2019s no one-size-fits-all approach.<\/p>\n<p>Organizations have different structures, locations and existing processes. However, you can map out a digital online recruitment process, while still considering candidate expectations at every stage.<\/p>\n<p>Here are our best tips for creating a robust online recruitment process.<\/p>\n<h3><strong>Online recruitment advertising &amp; screening <\/strong><\/h3>\n<p>Many organizations already advertise and screen candidates digitally, so simply follow best practices to manage and screen applications. <a href=\"\/talent-acquisition-software\/recruit-essentials\/\"><strong>Use an Applicant Tracking System<\/strong><\/a><strong>,<\/strong> make use of auto-statuses to filter unsuitable applicants, use screening questions to quickly assess your top candidates, and communicate with candidates throughout the process with branded templates so they all have a positive experience with your organization.<\/p>\n<p>If you use an <a href=\"\/talent-acquisition-software\/recruit\/\"><strong>Applicant Tracking System<\/strong><\/a>, start screening as soon as possible so all candidates receive timely communication. If you use candidate statuses, assign appropriate filters to indicate any action you\u2019ve taken (for example, \u201ccontacted\u201d, \u201cinterview booked\u201d, etc.) Sort candidates by their overall rating to determine your frontrunners for interviews.<\/p>\n<h3><strong>Online interview scheduling <\/strong><\/h3>\n<p>Today\u2019s candidates are tech-savvy and value convenience, so being able to schedule your interviews digitally makes you instantly more desirable as an employer. The majority of <a href=\"https:\/\/www.forbes.com\/sites\/briannawiest\/2019\/11\/04\/millennials-hate-phone-calls-they-have-a-point\">millennials hate phone calls<\/a>!<\/p>\n<p>So if this demographic forms the bulk of your applicant pool, <a href=\"\/watch-how-to-take-your-entire-recruitment-process-online-from-advertising-to-onboarding\/\">scheduling interviews digitally<\/a> instead of over the phone will improve your overall candidate and help you secure those in-demand candidates in a timely manner. Not to mention, it\u2019s far more convenient for you and your hiring managers.<\/p>\n<p>After you\u2019ve determined your top candidates\u2019 from their applications, schedule interviews as soon as possible. (Some candidates in high demand and may be interviewing with multiple organisations.)<\/p>\n<p>Choose the right tools to send invitations and schedule interviews, preferably giving candidates some options to choose from. Here are some ideas for digital scheduling tools you can use:<\/p>\n<ul>\n<li><strong>Recruitment software\/Applicant Tracking System (ATS) \u2013 <\/strong>Your recruitment software should have the functionality to schedule interviews online and give candidates a few times to choose from.<\/li>\n<li><strong><a href=\"https:\/\/calendly.com\/\">Calendly<\/a> \u2013 <\/strong>Alternatively, if you don\u2019t have an ATS, this low-cost scheduling tool is used by salespeople, marketers and recruiters alike. It provides a portal to manage all your interviews and calls, and allows candidates to choose times that suit them.<\/li>\n<li><a href=\"https:\/\/mixmax.com\/\"><strong>MixMax <\/strong><\/a>\u2013 This tool is another low-cost tool that offers candidates to view your email and choose times that work with them.<\/li>\n<li><strong>Google Calendar \u2013 <\/strong>One of the simplest options for creating calendar invitations, Google Calendar allows you to create and share interview times with candidates; however, it can be more limited than the above options.<\/li>\n<\/ul>\n<p>Many candidates can get lost due to scheduling gaps and miscommunications. Having a smooth interview process gives candidates a positive first impression of your organization and allows you to set and manage their expectations.<\/p>\n<h3><strong>Online initial interviews <\/strong><\/h3>\n<p>The faster and more structured your interview process, the better your odds of landing that your ideal new hire. In creating an efficient online recruitment process, you may opt to use digital initial interviews for your first round of screening, instead of immediately jumping to face-to-face interviews. (That\u2019s not to say face-to-face interviews aren\u2019t still an important part of the process, but you can still create a great online recruitment process without face-to-face meetings in the preliminary stages.)