When it comes to onboarding, first impressions count. Research has shown organizations that run impactful onboarding processes enjoy an 82% improvement in new hire retention and a productivity boost of over 70% within the first year compared to those that don’t.

Ready to get your onboarding process in shape? Begin by establishing a set of clear, well-organized onboarding documents to help your HR department obtain the info and contracts it needs and help your recruits confidently navigate their new role.

Contents
What are onboarding documents?
Employee onboarding documents checklist
Onboarding documents for new hires
1. Preboarding
2. Onboarding
3. Additional new hire employee forms

What are onboarding documents?

Onboarding documents are an essential part of the onboarding process, enabling HR to gather the necessary employee data and signed contracts. They are also there to help the new hire become familiar with your company’s policies and culture, understand their key responsibilities, and gain the upfront knowledge needed to be successful in their new role.

Onboarding documents typically include legal paperwork such as your employment contract, company policies, handbooks, and code of conduct, along with role-specific details such as job descriptions, manager and team contacts, and more.

Employee onboarding documents checklist

Onboarding documents for new hires

Take a moment to review this list of essential onboarding documents and cross-check whether your organization has established policies and templates in place. We have some handy templates you can use to help you fill the gaps. 

Preboarding

Preboarding is the process that takes place from the moment recruits accept your offer until they join your company. It’s an opportunity for you to share information to create a good impression, clarity, and excitement around the new role.

A strong preboarding process includes new hire paperwork that is designed to keep your incoming employees engaged and informed. Here are some examples of onboarding documents to use in your preboarding for a smooth on-ramp:

1. Offer letter

An offer letter is a precursor to an employment contract that formalizes your company’s hiring intent and clarifies the key job details for the role. It’s more than just a notification, though. While it does not carry the legal weight of an employment contract, it does outline compensation and benefits, responsibilities, and start date to help the candidate make an informed decision whether to accept or decline your position.

For companies committed to strengthening their employer brands, this document provides an opportunity to showcase your professionalism by clearly presenting your offer and communicating your value proposition to potential hires. This positive first impression can help shape the candidate’s decision to accept your position and set the tone for a successful working relationship.

2. Employment contract 

Comprehensive employment contracts are critical for detailing the organization’s and employee expectations and responsibilities within a legal framework to protect both parties.

A well-crafted contract should address aspects like job duties and compensation, including salary, benefits, overtime, working hours and parameters, confidentiality obligations, intellectual property ownership, and termination procedures. If applicable, it should also specify at-will employment status, which is common in the US, where either party can terminate the relationship without cause.

Depending on your organization’s workplace requirements, you may need multiple types of employment contracts, including:

• Permanent: Full-time, indefinite employment with benefits
• Part-time: Regular, but less than full-time work, potentially including benefits
• Fixed-term: Employment for a predetermined period, typically for specific projects
• Temporary: Short-term employment to fill a temporary need with limited or no benefits
• 1099: Independent contractor agreement, where the worker is responsible for their own taxes
• Casual: Unscheduled, on-call work with no guaranteed hours or benefits
• Internship: Educational experience with potential mentorship and limited compensation
• Apprenticeship: Structured learning program combining classroom-type instruction with on-the-job training
• Remote work agreement: Specified terms for working outside of a physical office.

Get your legal team to review your employment contracts to avoid ambiguities that could lead to costly disputes. Regular updates should also take place to ensure compliance with changes to labor laws and minimize legal risks.

3. Welcome to the team email 

A well-crafted welcome to the team email sets the stage for smooth onboarding by establishing a warm tone and building excitement about the position.

To ensure a positive first impression, HR professionals should include essential information for the new employee’s first day, such as details on their role, information about their team, the start date, work hours, any necessary documents, logistics (such as parking and arrival instructions), and a first-day schedule. Some companies also include a high-level snapshot of the recruit’s overall onboarding plan. A welcome email also provides a platform to highlight important aspects of your company culture.

Additionally, your welcome email should include key contact info for HR, the new recruit’s manager, and anyone else they may need to reach.

Finally, add a personal touch by expressing your appreciation for them joining your company and highlighting how excited you are to have them on board.

Onboarding

Once preboarding is over, the focus shifts to collecting important employee data and familiarising your candidates with your company’s policies and culture.

4. 30-60-90 day onboarding template 

If you want to establish world-class systems in your company and HR department, 30-60-90 day onboarding plans are a must for delivering a goal-oriented onboarding process. These structured plans will help you track a new hire’s progress in gaining knowledge, developing skills, and achieving performance goals to help them excel in their role.

A 30-day plan typically focuses on foundational knowledge and skills. It should outline essential company policies, basic job duties, and initial training completion. The 60-day plan builds on this by introducing more complex tasks and tracking early performance indicators. Here, the focus may shift to project involvement or team collaboration. 

Finally, the 90-day plan typically assesses overall competency and goal achievement. This stage may involve independent project work or client interaction, demonstrating the employee’s ability to contribute meaningfully without high levels of supervision.

Tailoring your 30-60-90 day plan onboarding documents to each role will ensure new hires receive personalized and targeted guidance. For example, a marketing hire’s 30-day plan may include social media training, while a sales hire’s plan might focus on product knowledge and sales process.

Sharing detailed plans during onboarding sets clear expectations for both employee and employer by establishing direction and transparency from the very beginning.

5. Employee information form

An employee information form is an important document used during onboarding to collect essential employee data that streamlines record-keeping and ensures payroll accuracy.

The form typically gathers full legal name, contact details, emergency contacts, tax, and banking information. It also captures details relevant to benefits program enrollment and job-specific requirements.

6. Employee emergency contact form 

As the title suggests, an employee emergency contact form gathers vital information in case of workplace accidents or emergencies. It should include names and contact information for emergency contacts (family, close friends) and any relevant medical history or allergies the employee wishes to disclose.

Importantly for HR, gathering emergency contact information is not a ‘one-and-done’ exercise. This data should be updated every six to 12 months to allow for a swift response during critical situations.

7. Hybrid work schedule

As employees look for greater flexibility and work-life balance, a hybrid work schedule clarifies your organization’s expectations for employees splitting their time between the office and off-site work.

The schedule outlines core work hours or days when physical presence is required at your premises while also defining flexibility for remote work on designated days. This transparency creates clear boundaries and ensures employees understand when they’re expected to be available.

An in-depth hybrid work schedule should also outline communication protocols and accountability expectations for remote work to ensure everyone feels informed and empowered.

8. Employee handbook and HR policies

When orienting new employees, a strong employee handbook and clear HR policies form the cornerstone of a smooth onboarding process.

An employee handbook serves as a central go-to reference point, informing new hires about company culture, benefits, and expectations. This reduces confusion and empowers recruits to assimilate into their roles.

Meanwhile, HR policies outline everything from dress code to vacation time to ensure consistency and fairness throughout the organization.

By providing access to this information from the get-go, you can help new hires feel informed and confident through their transitions.

HR tip: Onboarding activities

• No one wants to join a new company simply to be shown to their desk and given a hefty handbook to read for their onboarding. Instead, onboarding activities should be multifaceted to maximize impact and engagement.
• Consider pairing job-specific training with interactive orientation programs that equip new hires with the knowledge and confidence they need to excel. Social events and team-building activities foster connections and a sense of belonging, while mentorship programs provide invaluable guidance and frequent manager check-ins, build connections, and solidify expectations and goals.
• By incorporating some or all of these elements, onboarding becomes an engaging experience, setting up both the employee and employer for success.

9. Company mission, vision, and values

Until a new recruit understands and embodies your company’s mission, they are a product of the values and vision of their previous employers. That’s why a clearly defined company mission statement shared with new recruits during onboarding is essential for setting a new tone and standard.

An effective mission statement serves a dual purpose. Firstly, it paints a clear picture of the organization’s purpose, its aspirations, and its guiding principles. This can help foster adoption and a successful long-term fit between your recruit’s values and your company’s mission.

Secondly, it can ignite enthusiasm by showcasing the impact the new hire can have in their individual capacity. It also helps them understand how they can contribute to the company’s bigger picture and inspires them to be part of something larger than themselves.

10. Equal-opportunity employer statement

An equal opportunity employer (EEO) statement is vital for fostering an inclusive workplace and a strong employer brand. It establishes a company’s commitment to fair treatment and opportunity for all qualified candidates. This creates a welcoming environment of universal belonging for diverse talent and stimulates innovation by including many perspectives.

A strong EEO statement should clearly articulate your company’s stance against discrimination based on factors like race, gender, religion, or disability. It should also emphasize your organization’s commitment to building a diverse workforce through your recruitment process and promotion policies.

