Hire More Effectively With HR Hiring Process Automation

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The hiring process takes times, demands a lot of input and you operate under immense pressure, since a mistake on your part can cost the company tens or even hundreds of thousands of dollars on a single bad hire. The US Department of Labor estimates that a hiring mistake can lower employee morale and cost the company about a 1/3rd of the person’s annual salary. On the flip side, open positions in an organization put other employees under undue stress, leading to overall slowdown in productivity and employee engagement.

One way to help you fill a gap in your company is to automate the hiring process and use technology to increase effectiveness. Implementing a document management system with workflow automation and email integration will provide a powerful platform on which to automate your HR processes.

For example, when sending out job offer letters, why not make us of pre-compiled templates? Using a job offer letter sample similar to the styles that you can find here can speed up the administrative process of hiring for your HR team. Above all, using samples and templates ensures consistency when hiring and frees up time that can be spent on other administrative tasks.

Ultimately, there are several benefits to automating your hiring process:

Centralization of Hiring Data

Automation helps you consolidate and manage all your data in one place, making tracking of applicants easy. You can have all past and current data in one place and keep in touch with candidates for future positions if they do not suit your current needs. You also store the candidate data securely without the risk of losing their information.

Data Analysis

Hiring automation helps you identify the best places to find the right talent for your organization. You can track sources of your most successful candidates, and identify the listings that give you the best candidates. For example, a site such as LinkedIn may give you good results in one department while the site Indeed gives you better results in another department; such data gives you access to quality candidates fast, saving you time and money.

Electronic Decision Making

Technology saves you from losing important data from the candidate that may influence your decision-making process. You can also create a binary yes/no decision-making step where all stakeholders in the hiring process can give a definite yes or no. This way, you avoid overlooking candidates who may be stuck in the ‘maybe’ section and each stakeholder can work at their convenience. In addition, you automatically have their “vote” recorded for future reference.

Easier Identification of Problems in the Hiring Process

An automated hiring process helps you identify problems with your hiring process that take up the most time and can also show how often you lose candidates to competitors. There are several metrics you can employ to track your hiring success:

  • The time it takes from you to send out a vacancy advertisement and successfully fill a position. With this information you can give the leadership realistic expectations of how soon they can expect you to fulfill the position.
  • The progression of candidates in the hiring process, and possible causes of delay.
  • The number on new positions versus the number of replacements roles you work on in a specific period.
  • Turnover tracking, especially within the first 90 days of employment. You can plan exit interviews to help you identify gaps in the organization that y help you improve your hiring process and the overall employee culture.

Monitor and Enforce Compliance

An automated hiring process helps you create compliance checkpoints you can use to avoid violating Equal Employment Opportunity and other federal regulations. You also have strong documentation to support your rejection of specific candidates should you need it in the future.

Hiring automation is about creating processes that support organizational success. Poor hiring decisions contribute to 80 percent of employee turnover, which wastes company time and resources. Such a trend is quite frustrating for you as a hiring manager and can reflect poorly on your ability to find the right talent. Automation of the hiring process helps you involve others, track your success, identify weaknesses in the process and improve the overall effectiveness in talent acquisition.


The job is not done once you have the candidate hired, now you need to on-board them. This means you must complete tasks like enrolling them in medical insurance, collecting their I9, and getting them set up by IT in addition to getting them a cube or office before their first day of work. Automated workflows can be setup to kick off all of these tasks as soon a new employee is hired. The system can be used to track the progress as well. Timers can be started and notifications sent out automatically if an activity is falling behind plan. With this approach, you will not have to call around constantly to track statuses. You can also see if activities are not progressing and escalate the issues on a timely basis. This approach can help ensure that your new employees can be productive on their first day and that you will not get emergency phone calls from new employees with no place to call to sit on their first day. To learn more about how automation can streamline your HR process, contact CASNET today.

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