<\/p>\n<p>Phone interviews can be an effective form of <a href=\"\/service\/shortlisting-selection\/\">preliminary screening<\/a>, particularly if you\u2019ve received a large number of applications. However, unlike face-to-face or video interviews, this has its limitations, as it can feel a little impersonal and you can\u2019t make eye contact and observe your candidates\u2019 body language or demeanour.<\/p>\n<p>Many organizations conduct <a href=\"\/service\/shortlisting-selection\/\"><strong>video interviews<\/strong><\/a> during their initial stages of screening, as they are an easy way to save valuable time and resources. Choose the platform you\u2019d like to host your interviews on, such as Skype, Facetime or Zoom.<\/p>\n<h3><strong>Communication is critical <\/strong><\/h3>\n<p>While you might easily integrate digital screening into your recruitment process, it can still be new and unfamiliar to some candidates. Be sure to give your candidates all the information they need to be prepared for a virtual interview (including usernames, meeting invitations) and be prepared to get in touch with them to ensure they feel comfortable about the process. Interviews are already stressful experiences, so you don\u2019t want your candidates to feel stressed if they haven\u2019t used the platform before. Include clear instructions in your invitation email to give them the opportunity to represent themselves in the best possible light.<\/p>\n<p>Create an interview guide for you or your hiring manager.<\/p>\n<p>Use standardized behavioural-based interview questions tailored to the position you\u2019re hiring for.<\/p>\n<p><em>Tip: Immediately schedule follow up interviews with the strongest applicants, when appropriate. <\/em><\/p>\n<p>As we shared in our <a href=\"https:\/\/employmentoffice.com.au\/recruitment-guides\/shortlisting-guide\/\"><strong>guide to shortlisting your talent pool and selecting the right candidate<\/strong><\/a>, two-way recorded video interviews are a great way to \u201csee\u201d candidates and allow them to get to know you too.<\/p>\n<h3><strong>Online behavioural assessments<\/strong><\/h3>\n<p>Behavioural assessments can form a valuable part of your online recruitment process. If you conduct these assessments prior to your interviews, the additional level of information can allow you to ask candidates better questions.<\/p>\n<p>You may already use your own online behavioural assessments. (At Scout Talent, our Shortlisting &amp; Selection Specialists use <a href=\"\/service\/shortlisting-selection\/\"><strong>McQuaig behavioural assessments<\/strong><\/a> to assess candidates\u2019 job and cultural fit.)<\/p>\n<p>This can provide you with deeper insights and a greater understanding of candidates without having met them in person.<\/p>\n<h3><strong>Second-stage interviews <\/strong><\/h3>\n<p>With physical distancing regulations starting to ease, your organization may decide to proceed to face-to-face interviews.<\/p>\n<p>Follow best practices for second stage interviews, including using your online scheduling tool to book interviews and using insights from your initial screening (i.e. don\u2019t ask candidates the same questions they have already answered in their application or initial interview!).<\/p>\n<h3><strong>Online reference checking <\/strong><\/h3>\n<p>Many organizations ask us if reference checks are still worthwhile. The answer? Yes!<\/p>\n<p><em>11% of job applicants misrepresented why they left a previous employer (Hubspot). \u00a0<\/em><\/p>\n<p><em>Nearly one-third of job applications list dates of employment that are inaccurate by more than three months (Background Profiles).<\/em><\/p>\n<p>Reference checks help you uncover these inconsistencies. To request contact details for your top candidates\u2019 professional references, seek the most recent and relevant references (in terms of industry and position), and prepare your questions before you reach out to them to add more perspective and assess consistency.<\/p>\n<h3><strong>Sending digital offers <\/strong><\/h3>\n<p>So, you\u2019ve found a great candidate and want to extend an offer. Congratulations! It\u2019s an exciting time, but don\u2019t let candidate experience fall by the wayside. If you want to get your candidate excited about your organization and opportunity, keep in mind that printing and signing documents isn\u2019t very fun!