By showcasing these values, your company can position itself as a progressive and ethical employer. This will help you attract today’s top talent who seek workplaces that value inclusion. This, in turn, not only benefits your company culture but also enhances your reputation among customers and stakeholders who increasingly prioritize social responsibility.

11. Paid time off (PTO) policy

A paid time off (PTO) policy benefits both employers and employees by clarifying expectations for time off, ensuring fairness and consistency across the organization, and reducing confusion and the potential for conflict.

For employees, a clear PTO policy that allows for paid time off contributes to a healthy work-life balance by enabling them to recharge and return feeling refreshed, leading to increased productivity and morale.

A well-defined PTO policy should include details such as accrual rates (how much PTO is earned over time), eligibility requirements (who qualifies for PTO), carryover limitations (if unused PTO can be saved for future use), and how to request time off.

12. Code of conduct policy

An effective code of conduct policy establishes clear expectations and boundaries for professional behavior in the workplace. It outlines acceptable and unacceptable conduct, promoting a respectful and inclusive environment.

The policy should cover discrimination, harassment, bullying, workplace violence, confidentiality, and proper use of company property. Providing a clear framework empowers employees to report misconduct and serves as an important tool to uphold a culture of accountability.

13. Attendance policy

An attendance policy is essential for a well-functioning workplace. It lays out clear expectations regarding work hours, absences, tardiness, and leave requests, and when implemented effectively, it promotes fairness, minimizes disruption, and ensures adequate staffing levels.

Your attendance policy should outline acceptable reasons for absences, such as illness and emergencies, the proper procedures for reporting them, and the consequences for violating these rules. The policy should also address procedures for requesting time off, including paid time off and sick leave.

14. Bereavement policy

In providing a framework for compassion and support, a bereavement policy demonstrates that your company values its employees’ wellbeing during a time of personal loss.

Your policy should offer clear guidelines for paid or unpaid leave following the death of a close family member or loved one. This can reduce the stress on grieving employees to some degree by alleviating uncertainty about time away from work.

The policy should define covered relationships (spouse, child, parent, and extended family members, for instance) and the amount of leave allotted for each. It may also outline notification procedures and details on returning to work, such as easing back into duties or offering access to employee assistance programs if applicable.

15. Anti-harassment policy

No one wants to work in a company where they are vulnerable to abuse. That’s why an anti-harassment policy is a must to establish safe and respectful work environments.

A code of conduct typically outlines broader standards for professionalism and behavior, such as punctuality, dress code, and social media use. An anti-harassment policy specifically focuses on preventing offensive behavior and protects employees from discrimination-based factors that may include race, gender, religion, nationality, or age.

A thorough anti-harassment policy will outline the complaint process, and ensure a fair investigation together with the appropriate disciplinary action. Having such a policy in place will empower your employees to report incidents and will help to discourage instances of future harassment at your company.

16. No-call no show policy

When an employee goes absent without leave (AWOL), it can be considered a serious offense. A no call no-show policy establishes clear expectations for employee communication during absences.

This policy outlines punitive steps taken when an employee fails to show up for work without notification and a valid reason. It serves to deter unscheduled absences, protect the workplace from staffing shortages, and ensure fairness by holding all employees accountable.

Your policy should define a timeframe for acceptable notification, outline progressive disciplinary actions for violations, and provide clarity on your appeal process.

Additional new hire employee forms

17. Vacation request form

A vacation request form specifically focuses on requesting paid time off for leisure purposes. This form is designed to streamline leave management by ensuring a clear process regarding who to notify, the approval process, and deadlines for notification to promote fair scheduling and avoid overlapping employee absences.

The form should allow all details to be captured and provide a section for management approval.

18. Time off request form

Time-off requests cater for a wider range of absences beyond just vacations, such as sick leave, personal days, and bereavement leave.

A time-off request form should include the employee’s details, the type of leave they are requesting (vacation, sick leave, etc.), the start and end dates of the absence, and any additional relevant information regarding the request, such as a reason for the leave request.

Over to you 

Creating a well-defined onboarding process with all the necessary new hire paperwork and HR documents takes considerable time and effort. The long-term benefits, however, are undeniable as an effective onboarding program streamlines the experience for new hires, reduces confusion, and accelerates their productivity.

Using the AIHR links provided above to download pre-built templates and forms for essential onboarding templates can significantly cut down HR’s setup time.

But remember, great onboarding programs aren’t static – they require continuous improvement. So, collect feedback from new hires to identify areas of strength and opportunities for improvement. This continuous feedback loop, along with updates on evolving company policies and changes to labor laws, will ensure your onboarding stays current and effective.

The post 18 Must-Have Onboarding Documents (+ Free Templates) appeared first on AIHR.

An employment rejection letter is a simple, often brief, document that carries the weight of finality, which is why writing a rejection letter is not just about delivering bad news. It’s an art form that, when executed with tact and empathy, can leave a lasting, positive impression on candidates. 

Whether you’re an experienced HR professional or new to talent acquisition, this article and free template samples will help you turn saying ‘no’ into an opportunity for kindness and brand loyalty.

Contents
What is a rejection letter?
Why (and when) should you provide a rejection letter?
How to write a rejection letter
3 types of rejection letters + free templates
The dos and don’ts of writing a rejection letter

What is a rejection letter?

A rejection letter is a formal communication, typically in writing, issued by an organization or HR professional to inform a candidate that their job application has been unsuccessful. The tone of a rejection letter is ideally polite and professional, and it may or may not provide feedback or reasons for the rejection. The purpose is to give closure to the recipient and allow them to move forward with other opportunities.

Why (and when) should you provide a rejection letter?

Would you believe us if we told you that rejection letters can give you a competitive edge when it comes to talent acquisition and becoming an employer brand of choice?

Let’s take a look at some key statistics around candidate experiences and talent acquisition:

• 34% of candidates do not hear back from employers two months after applying for a role 
• Only 7% of candidates say they hear back from an employer if they don’t get the job – the other 93% are ghosted
• Candidates who receive notifications throughout the hiring process rate the candidate experience 50% higher than those who receive no communications (including hearing whether they did or did not land the position) 
• Candidates who receive timely feedback are 52% more likely to engage with an employer again 
• Over 69% of job seekers will share negative candidate experiences online.

Candidates want positive recruitment experiences. If they receive them, they will share their positive sentiments about a brand and even consider another position advertised down the line. 

The opposite is also true. No news is far worse than bad news in the recruitment game, and candidates will share their poor experiences, particularly if they feel ignored or ghosted. Perhaps a candidate wasn’t the right person for the role being filled. Perhaps they were lacking in experience. Possibly, there was a more qualified person in the running. These are all reasonable reasons not to hire an individual – at that moment. 

But what about in the future? In the war for talent, nurturing a future talent pool is as critical as finding talent today.

Did you know?

Research from Kindess.org reveals that kindness is the foundation of job satisfaction and employee happiness. Showing candidates respect, communicating clearly and timeously, and providing an efficient hiring experience influence how candidates view your organization and what they share online. Yes, rejection letters are difficult to write, and we naturally want to avoid them, but what can show more kindness than a respectful, empathetic rejection letter? 

The benefits of candidate rejection letters

For candidates

From a candidate experience perspective, a rejection letter:

• Conveys respect and appreciation for the effort the candidate has put into their application
• Closes the loop on the process, ensuring that the candidate is not left wondering about the outcome 
• Can lead to a lasting positive impression of the company, even in rejection.

It’s also a matter of common courtesy to inform candidates promptly if they have not been successful, which can reduce their anxiety and allow them to move on to other opportunities with clarity.

For employers

Rejection letters contribute to the overall image and reputation of your company. They show that your organization values professionalism and demonstrates that it treats people with dignity and kindness, which can be shared through word of mouth or on employer review sites, potentially influencing future job seekers.

The timing of when to send a rejection letter versus making a phone call often depends on the stage of the recruitment process.

How to write a rejection letter

We will provide you with sample rejection letters and dos and don’ts later in this article. For now, just keep these four key points top of mind:

1. Say thanks
2. Deliver the news
3. Give the main reason
4. Offer hope.

HR tip

Offering hope does not mean giving false hope. Hope is simply a good piece of advice that they can use going forward. It’s a way of subtly implying there are many opportunities out there

Writing a rejection letter requires a careful balance between clarity, professionalism, and sensitivity. Here’s a step-by-step checklist for creating one that is the most effective:

Checklist: Writing a rejection letter

Each type of rejection letter provides closure while aiming to leave the candidate with a positive impression of the company. This is important for maintaining the organization’s reputation and candidate relationship management.

Legal considerations and tips

• Ensure that the language used in the letter cannot be construed as discriminatory based on race, gender, age, disability, or any other protected class.
• It’s usually safer not to provide specific reasons for the rejection to prevent misinterpretation or legal action.
• Treat all candidates who are rejected at the same stage in the process similarly to avoid claims of unfair treatment.
• Keep records of all communications with candidates and internal decision-making processes for accountability and in case of legal challenges.

