Ensuring a Positive Candidate Experience During the Recruitment Process

Engaging and securing top talent requires maintaining your company’s competitive edge against other companies seeking out the same candidate. This is especially crucial in a candidate-driven market landscape where talented individuals have numerous options available to them.

Various elements contribute to maintaining this competitive edge in terms of a job offering– from a desirable compensation and benefits package, the type of work arrangement offered (i.e., remote, hybrid, in-office) to an exceptional team culture. But what should not be overlooked is the experience candidates have at various interaction points with your company prior to employment. 

Candidate experience refers to more than just the technical process of applying for a job; it encompasses the emotional journey and perceptions that candidates develop as they engage with your organization. It starts from the initial interaction with your company’s employer brand and continues through each stage of the recruitment process, culminating in the job offer (or rejection) stage.

So what are some things companies should keep in mind to ensure that prospective employees have a positive and seamless recruitment experience?

1. Empathize. Consider the Job Search Process for a Typical Candidate

Take a step back to consider the job search process for a typical candidate, which can be a long and challenging journey for many, with uncertainties that they will have to navigate. 

Not only is there a significant amount of time job seekers spend reflecting on their skillset, experience, and dedicating time to refining these, but there’s also a large amount of time spent during the application and interviewing process. Depending on their situation, job seekers may apply for as little as one opportunity, to upwards of several tens of opportunities. And with multiple rounds of interviews to pitch their abilities, securing a position can take anywhere from a couple of weeks for some to several months for others, depending on the positions available in the market, the recruitment process, and one’s skillset, experience and professional level.

With this said, even the highest calibre of candidates can find the job search process to be a wearying and difficult pursuit. 

This is why designing a candidate-centric recruitment process is a critical component to a company’s success in securing top talent. 

2. Application Stage

The application stage serves as the first point of contact between a job seeker and your company, so clarity in the role and the application instructions, as well as accessibility for application is paramount. 

• Job Description: Are the duties and expectations clearly defined and laid out? Can the applicant get a sense of where they will fit into the team and overall organization? What is the location of work? What are the core hours of work? Can the applicant get a sense of the company and its vision, mission, and values to get them excited about their role? 
• Application Instructions: Are the application instructions clearly laid out so candidates can easily submit their details? Whether it’s through a designated portal or an email submission, make sure candidates understand the steps they need to take.
• Accessibility for Application: How streamlined is your application process? Is it a resume submission via email? Is it a resume upload format via a specific portal? Are candidates required to fill out fields in a separate form, in addition to submitting their resume, and if so, are there any redundant questions? Ensure that your application platform is user-friendly. 

Keeping these considerations in mind, a streamlined, straight-forward application process can improve a candidate’s experience. 

2. Number of Interviews

A thorough interview process allows companies to evaluate the candidates in their pool, and identify talent that is most aligned for the role. 

Companies may have any combination of a phone call, virtual interview, in-person interview, and panel interview. For more junior-level positions, an average of two interview steps in the process are typical. For more senior-level positions, an average three interview steps in the process are typical. 

With additional steps beyond the average range of 2-3 interviews, there are risks that employers should keep in mind: 

• Interview Fatigue: a lengthy hiring process and multiple rounds of questioning can leave both interviewers and candidates fatigued
• Time Decay: highly qualified candidates can lose interest in the opportunity over the course of a lengthy hiring process, as they may have opportunities with other companies arise.

3. Communication Between the Start and End of a Recruitment Process

Keep candidates informed at every stage of the recruitment process, from application acknowledgement to interview scheduling and final decision-making. 

Each point of communication with candidates, whether via email, phone or in-person, presents an opportunity for an employer to make an impression about the company’s brand, culture, and the role. Each interaction point may allow candidates to get a small glimpse into the future company and team that they may join. 

In a candidate’s job search journey, it’s not uncommon for candidates to have experienced a lack of updates on positions that they have applied for. In turn, those companies who can provide a more consistent, timely, and high-touch communication during the hiring process will stand out to potential high-calibre candidates compared to other companies who do not. 

Timely updates, feedback, and transparency can help candidates feel valued and respected, even if they are not ultimately selected for the role. 

Some ideas for communication with candidates at various stages of the hiring process are as follows: 

• Application Stage: Send an acknowledgment email or notification to applicants upon receiving their application. Clearly outline expectations, indicating that shortlisted candidates will be contacted for further review.
• Invite for an Interview: Extend an invitation for an interview via email.
• Decision after Interview: Send an email informing the candidate of the decision post-interview, and whether they have been selected for the next step of the process or not.
• Delays in Decisions: In case of any delays beyond a reasonable timeframe (1-2 weeks) after an interview stage, send an email update to the candidate. This ensures ongoing engagement and prevents them from assuming the position has been filled.
• Decision and Selection Stage: Notify the selected candidate of the offer via phone and email. Additionally, inform the remaining candidates of the outcome, expressing gratitude for their participation in the process. 

Take a moment to evaluate your current recruitment process and identify areas in which you can increase that candidate engagement and seize opportunities where you can deliver a positive candidate experience. It’s one crucial way in which your organization can stand out amongst other companies to secure a good candidate.

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Check out McNak’s Resources for more useful and relevant recruitment-related tips.