<\/p>\n<p><a href=\"\/talent-acquisition-software\/onboard\/\"><strong>Onboarding software<\/strong><\/a> is a great finishing touch to your online recruitment process, reducing administration pressures and increasing offer acceptance rates.<\/p>\n<p>Electronic signatures remove the barriers to acceptance, so candidates can sign anywhere, any time. You can also create simple contract approval workflows to ensure appropriate stakeholders and procedures aren\u2019t missed. You can also use branded templates for your digital offers and other onboarding documentation to continue to build your employer brand.<\/p>\n<h3><strong>Sending candidate feedback <\/strong><\/h3>\n<p>Even after you\u2019ve made an exciting new hire, the rest of your applicant pool still needs care too.<\/p>\n<p>It\u2019s time to notify all candidates about the outcome and thank them for taking the time to apply. If you have an Applicant Tracking System, you should be able to create a professional branded template with personalized tags to send this final feedback. For candidates who have taken the time to complete an interview, a personal phone call or voicemail message is ideal.<\/p>\n<h3><strong>Additional tip: Talent pooling<\/strong><\/h3>\n<p>Finally, we would be remiss to talk about online recruitment and not talk about <strong><a href=\"\/blog\/the-talent-scout-episode-13-the-importance-of-talent-pooling-in-high-unemployment-times\/\">talent pooling.<\/a><\/strong><\/p>\n<p>Talent pooling is a beneficial, proactive approach to talent acquisition allowing you to prepare for future challenges and reduce your overall recruitment spend. With many candidates in the market, ask people to submit an expression of interest form and create pools based on roles you\u2019ve previously advertised, even if you\u2019re not able to hire them immediately. You can reach out to them with honest, authentic messaging to nurture them and keep them engaged with your employer brand. Then, when you\u2019re hiring again, you can notify them of your new opportunities.<\/p>\n<p>Once you\u2019ve established an online recruitment process, it will become second nature for you and your team! But remember that for candidates, certain aspects will still be brand new. They may have questions, so be open with your communication, map out the process and ensure you\u2019re delivering a great candidate experience.<\/p>\n<p><span style=\"font-size: 0.875rem;\">If you are currently struggling with any aspect of what we discussed in this article, please <\/span><strong style=\"font-size: 0.875rem;\">reach out to us at hello@scouttalent.ca or call us on 1 844 772 3302.<\/strong><\/p>\n<p><strong>If you enjoyed this content and would like to receive our monthly recruitment update emails, simply fill out the form below.<\/strong><\/p>\n<p><!-- [if lte IE 8]>\n<script charset=\"utf-8\" type=\"text\/javascript\" src=\"\/\/js.hsforms.net\/forms\/v2-legacy.js\"><\/script>\n<![endif]--><script charset=\"utf-8\" src=\"\/\/js.hsforms.net\/forms\/v2.js\" type=\"text\/javascript\">\/**\/<\/script><br \/>\n<script>hbspt.forms.create({\nportalId: \"7047613\",\nformId: \"252dc598-bf94-4b64-a31f-a8b2ad3201f7\"\n});<\/script><\/p>\n","protected":false},"excerpt":{"rendered":"<p>With so many disruptions in 2020, organizations were forced to switch to digital processes (including recruitment!). But is this a chore, or an opportunity? With physical distancing regulations still in place and many team members still working from home, digitizing your recruitment processes is a great opportunity to increase your organization\u2019s agility and adaptiveness, and<\/p>","protected":false},"author":2,"featured_media":15032,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","footnotes":""},"categories":[374,504],"tags":[],"class_list":["post-11761","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog","category-recruitment"],"acf":[],"aioseo_notices":[],"aioseo_head":"\n\t\t<!-- All in One SEO Pro 5.0.1.1 - aioseo.com -->\n\t<meta name=\"description\" content=\"With so many disruptions in 2020, organizations were forced to switch to digital processes (including recruitment!). But is this a chore, or an opportunity? 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