3 types of rejection letters + free templates

Recruiters issue rejection letters to candidates at various stages of the hiring process. Not every applicant will make it past the pre-screening phase, for example. 

As an HR professional, if you handle these communications with care and empathy and maintain professionalism, you will uphold the organization’s reputation and even create brand loyalty if you handle the situation particulary well.

Did you know?

87% of candidates change their mind about a company they didn’t like if they had a positive candidate experience.
– Deloitte research

1. Pre-screening rejection letter

This type of letter is sent when a candidate does not meet the basic qualifications or requirements for the position. Since there has been no personal interaction, the letter is usually standard and to the point, thanking the candidate for their interest and informing them that they will not be moving forward in the selection process.

2. Post-screening rejection letter

A more personalized post-screening rejection letter is sent after a preliminary online interview or phone screen if a candidate is not selected for further consideration. It acknowledges the time spent during the screening and may include brief feedback on why the candidate was not advanced to the next stage.

3. Rejection letter after interview

When a candidate has undergone one or more in-depth interviews but is not chosen for the role, a rejection letter is sent to communicate the decision. 

In this case, a phone call is a more respectful and direct method of delivering the news. It provides an opportunity for more personalized feedback and helps maintain a positive relationship. However, a carefully composed rejection letter is sent if attempts to reach the candidate via phone are unsuccessful. This letter should express appreciation for the candidate’s time and effort, provide feedback, and encourage them to apply for future positions matching their skills.

The dos and don’ts of writing a rejection letter

Do

• Send the rejection letter as soon as the decision is made
• Maintain a professional and polite tone throughout the letter
• Thank the candidate for their time and interest in the position
• Offer constructive feedback if appropriate and feasible
• Encourage the candidate to apply for future opportunities if you believe they could be a good cultural fit
• Be succinct yet thoughtful in your message
• Ensure the rejection is communicated privately
• Keep the language neutral to avoid any misunderstandings

Don’t:

• Give false hope. Avoid language that could be misinterpreted as an invitation to apply for the same role again
• Provide too much detail about the selection process or why others were chosen
• Be generic. Tailor the letter to address the candidate by name, avoiding overly generic templates
• Dont delay sending the rejection notice unnecessarily
• Use language that might come across as insensitive or personal
• Invite further negotiation or discussion about the decision. The letter should be conclusive
• Compare the recipient to other applicants or disclose information about them
• Share the candidate’s status or your feedback publicly or with other candidates.

Remember, the goal is to be respectful and professional, ensuring the candidate feels valued despite not getting the job.

Mastering the rejection letter

A rejection letter is more than just a formal notice of non-selection; it’s a critical piece of communication that reflects an organization’s professionalism and empathy. It provides closure for candidates and upholds the company’s reputation as a considerate and respectful employer. 

As an HR professional, you have the power to ensure rejection letters are timely, allowing candidates to redirect their efforts quickly. With a bit of thought and time, you can personalize candidate rejection letters to acknowledge their unique efforts and qualifications. Always maintain a positive and encouraging tone, leaving the door open for future opportunities.

A well-composed rejection letter ends the current recruitment interaction on a positive note and lays the groundwork for a continuing relationship with potential talent.

The post How To Write a Professional Rejection Letter (+ FREE Samples) appeared first on AIHR.

Contents
What are recruiting metrics?
1. Time to fill
2. Time to hire
3. Source of hire
4. Sourcing channel effectiveness
5. Sourcing channel cost
6. First-year attrition
7. Quality of hire
8. Hiring manager satisfaction
9. Candidate job satisfaction
10. Applicants per opening
11. Selection ratio
12. Cost per hire
13. Candidate experience
14. Offer acceptance rate
15. % of open positions
16. Application completion rate
17. Recruitment funnel effectiveness
18. Cost of getting to Optimum Productivity Level (OPL)
19. Time to productivity
20. Adverse impact
21. Recruiter performance metrics
22. Fill rate
23. Recruitment ROI
FAQ

What are recruiting metrics?

Recruiting metrics are measurements used to track hiring success and optimize the process of hiring candidates for an organization. When used correctly, these metrics help evaluate the recruiting process and whether the company is hiring the right people.

Additionally, recruiting metrics provide you with data that will allow you to make improvements to your recruitment process. They are an integral part of a data-driven recruitment funnel, which you can explore in-depth in our Sourcing & Recruitment Certificate Program.

Making the right recruiting decisions is important. This image (based on Greenhouse’s image) shows the employee’s lifetime value as the sum of all the HR decisions made about that employee.

Using this image, we can see that hiring someone who is more suited for the job has the potential to create an enormous return on investment (ROI).

This is why recruiting the right people is so important. Whether you’re starting off by measuring recruitment data or fine-tuning your recruiting metrics, this list will give you a great overview.

Now that we’ve set the stage, let’s look at the 23 most relevant recruiting metrics.

1. Time to fill

Time to fill refers to the number of calendar days it takes to find and hire a new candidate, often measured by the number of days between approving a job requisition and the candidate accepting your offer. Several factors can influence time to fill, such as supply and demand ratios for specific jobs, as well as the speed at which the recruitment department operates.

It’s a great metric for business planning and offers a realistic view for the manager to assess the time it will take to attract and hire a replacement for a departing employee.

2. Time to hire

Time to hire represents the number of days between the moment a candidate applies or is approached and the moment the candidate accepts the job. In other words, it measures the time it takes for someone to move through the hiring process once they’ve applied. Time to hire thus provides a solid indication of how the recruitment team is performing. This metric is also called ‘Time to Accept’.

A shorter time to hire often enables you to hire better candidates, preventing the best candidates from being snatched up by a company that does have a short time to hire. It also impacts your candidate experience, as nobody likes a recruiting process that takes a long time. You’ll be able to see where the bottlenecks are in your hiring process, and you can work to remove them.

For example, the data might show you that there is a long time between resume screening and the phone interview. This can be an issue of scheduling, which recruiting teams can solve by implementing automated scheduling programs.

This metric is heavily influenced by your recruitment funnel. If you are hiring for jobs that have a relatively straightforward recruitment process of one interview, the time to hire will be shorter than when you have a phone intake, assessment day, and three rounds of interviews. For that reason, you should be a little bit careful when interpreting the time to hire benchmark we included below.

3. Source of hire

Tracking the sources that attract new hires to your organization is one of the most popular recruiting metrics. The source of hire metric also helps to keep track of the effectiveness of different recruiting channels. A few examples are job boards, the company’s career page, social media, and sourcing agencies. 

Having a clear understanding of which channel works and which doesn’t, you’ll be able to double down on the channels that are bringing you the most ROI and decrease spending on those that aren’t. For example, if you see that most of your successful hires are not coming from sourcing agencies but from your company career page, then that’s the channel that you want to be focusing on.

4. Sourcing channel effectiveness

Sourcing channel effectiveness helps measure the number of potential candidates each of your recruitment channels is bringing in, and the conversion rate. By comparing the percentage of applications with the percentage of impressions of the job postings, you can quickly judge the effectiveness of different channels.

A simple way to do this is by using Google Analytics to track where the people who viewed the job opening on your website actually came from. Maybe the people coming from LinkedIn don’t apply, but the people coming in from Facebook do.

HR pro tip

Ask your colleagues from the Marketing department to help you set up and navigate Google Analytics for your careers page.

5. Sourcing channel cost

You can also calculate the cost efficiency of your different sourcing channels by including ad spend – the amount of money spent on advertisement – on those platforms. By dividing the ad spend by the number of visitors who successfully applied through the job opening, you measure the sourcing channel cost per hire.

Sourcing channel cost = Ad spend per platform / Number of successful applicants per platform

6. First-year attrition

First-year attrition or first-year new hire turnover is a key recruiting metric and also indicates hiring success. Candidates who leave in their first year of work fail to become fully productive and usually cost a lot of money.

There are two types of first-year attrition: managed and unmanaged.

Managed attrition means that the contract is terminated by the employer. Unmanaged attrition means that they leave on their own accord (this is also referred to as voluntary turnover). The former is often an indicator of poor first-year performance or bad fit with the team.

The second is often an indicator of unrealistic expectations, which cause the candidate to quit. This could be due to a mismatch between the job description and the actual job, or the job and/or company has been oversold by the recruiter.

This metric can also be turned around as ‘candidate retention rate’.

7. Quality of hire

Quality of hire, often measured by someone’s performance rating, gives an indicator of the first-year performance of a candidate. Candidates who receive high performance ratings are indicative of hiring success, while the opposite holds true for candidates with low performance ratings.

