Analysis of Recruitment Process

Stage 2 Process Analysis

Technology has become the means of life practicality for everyone in all sectors. In recruitment, the use of technology to capture data is becoming more pronounced to enhance the hiring experience for both the hiring teams and the candidates. Currently, the recruiters have to make sure they use technology that would be able to eliminate bias to attract top talents due to competition in the labor market. Subsequently, creating a robust recruitment process is a way to building a successful team. The interview process can be swift, painless, and enjoyable when conducted well. However, sourcing and screening of candidates also require tremendous work before an interview. Therefore, resume screening tools can ease the process. Consequently, a company struggling to get through massive piles of files can adopt specialized screening software to make the recruitment process more precise and proficient, as shown below (Girard & Fallery 2009).

MTC Hiring Process

As-Is Process

Responsible MTC Position

To-Be Process – How the system Will Support and Improve the hiring process

Business Benefits of Improved Process (Align with MTC’s overall business strategy and needs.)

1. A recruiter receives an application from a job hunter via Postal Service Mail.

Recruiter

The system will receive an application via online submission through the MTC Employment Website and store it in the applicant database within the hiring system (Holm, 2012).

A more efficient submission process decreases the time needed to receive and begin processing applications. This will present a positive image to potential employees and help MTC compete for top IT talent.

2. Recruiter screens resume identifying top candidates by matching with job requirements from the job description.

Hiring Manager

The recruiter will adopt the use of candidate screening software that will rearrange all the applicants’ resumes for each position to enable the team to identify the persons to invite for an interview quickly. The screening will use some key search words to determine the best candidates for the role (Visa et al., 2015).

The use of the software to screen resumes will help the company save time. Time is limited and of value will accrue many benefits to the company by enabling them to attend to their clients appropriately and timely. This would further enhance customer satisfaction, resulting in customer retention. Subsequently, the applicant tracking software would enable the company to choose those candidates that match the best fit for the role. This will further enhance the quality of services and solutions offered to the clients (Visa et al., 2015).

3. Recruiter forwards top candidates to Administrative Assistant via interoffice mail.

Administrative Assistant.

Applicant tracking system automatically selects the top candidates based on minimum qualifications and preferred qualifications. All the staff in charge of recruitment gets system notification, hence no need to share because everyone has access.

This will be promoting transparency in the recruitment process in the company, hence selecting the best candidates only.

4. Administrative Assistant forwards candidates’ resumes and applications to the hiring manager for the position via interoffice mail.

Administrative Assistant

The hiring manager automatically gets a system alert on the candidates selected for the interview and their qualifications and ranking.

An applicant tracking system will eliminate biases during the recruitment processes in the company; Thus, motivating the best candidates to submit their application knowing that there will be a fair consideration for all applicants (Holm, 2012).

5. The hiring manager reviews applications and selects whom he/she wants to interview.

Hiring Manager.

The Hiring Manager will enable the Applicant tracking system to notify the selected candidates for an interview session (Holm, 2012).

This will enable a large number of candidates to receive timely notification on their interview schedule to enable them to prepare accordingly. Effective and timely communication will increase applicants’ trust in the company.

6. The hiring manager sends an email to the Administrative Assistant on whom he/she has selected to interview and identifies members of the interview team.

Hiring Manager

The Applicant tracking system sends a notification to the selected candidates inviting them for an interview session.

Effective and timely communication will increase applicants’ trust in the company. As a result, the company would always be able to receive the best talents whenever recruiting exercise is carried out (Girard & Fallery 2009).

7. AA schedules interviews by contacting interview team members and hiring manager to identify possible time slots

Administrative Assistant.

The administrative Assistants inform the interviewing team to fill in their various schedules on the time labs software that will develop various time slots for the interview (Visa et al. 2015).

The use of time labs to develop interviewing timetable will make sure that each interviewing team member is allocated the best time to attend the interview. Again, issues of conflicting timelines will be limited. As a result, the interviewing will only interview at their best moments, choosing the best candidates.

8. AA emails candidates to schedule interviews.

Administrative Assistant

Applicant tracking system relays information to the candidates on various timelines for the interviews. The administrative Assistant feeds the information into the system, then sends it to the respective candidates at a go.

Much time is saved. Instead of the administrative Assistant sending emails to each candidate one at a time, the candidate tracking system would send the information at a go.

9. The interview is conducted with a candidate, the hiring manager, and other interview team members.

Hiring Manager and Interview Team

An interview is conducted with the candidate, hiring manager, and other members of the interview team. (Hiring System is not used for this step.)

n/a

10. AA collects feedback from interviews and the status of candidates

Administrative Assistant

The administrative Assistant checks the candidate tracking system to view feedback and result for each candidate’s interview (Girard & Fallery 2009).

Precise information on each candidate’s performance in the interview is availed immediately after the interview as the interviewing were inputting their feedback on each candidate onto Applicant tracking system that adds up the result and ranks the candidates. thus, enhancing consistency and effectiveness in the MTC

11. The hiring manager informs the AA of his top candidate for hire

Administrative Assistant

The administrative Assistant confirms with the Hiring Manager the list of top candidates per the Applicant Tracking system information to verify and authenticate by the Hiring Manager.

MTC will be able to pick on the best candidate immediately after the interview. Allowing candidates to know their interview outcome as soon as possible enables the best candidates to prepare and report to work in time. Hence, enabling the company to provide timely services to their clients.

12. Administrative Assistant prepares offer letter based on information from a recruiter and puts in the mail to the chosen candidate.

Administrative Assistant

The system enables AA to prepare job offer letters by storing the offer letter template and information on each candidate; allows AA to select information to go into a letter and put it into the template, which can then be reviewed and emailed to the candidate (Kapse et al. 2012).

A more efficient offer process presents a positive image to applicants and decreases the time needed to prepare an offer letter, and enables MTC to hire in advance of the competition.

B.

MTC has open positions that are yet to be filled; however, lack of efficient recruitment procedure is hurting the company’s ability to provide services to the clients. Consequently, due to the employers’ higher demand for skilled talents, there is increased competition in the labor market. Therefore, it is crucial to nail down the right talents promptly, hence, the need to adopt technology to solve some of the current internal challenges in recruitment (Girard & Fallery 2009).

Area

Current Issues

(from the Case Study)

Improvements

(due to use of technology)

Collaboration:

The Hiring Manager states that recruiting is only one area he is responsible for, and he is not as responsive to HR as he could be. Therefore, he counts on the Recruiters to help manage the process and keep him informed.

The current manual system causes many communication breakdowns and takes additional effort and time to stay on top of the hiring process (Kapse et al., 2012).

An efficient system with all information in one place, easily accessible via a dashboard, and updated in real-time could make his recruiting job more manageable. He could devote time to effectively working collaboratively and proactively with HR on his staffing needs.

Communications: Explain how a hiring system could improve internal and external communications