Low first-year performance ratings are indicative of bad hires. A single bad hire can cost a company tens of thousands of dollars in both direct and indirect costs. To read more about how to assess these costs, check out our article on HR costing.

When combined with the channel through which the candidate was sourced, you can measure sourcing channel effectiveness (see recruiting metric no. 4).

Quality of hire is one of the most common but also most complex recruiting metrics, as you can measure it in multiple ways. You can get an overview in our detailed guide.

Quality of hire is the input for the Success Ratio. The success ratio divides the number of hires who perform well by the total number of candidates hired. A high success ratio means that most of the hired candidates perform well. However, a low ratio means that you need to fine-tune your selection process.

Success ratio = Number of hired candidates considered satisfactory / Total number of candidates hired

The success ratio is used as input for recruitment utility analysis. This analysis enables you to calculate an ROI for different selection instruments.

8. Hiring manager satisfaction

In line with quality of hire, hiring manager satisfaction is another recruiting metric that is indicative of a successful recruiting process. When the hiring manager is satisfied with the new employees in their team, the candidate is likely to perform well and fit well in the team. In other words, the candidate is more likely to be a successful hire.

9. Candidate job satisfaction

Candidate job satisfaction is an excellent way to track whether the expectations set during the recruiting procedure match reality. A low candidate job satisfaction highlights mismanagement of expectations or incomplete job descriptions.

A low score can be better managed by providing a realistic job preview. This helps to present both the positive and negative aspects of the job to potential candidates, thus creating a more realistic view.

10. Applicants per opening

Applicants per job opening or applicants per hire gauges the job’s popularity. A large number of applicants could indicate a high demand for jobs in that particular area or a job description that’s too broad.

The number of applicants per opening is not necessarily an indicator of the number of qualified candidates. By narrowing the job description and including a number of ‘hard’ criteria, the number of applicants can be reduced without reducing the number of suitable candidates. You can also focus more on sourcing from channels that have brought qualified candidates in the past.

11. Selection ratio

The selection ratio refers to the number of hired candidates compared to the total number of candidates. This ratio is also called the Submittals to Hire Ratio.

Selection ratio = Number of hired candidates / Total number of candidates

The selection ratio is very similar to the number of applicants per opening. When there’s a high number of candidates, the ratio approaches 0. The selection ratio provides information such as the value of different assessment and recruitment tools and can be used to estimate the utility of a given selection and recruitment system.

To calculate the utility of these tools, take a look at this article by Sturman (2003) on the ROI of selection tools.

12. Cost per hire

The cost per hire recruitment metric is the total cost invested in hiring divided by the number of hires.

Cost per hire consists of multiple cost structures which can be divided by internal and external cost. Internal costs include compliance costs, administrative costs, training & development, and hiring manager costs. External costs would be background checks, sourcing expenses, travel expenses, or marketing costs. 

By quantifying all of them, you can calculate the total recruitment cost and divide it by the total number of hires:

Cost per hire = (Internal recruiting costs + External recruiting costs) / Total number of hires

Here are some examples of how you can quantify the costs:

• Time spent by recruiter = Average wages x Hours spent
• Time spent by manager = Average wages x Hours spent
• New hire onboarding time = Average wages x Hours spent

13. Candidate experience

When we talk about recruiting metrics, candidate experience shouldn’t be overlooked. Candidate experience is the way that job seekers perceive an employer’s recruitment and onboarding process, and is often measured using a candidate experience survey. This survey uses Net Promoter Score and helps to identify key components of the experience that can be improved.

Keep in mind that you can measure candidate experience in different stages of the recruitment process. And don’t rule out unsuccessful candidates. You should measure them along with the ones you’ve ended up hiring to get a more accurate picture of the state of your candidate experience.

14. Offer acceptance rate

The offer acceptance rate compares the number of candidates who successfully accepted a job offer with the number of candidates who received an offer.

A low rate might be indicative of potential compensation issues. When these problems occur often for certain functions, the pay can be discussed earlier in the recruiting process in an effort to minimize the impact of a refused job offer. An example is by listing pay in the job opening or by asking for the candidate’s salary expectations.

Offer acceptance rate = Number of offers accepted / Number of offers made

15. % of open positions

The % of open positions compared to the total number of positions can be applied to specific departments or even to the entire organization.

A high percentage of open positions in a specific department can mean those positions are in high demand (for example, due to fast growth). It can also mean that there’s currently a low supply of workers in the market for those positions.

This metric can offer you insights into the current trends and changes happening in the labor market, which can be valuable when you’re building your talent acquisition strategy.

% of open positions = Total number of open positions / Total number of positions in the department or organization

16. Application completion rate

This is a talent acquisition metric that shows how many candidates who started a job application finished it. You can also measure the other way around as “Applicant drop-off rate”, ie. the share of candidates who did not finish the application.

Application completion rate is especially interesting for organizations with elaborate online recruiting systems. Many large corporate firms require candidates to manually input their entire CV in their systems before they can apply for a job. The drop-off in this process is indicative of problems, e.g. web browser incompatibility with the application system or a non-user-friendly interface.

HR Pro Tip

A simple way to check for any issues that might happen during your application process is to test it out yourself. This will help you understand what your applicants might struggle with and how you can improve it. 

17. Recruitment funnel effectiveness

The recruitment process can be seen as a funnel that begins with sourcing and ends with a signed contract. By measuring the effectiveness of all the different steps in the funnel, you can specify a yield ratio per step.

Yield ratio = Number of applicants who successfully completed the stage / Total number of applicants who entered this stage

For example:

• 1:15 (750 applicants apply, 50 CVs are screened)
• 1:5 (50 screened CVs lead to 10 candidates submitted to the hiring manager)
• 1:2 (10 candidate submissions lead to 5 hiring manager acceptances)
• 2:5 (5 first interviews lead to 2 final interviews)
• 1:2 (2 final interviews lead to 1 offer)
• 1:1 (1 offer to 1 hire)

The recruiting funnel has changed a lot over the last few years due to advances in HR tech. The first few steps are often atomized: software helps to automatically screen CVs and select the best fits. Some companies opt to go for video interviews to change submittals and even first interviews.

In other words, expect this funnel to change over time.

18. Cost of getting to Optimum Productivity Level (OPL)

The cost of getting to Optimum Productivity Level (OPL) is the total cost involved in getting someone up to speed. This includes things like onboarding cost, training cost, the cost of supervisors and co-workers involved in on-the-job training, and more. Usually, a percentage of the employee’s salary is also included in this calculation until they hit 100% OPL.

On top of this metric, there is also the “logistical” cost of replacing an employee. These are also called the cost per hire. Research estimates the OPL cost in retail at approximately $23,000 and in IT at over $37,000.

19. Time to productivity

Time to productivity, or time to Optimum Productivity Level, measures how long it takes to get people up to speed and productive. It is the time between the first day of hiring and the point where the employee fully contributes to the organization.

According to the same research mentioned above, the average time a new employee takes to reach their OPL is 28 weeks. Employees from within the same industry usually take less, while employees from outside the industry take significantly longer (32 weeks). University graduates (40 weeks), school leavers (53 weeks), and unemployed (52 weeks) take the longest time.

20. Adverse impact

Adverse impact is the negative effect biased and unfair employment practices have on members of protected groups. These practices can include hiring, learning and development, promotion, transfer, and performance appraisals. 

Tracking this metric is the key to ensuring that your HR practices and activities can contribute to building a more diverse and inclusive workforce, that you have a fair hiring process, and that you comply with (local) legislation. 

The four-fifths rule is a useful tool to determine whether or not there is an adverse impact in your selection process and other employment practices. According to this metric, the selection rate of protected groups — which include race, sex, age (40 and over), religion, disability status, and veteran status — should be 80% or more of the selection rate of non-protected groups to avoid adverse impact against the former. 

For example, if 7% of female job candidates and 19% of male candidates are moved to the interview stage, you can divide 7 by 19 to get the impact ratio of 37%. This is less than 80%, which means that female candidates are adversely impacted in this case.

21. Recruiter performance metrics

Just like how it’s important to track the performance of your recruitment channels or process, you also need to measure how well your recruiters are doing. You can do this through various metrics, most of them focusing on the channel that your recruiters use to communicate with candidates, which is email. 

For example, you can look at email open rate, which is the percentage of sent emails that candidates opened.

Open rate = Number of opened emails / Number of emails delivered

The response rate is also a good metric to look at, which measures the percentage of emails that candidates reply to.

Response rate = Number of replies / Number of emails delivered

Another metric is the conversion rate, which is the percentage of emails that lead to interviews.

Interview conversion rate = Number of candidates interviewed / Number of cold emails delivered

22. Fill rate

Fill rate helps the recruitment team determine how many jobs have been filled over a specific period compared to how many jobs are currently open and work to minimize the number of open vacancies at any given time.

Fill rate = Total number of jobs filled / Total number of job openings

The higher your fill rate is, the more it suggests that the recruitment team is effectively filling vacancies at pace. However, if you also have a low new hire retention rate, this may suggest that not enough time or care is being spent during the interview process to ensure the right people are being hired for the right roles, which is why metrics must be used in tandem to gather a full picture.

A low fill rate suggests issues in your recruitment strategy and a potential inefficiency or lack of effectiveness in the recruitment channels being used. 

23. Recruitment ROI

Recruitment ROI (Return on Investment) helps measure the overall effectiveness and financial return of your recruitment strategies. This includes your activities to attract, hire, and retain your top employees. In other words, it measures the value generated from hiring efforts relative to the costs involved.

A positive ROI suggests that your recruitment efforts create more value than they cost. In contrast, a negative ROI indicates that you spend more on recruitment than the value those activities create. 

To calculate your recruitment ROI, you must track key metrics (like the first-year attrition rate, offer acceptance rate, application completion rate, time to hire, and quality of hire), in addition to the monetary value of new hires (their revenue and productivity impact) and your hard costs (such as internal hiring costs, onboarding and training costs, replacement costs, technology costs, etc.).

Over to you

These 23 recruiting metrics form the basis of recruitment analytics.

And how do you know what the results mean? You can set internal recruiting metrics benchmarks, track your progress, and/or compare your results to industry benchmarks.

If you want to read more about different organizational metrics, check out our articles on the 21 employee performance metrics or 19 HR metrics.

FAQ

The post 23 Recruiting Metrics You Should Know appeared first on AIHR.

According to the US Bureau of Labor Statistics, employment of HR Specialists (including Recruiting Coordinators) is projected to grow 6% from 2022, faster than the average for all occupations. This means that about 78,700 HR Specialist job openings are projected each year, on average, over the decade. 

Contents
What is a Recruiting Coordinator?
Recruiter Coordinator salary
Recruiter Coordinator job description
Recruiting Coordinator skills
Recruiting Coordinator career

What is a Recruiting Coordinator? 

A Recruiting Coordinator, sometimes referred to as a talent coordinator, plays an important role in streamlining the hiring process, improving candidate experience, and assisting the organization in meeting its overall hiring objectives. 

The Recruiting Coordinator provides administrative support, communicates with candidates, arranges job interviews and documents, updates candidate information, works with hiring managers, assists new employees in onboarding, and ensures hiring procedures comply with company policies and legal requirements. 

The role of a Recruiting Coordinator

A Human Resources Recruiting Coordinator is an entry-level HR position. Based on the organization’s size and structure, they may perform the following duties: 

1. For small companies with less than 50 employees, a Recruiting Coordinator may support a single recruiter or a small recruitment team. They handle administrative activities, initial candidate screening, and communication with candidates. 
2. For medium-sized companies with 50-250 employees, a Recruiting Coordinator may manage the entire recruitment cycle for specific roles while supporting the recruiters for complex positions. They may directly report to the Recruiting Manager. 
3. For large companies with 250+ employees, a Recruiting Coordinator may play a specialized role, focusing on tasks like candidate sourcing, interviewing, scheduling, or onboarding, depending on the team’s needs. They may directly report to the Recruiting Manager or HR Business Partner, who works closely with specific departments on talent acquisition needs.

Recruiter Coordinator salary

The Recruiting Coordinator’s salary depends on years of experience, education, industry, and qualifications. Indeed estimates that the average salary in the United States is around $43,885 yearly, while Glassdoor states that the average total pay is around $53,178 annually across all industries. 

The average pay also varies per city and state. On average, Glassdoor states the annual salary of a Recruiting Coordinator in Chicago is just above $54,081, while the New York colleagues receive over $62,296 per year.

According to Zippia, the average Recruiting Coordinator salary in California, New York, and Connecticut is the highest in the U.S. At the same time, the states of Mississippi, Arkansas, and Iowa have the lowest average Recruiting Coordinator salary. 

The highest-paying industries for Recruiter Coordinators are finance, manufacturing, technology, professional services, healthcare, and education.

Recruiter Coordinator job description

1. Source candidates

Recruiting Coordinators post job ads on job boards, social media, and company career pages to target a broad pool of applicants, even passive candidates. They also tap alumni networks of universities and colleges when hiring for entry-level roles. They ask current employees to refer their friends and colleagues to work for the company. 

Recruiting Coordinators attend job fairs, career events, and industry meet-ups to connect with potential candidates directly and promote the company. They use ATS and social recruiting tools to search for candidates with specific skills and experience and match them with current job openings. 

2. Screen resumes and applications

Recruiting Coordinators collaborate with hiring managers to clarify the advertised position’s requirements, including essential skills, experience level, certifications, or specific software knowledge. 

Using an ATS, they scan resumes based on keywords that match the job description requirements. They also look for significant gaps in resumes, irrelevant experience, and a long history of short job stints to eliminate unqualified candidates. Candidates who pass the screening process are shortlisted for interviews with the hiring managers or recruiters.

3. Schedule interviews

Coordinators use online scheduling tools like Calendly or Doodle, allowing candidates and hiring managers to schedule job interviews. 

It’s their job to keep candidates and interviewers informed about the confirmed interview dates, times, locations, and other interview materials, such as candidate packets and the interviewer’s agenda. They also handle last-minute rescheduling requests or changes. 

4. Provide support to recruiters and recruitment managers 

Recruiting Coordinators handle the administrative tasks related to candidate screening and interviewing scheduling, such as performing background checks, drafting job descriptions, preparing offer letters, and managing recruitment-related documentation. Doing this can help recruiters and managers focus on core activities like engaging high-potential candidates and conducting in-depth interviews. 

They provide timely updates and feedback to candidates during the initial stages of the recruitment process to ensure a good candidate experience. They may also track and report recruiting metrics like cost per hire and time to hire to improve recruitment and sourcing strategies and contribute to data-driven decision-making during the recruitment cycle.

5. Assist with the onboarding process

Recruiting Coordinators handle new employee welcome emails, which explain their first day of work and set expectations. They also prepare welcome packets for new hires with company information, benefits overviews, or team contact details.

They collect required paperwork from new hires, such as tax forms. Coordinators also schedule office tours, workstations, IT support, and team member introductions. In some companies, coordinators serve as the new hire’s point of contact during their first weeks at work, answering their questions about the onboarding process. 

6. Update and maintain the Applicant Tracking System (ATS)

Recruiting Coordinators collaborate with recruiters to ensure job descriptions and requirements are entered correctly into the ATS when creating new job postings. They may also add candidate details, including resumes, cover letters, and other applicant information. 

Throughout the recruitment process, they update applicant statuses to reflect their progress, categorizing them as applied, screened, interviewed, or offered. 

7. Stay updated on hiring best practices

By teaming up with Recruiters and Recruitment Managers, coordinators can stay updated with hiring best practices. They gain exposure and hands-on experience.

They also get informed on the latest recruitment trends and developments by reading industry news and publications, following thought leaders on LinkedIn, joining online communities, and engaging with fellow recruiting professionals. 

Example of a Recruiting Coordinator job description

Here’s what companies are listing in their job ads for a Recruiting Coordinator to give you an idea of the skills and expertise required:

1. Recruiting Coordinator – Tesla

2. Global Recruitment Coordinator (3rd Party Contractor) – TikTok

Recruiting Coordinator skills

To become a successful Recruiting Coordinator, you must have solid expertise in the following areas: 

Core skills: 

• Communication skills: Coordinators speak with candidates, hiring managers, and other team members through various channels.
• Interpersonal skills: Building professional relationships with all recruitment team members and job seekers 
• Collaboration: Recruiting Coordinators work with hiring managers, HR teams, and candidates, so strong collaboration skills are essential to meet recruitment objectives.
• Problem-solving: The recruitment process doesn’t always run smoothly. Resourcefulness and critical thinking skills help you overcome challenges and find creative solutions.
• Active listening: Being attentive allows you to understand hiring managers’ needs and personalize your communication with candidates.
• Data analysis: Analyze recruiting data can provide information for improving your hiring strategies and making data-driven decisions.

Recruiting skills: 

• Employer branding: Coordinators may be involved in crafting a positive employer image to attract qualified candidates.
• Project management: Recruiting involves several steps and interacting with multiple stakeholders. Understanding project management principles ensures you manage each hiring project smoothly. 
• Sourcing strategies: Finding and attracting candidates through job boards, social media, and employee referrals. 
• Screening and scheduling candidates: Screening resumes and organizing job interviews with candidates and hiring managers.
• Knowledge of employment law: Awareness and understanding of basic employment laws and regulations to ensure recruitment practices remain compliant.
• Understanding DEIB (Diversity, Equity, Inclusion, and Belonging): Building a diverse workforce is increasingly essential. Familiarity with DEI principles ensures fair and inclusive recruitment practices. 

Technical skills: 

• Proficient in Applicant Tracking System (ATS): Coordinators must be adept at using these tools to streamline recruitment.
• Job boards and social media recruitment: Use online platforms to attract candidates.
• Basic technical skills: Well-versed in using standard office software like MS Office or Google Workspace to perform administrative tasks.

Organizational skills:

• Time management: Meeting hiring deadlines is essential, so they use software or create schedules to keep things on track.
• Can multi-task: Recruiter Coordinators manage numerous tasks simultaneously, from screening resumes to scheduling interviews and updating hiring managers.
• Attention to detail: Accurate data entry and record keeping of candidate information. 

Recruiting Coordinator career

Want to become a Recruiting Coordinator? Here’s how: 

1. Obtain the necessary credentials

A GED or HS diploma is enough to work as a Recruiting Coordinator. To advance in your career, a bachelor’s degree in Human Resources, Business Administration, or a related field is necessary. 

An alternative would be to get certifications in recruiting and HR to gain relevant knowledge and skills. Here are some of the recruiter courses available online: 

• Sourcing and Recruitment – AIHR: Learn about sourcing, candidate screening, employer brand, and the end-to-end recruiting process.
• Certified Professional (SHRM-CP): SHRM: Gain a solid foundation of HR practices with a recruitment focus to become well-rounded for work as a Recruiting Coordinator. 
• Recruiter Certifications – Association of International Recruiters (AIRS): Learn different facets of recruitment such as AI, social media, technical, and diversity and inclusion. 

HR tip

Check out our helpful career map to help you learn about different HR professions and plot your career path. 

2. Gain relevant experience

There are different ways to enter the Recruiting Coordinator role from various HR or administrative roles. For example, by working in: 

• Administrative Assistant positions or any other administrative role: Learn how to manage your time, stay organized, and oversee scheduling. 
• HR Assistant, HR Specialist, or Talent Acquisition Specialist: Perform basic HR functions, including recruiting.

Additionally, you can learn valuable skills through:

• Internships: Internships can offer hands-on experience and help you build your network. Consider HR or recruiting internships at companies where you’re interested in their specific recruiting practices. 
• Volunteer for recruiting events to get hands-on experience and exposure to daily recruitment activities.
• Mentors: Engage with Recruiting Coordinators or professionals to get guidance and advice to prepare you for this role.

3. Research and network

Attend industry events and career fairs to meet hiring managers and learn what skills they look for in candidates. You can also connect with Recruiting Coordinators on LinkedIn and join similar groups to learn about their hiring experiences and abilities. 

Also, join HR associations to learn about updates and trends in the industry: 

• SHRM: The world’s largest HR association 
• National Human Resources Association (NHRA): Provides members with unlimited opportunities to grow their knowledge and skill set.
• Human Capital Institute: Talent management network of HR practitioners from Fortune 1000 companies and Global 2000 corporations.

4. Tailor your job search 

Use a targeted approach when searching for your next opportunity. Here are some tips: 

• Pick your niche: Consider the industry you are most interested in, such as healthcare, IT, or finance. For example, if you are interested in IT recruiting, you must be familiar with IT jargon, terminologies, and the latest technology and trends in the tech industry. 
• Personalize your search: Target job boards, professional networks, and staffing agencies popular in your niche. Research companies that are known for their strong recruitment practices in that industry.
• Company culture fit: Look for organizations aligning with your values and work preferences. Browse employee review websites and social media to find a good fit.
• Growth potential: Look for opportunities for professional growth and development. Search for companies with structured learning and development programs or a clear path for advancement within the recruiting function. 
• Use your network: Connect with recruiters who specialize in HR hiring. If you know someone from your target company, ask for a referral, which can significantly increase your chances of getting an interview. 

5. Apply and prepare for the Recruiting Coordinator role 

Once you have gained enough experience and knowledge, you are ready to take the Recruiting Coordinator job. Carefully review job descriptions and incorporate those keywords or terminology into your resume and cover letter. Document all appropriate skills in your resume. Highlight your certifications and other credentials that match the employer’s requirements.

Include relevant experiences, even if they are voluntary. For example, you can list your participation in your company’s recent recruitment drive that successfully hired 25 call center employees. 

Next, prepare for the Recruiter Coordinator job interview to increase your chances of getting selected. Research common Recruiting Coordinator interview questions and prepare the correct responses for each.

Key takeaway

A Recruiting Coordinator plays a key role in building a strong talent pipeline for companies and organizations. From sourcing top talent to streamlining the interview process and onboarding new employees, Recruiting Coordinators ensure a smooth and efficient hiring experience.

This might be your perfect career path if you’re organized, detail-oriented, and enjoy building relationships. It could lead to higher positions in HR, such as Recruitment Manager or HR Director. 

The post Recruiting Coordinator Job Description and Salary appeared first on AIHR.

However, a study by Morgan McKinley found that 65% of companies lost out on their best candidates because of lengthy hiring procedures, while PeopleScout’s research shows that less than 2 in 10 candidates rate their candidate experience as excellent.

But if you’re an employer looking to attract top talent through your doors, there’s no room for poor communication, delays, or badly structured interviews. Whether a candidate is hired or not, their overall experience of your hiring journey sets the tone for how your company treats people and contributes to your employer brand. Creating a positive candidate experience is essential, so let’s explore how to do so.

Contents
What is the candidate experience?
Why is the candidate experience important?
How to improve the candidate experience across the recruitment and hiring process

What is the candidate experience? 

Candidate experience is the collection of each candidate’s experience through your recruitment process, which can be positive or negative. The perception of your candidates is informed by every interaction they have (or don’t have) with your organization, from the initial job description to a screening test, through to a face-to-face interview and all the way to onboarding.

You may not realize it, but every action you take has an effect on how a candidate perceives their experience with your recruitment funnel.

Delivering an awesome candidate experience will not only help you attract the best candidates, but it will help you build and maintain a positive employer brand. The aim is to have even the candidates you turned down have nothing but good things to say about your company and the hiring process.

Why is the candidate experience important?

The candidate experience is crucial for many reasons:

• It highlights how a company treats its workers: A survey by LinkedIn found that 78% of candidates say the overall experience they receive during the hiring process indicates how the organization values its people. 
• A positive candidate experience leads to happier candidates and employees: Of those who experience an exceptional onboarding process, 70% are 2.6 times more likely to be “extremely satisfied” at work and remain longer in the organization.
• A negative candidate experience can harm your company and reputation: 77% of people with a negative overall candidate experience say they will share it with their friends and family, while 50% refuse to shop with that company again.
• Attracting top candidates: The market is competitive and has empowered candidates, which means that companies must do everything possible to stand out and attract (and retain) the best people. 
• A strong candidate experience leads to higher revenue: If candidates have a positive experience with your recruitment process, it leads to a strong employer brand and higher quality of hires and ultimately can help boost revenue and achieve business goals. 

How to improve the candidate experience across the recruitment and hiring process

Sticking to candidate experience best practices will help you attract, engage, and hire the most qualified candidates.

Let’s take a look at what you can start doing right away: 

Step 1: Revamp your job descriptions

A job description is often a candidate’s first glimpse into your company. It’s more than a list of duties and requirements; it’s an opportunity to convey your organizational culture and why someone would want to work for you.

• Tell a story: Use descriptive language that paints a picture of an average day in the position. This not only informs but also excites potential candidates.
• Be realistic: Avoid over-selling the role. Transparency at this stage will save time for both the candidate and the hiring team.
• Use inclusive language: Refrain from gender-coded or exclusive terminology. You want to appeal to a broad audience.

AIHR’s job description offers a view of a ‘typical week’ 

AIHR’s job descriptions give the candidate an idea of what to expect on a day-to-day basis within the role. The overview walks the candidate through meetings, who they would interact with, and the type of tasks they would be doing.

HR tip

Infuse your company culture into your job descriptions and go beyond listing responsibilities and requirements. Let candidates go behind the scenes of the role or share real stories from current employees.

Step 2: Make the application process simple

Research has found that, on average, candidates spend 3-4 hours completing one job application, and 60% of job seekers report abandoning an application because it was too time-consuming. The message? Keep it simple. 

• Keep it short: Not everyone has time to fill out a lengthy application, so don’t ask too many questions or get candidates to transfer all their experience from their CV into your own system. 
• Ensure your application page is designed well: Make it easy to use and navigate to create a strong first impression. 
• Give clear application instructions: Don’t ask your candidates to figure it out; be clear about what you want them to do.
• Make it mobile-friendly: Being able to apply for a job on the go is essential today.

HR tip

Track your application completion rate to monitor where your candidates drop off. It will help you address the issues in the application process and see the impact the improvements you’re making have.

Step 3: Be transparent with your hiring process

83% of candidates say their experience would be greatly improved if recruiters were transparent and set clear expectations when it comes to the recruitment process.

The most effective way to do this is to create a roadmap and share it with your candidates. Plan out the stages of your hiring process, who’s involved, and roughly how much time each stage will take. This keeps candidates informed and prepared for what’s next.

HR tip

Create an FAQ section on your careers page. Update this section regularly to reflect remote work options, vacation policies, parental leave, company benefits and perks, and more.

Step 4: Provide a designated contact person

81% of job seekers say that receiving continuous status updates from employers on their applications would significantly improve the overall candidate experience. One of the main problems is there are many people involved in the recruitment journey, from hiring managers to team leaders, recruiters, and more.

To alleviate confusion, ensure that every candidate has one main point of contact and knows who this is. When questions or concerns crop up, they will know who to reach out to and receive a fast response.

Intentional Futures ensure someone is responsible for communication with applicants

Not only do Intentional Futures make sure every candidate has someone to communicate with, but they also make sure responses are sent in a timely manner, everyone is treated with kindness, and no one is left hanging.

Step 5: Help candidates prepare

There will typically be an assessment, phone interview, video interview, or face-to-face interview (or perhaps all four) for shortlisted candidates. To improve the candidate experience at this stage of the recruitment process, be supportive and encouraging by empowering your candidates with plenty of information.  

• Explain the assessment: This includes what it’s testing, how long it will take, and the type of questions that will be asked. If possible, send them a practice example. 
• Share what the interview will look like: Be clear about the type of interview the candidate is being asked to attend, how it will be structured, the kind of questions that may be asked, and roughly how long it will take. 
• Tell them who will be there: Share the names, titles, and possibly LinkedIn profiles of everyone who will be conducting the interview so candidates aren’t caught by surprise. 
• Give them directions to your office: Taking the extra steps to provide details on how to get to your physical office, including where to park and who to ask for at the front door or desk, can alleviate some of your candidate’s nerves and show them that you’re considerate and caring. 

HR tip

If you are expecting candidates to prepare a project or presentation, give them plenty of time and detailed instructions on what you’re expecting so that they attend the interview feeling confident.

Step 6: Follow best practices for conducting interviews

It’s not just your candidates who need to prepare for the interview. Ensure that your entire interviewing team has a checklist to follow when it comes to creating a positive candidate experience. 

• Use technology: Video interviewing is a great tool if you’re hiring remote candidates, but can also save your hiring managers time and help you stay ahead of your competition when it comes to hiring the best candidates. Find a video interviewing tool that suits your needs and budget. 
• Prepare for interviews: Review each candidate’s profile (an ATS can help), book a meeting room, and create a list of the right questions to ask.
• During the interview: Make sure you offer the candidate a refreshment, start the interview on time, explain the process, and maintain eye contact. If you’re taking notes, explain what you’re doing. 
• At the end of the interview: Don’t forget to leave enough room for questions and thank the candidate for their time. 

Microsoft has made changes to its interview process

Microsoft now shares questions with candidates before the interview takes place and takes an interactive approach to the interview that includes brain-teaser questions and ones that evaluate behavioral competence.

Plus, to prevent bias, the person conducting the first interview is not allowed to discuss the candidate with the person conducting the next interview until the interview process is complete.

Step 7: Humanize the recruitment process

In large organizations where there are hundreds of applicants for each open position, it’s easy to overlook small details, such as personalizing emails and thanking each candidate for their time and interest in your company, even if they don’t get the job. You don’t need to do anything grand – small gestures are very effective. 

For example, after you have interviewed everyone, email each candidate that same day to say it was lovely meeting them, thank them for their time, and confirm when they can expect a decision.

HR tip

Don’t send rejection emails from a “no-reply” or “careers” email address. Send them from an actual human address, e.g., priya.patel@yourcompany.com, and make sure they are signed by a specific person.

Step 8: Let all candidates know where they stand

52% of candidates report frustrations over a lack of response from potential employers during their job search process. If a candidate has taken the time to apply to work with your company, you should take the time to let them know you won’t be moving forward with their application.

But don’t stop there. Research by LinkedIn shows that 94% of candidates want to receive feedback after an interview, whether they get the job or not. Let candidates who are further in the recruitment process know why you’re not moving forward with their application so they’re not left guessing.

At the interview stage, give them feedback on what they did well, along with constructive advice on how they could improve next time. Candidates will appreciate you going the extra mile, creating a more positive overall experience.

Step 9: Make your new hire feel welcome

The candidate experience doesn’t stop once you’ve made a job offer. Onboarding is part of the experience and plays a significant role in how welcome and included a new hire feels before they start working for an organization, as well as in the first weeks and months of employment. 

Spotify’s recruiters send job offers in the form of playlists 

Spotify’s recruiters send job offers in the form of playlists when inviting candidates to join the growing team. Think about how you can be creative in how you send job offers, whether it’s a personalized video or some form of surprise gift in the mail. 

Lever create a personalized GIF for new hires

Lever has a long-standing tradition of creating a personalized GIF for new hires to welcome them to the team. If this isn’t possible, arrange a remote hangout with the team or have everyone send an email introducing themselves. 

HR tip

Everyone loves free stuff, so prepare a “swag bag” for all your new hires. Mail it to them, or leave it on their desk waiting for them on their first day. This could be a mix of snacks, beverages, branded apparel, gift cards, and more.

Step 10: Collect feedback

The final step to improve your candidate experience is to collect feedback from everyone moving through your recruitment funnel continuously. It’s difficult to know what you need to improve if you have no idea what your strengths and weaknesses are. So don’t be afraid to ask. 

• Automate your candidate experience survey: Many systems will allow you to automate this step so that a feedback form is sent to a candidate once they have exited your recruitment process for a particular role or a few days after they’ve successfully started work. 
• Act on your findings: Over time, your results will offer valuable insight into problem areas within your recruitment process. Make sure you take these seriously and create a plan of action to address the issues so you can create the best candidate experience possible. 

Key takeaway

Improving the candidate experience in your organization is essential if you want to attract and keep the best candidates, as well as build and protect your reputation as an employer and brand. 

There are many simple steps you can take today to improve the journey your candidates go on in the hiring process and leave everyone with a positive impression – even the candidates who don’t get hired. 

The post How To Improve the Candidate Experience (In 10 Steps) appeared first on AIHR.

New legislation, such as the EU AI Act and the New York AI Bias law, has drawn attention to AI’s risks to HR. Organizations must approach adopting AI solutions responsibly to reap their full benefits.

In this article, we discuss an AI Risk Framework that can be used to evaluate the trustworthiness of AI technologies, specifically focusing on applying the framework to recruitment.

Contents
The current state of AI in recruitment
Using the AI risk framework to responsibly adopt AI in recruitment

The current state of AI in recruitment

Applicant Tracking Systems (ATS) pioneered the use of AI in recruitment with a critical focus on enhancing the quality and efficiency of recruitment practices.

With the emergence of generative AI, the applications of AI within recruitment have dramatically expanded. This advanced form of AI goes beyond streamlining processes to focus on driving higher levels of personalization, advanced predictive analytical insights predicting candidate success, and a reduction of bias in hiring decisions. 

Organizations such as Electrolux, Cigna, and Kuehne and Nagel have all reported significant gains in productivity, quality of output, and impact of HR by adopting generative AI.

Businesses can apply generative AI throughout various stages of the recruitment process:

We discussed AI in recruitment with Qasim Asad Salam, CEO and Co-founder of Remotebase, a company that helps organizations hire remote software developers. You can watch the full episode below:

There are, however, risks associated with using generative AI in recruitment, and many cases of irresponsible use have made HR professionals reluctant to experiment. Risks related to privacy, bias, and candidate trust have led to questioning the ethics of using GenAI for recruitment purposes.

Many HR professionals report that they are unsure of how and where to apply AI, raising concerns about privacy and data security as the main barriers. Our research at AIHR indicates that many HR professionals experience a sense of inaction, needing to learn how to get started with AI or how to evaluate the safe utilization of AI systems. 

Using the AI risk framework to responsibly adopt AI in recruitment

Organizations that want to adopt AI in recruitment and other areas of HR responsibly need to take a systematic approach. That way, they can address ethical and legal considerations, as well as enhance the strategic and operational effectiveness of AI initiatives within Human Resources.

The framework below, adapted from the National Institute of Standards and Technology and the World Economic Forum, highlights the essential criteria and questions that can be used to evaluate the trustworthiness of AI systems.

Using these questions, organizations can determine the level of risk associated with implementation:

• Acceptable Risk refers to instances where the risks are known and controls are in place to mitigate them. For example, there are controls in place to mitigate selection bias during sourcing reporting on demographic variables.
• Mitigation Required highlights instances where further controls must be implemented before considering adoption. For example, a process needs to be implemented to review AI decisions over a period of time aligned to critical job requirements.
• Unacceptable Risk refers to instances where, regardless of the controls, the potential for harm is significantly more than the perceived benefit. For example, where AI will cause harm due to its recommendations and predictions.

Importantly, these characteristics are interrelated, and when evaluating AI risk, they must be examined in relation to each other. Organizations will have to make trade-offs to ensure responsible adoption and effectively manage the risk of using AI as part of their recruitment practices.

Putting the model into practice

Our hypothetical company, TX Energy, is a large manufacturing business focused on developing solar power energy systems. They have grown significantly, and the workforce has grown substantially over the past three years. They are considering implementing new GenAI technologies into their recruitment process to achieve the following benefits:

• Proactive sourcing of highly critical talent, such as engineers
• Conduct interviews with high-volume recruitment applications such as customer service
• Drive predictive analytics better to understand the success criteria of potential implementation consultants.

Using the framework above, TX Energy assesses the risk and trustworthiness of the solution as follows:

Following this thorough analysis, TX Energy has decided to adopt the AI solution, initiating a 3-month pilot program. This preliminary phase will test the previously outlined controls, aiming to effectively mitigate the identified risks.

This strategic approach ensures that potential challenges are addressed in a controlled environment, paving the way for a smooth transition to a large-scale implementation upon successfully completing the pilot.

Final words

We are still only at the beginning of the AI revolution in HR. As organizations adopt AI more extensively in recruitment and beyond, they must have a solid foundation to evaluate the trustworthiness of AI systems and use them responsibly.

AI provides significant opportunities to HR professionals, but it’s important to balance benefits with a responsible adoption approach that considers the risks associated with these technologies and enables organizations to make informed decisions regarding their use.

The post AI in Recruitment: Managing the Risks for Successful Adoption appeared first on AIHR.

We’ll take a look at recruiting certifications and certificate programs that can help you propel your career in recruitment further. Let’s start!

Contents
Why get a recruiting certification
Best recruiting certifications
1. Talent Acquisition Specialty Credential – SHRM
2. Recruiter Certifications – Association of International Recruiters (AIRS)
3. Certified People Sourcing Professional (CPSP) – Sourcing Certifications
4. Certified Personnel Consultant (CPC) – National Association of Personnel Services (NAPS)
Best recruiting certificate programs
5. Sourcing & Recruitment Certificate Program – AIHR
6. Recruiter Certification Program – REI (Recruiter Education Institute)
7. Strategic Talent Acquisition Certificate Program – AIHR
8. Tech Recruiter Certification 2.0 – Recruiting Innovation
9. Freelance Tech Recruiter – Tech Recruitment Academy
FAQ

Why get a recruiting certification

Recruiting certifications bring multiple benefits to professionals in recruitment:

1. When you have recognized certification, it boosts your credibility with clients and candidates. It can be helpful, particularly if you are just starting your recruitment career or changing careers. 
2.  A certification validates your competence and understanding of hiring best practices. It shows you are serious about your recruiting career and have the qualifications to excel in this position. 
3. By getting certified, you stay updated with the latest trends and developments in the recruitment industry. This ensures you are using the most effective recruitment methods in your work. 
4. Having a certification gives you a competitive edge over non-certified candidates who are also applying for the same role. Employers may prefer to hire certified recruitment professionals because they show they have invested time and effort in being good at their jobs. 
5. Obtaining certification can open up new opportunities and advance your career. It could qualify you for higher positions in your organization. 
6. Certifications open doors to networking with other recruiters. You can connect with peers, share insights, and expand your professional network, which is beneficial for career development.

Best recruiting certifications

A recruiting certification is a credential offered by professional institutions or organizations to confirm that the recruiter has the requisite knowledge and skills to perform their job. You need to pass an exam to earn a certification, and it typically also requires ongoing education and periodic renewal.

1. Talent Acquisition Specialty Credential – SHRM

Program overview

The SHRM Talent Acquisition Specialty Credential program offers comprehensive SHRM eLearning courses on talent acquisition:

• Global Hiring
• Diversity, Equity & Inclusion (DE&I) in the Talent Acquisition Space
• The Virtual Talent Acquisition Lifecycle

You also get a bonus course about recruiting in cybersecurity, which is currently an in-demand field.

You must pass the online talent acquisition knowledge assessment to earn a specialty Credential. You can post this Credential in your resume, e-mail signatures, and social media profiles. That way, you can showcase your expertise in talent acquisition to your network, as well as your (potential) employer.

It’s not necessary to be SHRM-certified to get the SHRM Talent Acquisition Specialty Credential.

Details

• Who it’s for: Individuals who are interested in gaining knowledge, proficiency, and a recognized credential in talent acquisition. 
• Format: The course is offered in-person and virtual (and live online).
• Cost: The Strategic Talent Acquisition Specialty course costs $1,830 for SHRM members and  $2,105 for non-SHRM members.

2. Recruiter Certifications – Association of International Recruiters (AIRS) 

Program overview

AIRS provides several recruiter certifications and certification programs: 

• Certified Diversity and Inclusion Recruiter (CDR): Learning strategies to create and advance DEIB+ recruitment processes
• Certified Social and New Media Recruiter (CSMR): Sourcing and recruiting candidates using various social and new media channels
• Certified Technical Recruiter (CTR): Supporting an effective IT recruiting strategy 
• Certificate in AI for Modern Sourcing and Recruiting: Harness the power of AI to impact their recruiting and sourcing practices
• Certificate in Veteran Recruitment: Helping talent acquisition and Human Resources professionals improve their veteran recruiting program
• Elite Certified Recruitment Expert (ECRE) Certification: Recruiting professionals who have obtained at least 4 AIRS certifications are eligible for an exam to earn this certification.

You can enroll in the Recruiter Academy if you want to get access to all certifications.

Each AIRS certification is valid for two years, with the option to re-certify for free every two years.

Details

• Who it’s for: New and experienced HR professionals who want to specialize in certain areas of recruitment.
• Format: Instructor-led and self-guided formats.
• Cost: You have the option to choose individual certifications or the comprehensive Recruiter Academy. Individual program costs are between $795-$995, and the Recruiter Academy access is $1,695.

3. Certified People Sourcing Professional (CPSP) – Sourcing Certifications

Program overview

The Certified People Sourcing Professional (CPSP) credential proves that the holder has the right sourcing skills to become a successful professional in the field of talent acquisition. Sourcing is about identifying and engaging with candidates, which is integral to the talent acquisition process. 

To get certified, participants must pass the CPSP exam, which requires the participant to demonstrate proficiency in the following six core skill groups: 

1. Exploratory research: Identifying companies to source from, determining which professional credentials or graduates of which schools to look for, exploring new markets
2. Google search: Learning how Google works, applying Boolean logic and search operators, using various specialty search products like patent, publication, and image searches
3. X-ray searching: Searching through social networks, contact databases, associations, and other sites that have user profiles and public pages
4. Cross-referencing information: Filling the gaps in the data (e.g., an email address, location, or employer) based on information from a social profile, phone number, or an image
5. Using LinkedIn: Understanding and using LinkedIn filters
6. Social search: Discovering and exploring social sites (e.g., Facebook, Instagram, Twitter, and Reddit) 

The Sourcing Certifications organization also has a Training Library with a wealth of materials on sourcing-related topics. They also offer custom training.

Details

• Who it’s for: Individuals interested in becoming a sourcing professional or recruiters who want to improve their sourcing skills.
• Format: Online.
• Cost: The CPSP Exam is $499. The annual Training Library Subscription is $2,388 and includes access to 2 sourcing certification exams. Alternatively, you can attend the Talent Sourcing Bootcamp and get a $100 discount on the exam fee.

4. Certified Personnel Consultant (CPC) – National Association of Personnel Services (NAPS)

Program overview

The National Association of Personnel Services (NAPS) offers the Certified Personnel Consultant (CPC) credential. To get certified, you must demonstrate your knowledge of employment laws and the legal implications of the work of direct-hire and temporary staffing professionals. 

The exam consists of 150 multiple-choice questions to test your knowledge of four main domains: 

• Laws and regulations
• Candidate relations 
• Client relations 
• General industry practices 

It also covers candidate sourcing, screening, interviewing, testing, placement, retention, coaching, client development, negotiation, contracts, service delivery, quality assurance, problem resolution, ethics, professionalism, industry trends, and terminology.

You must study the official NAPS Certification and Education Manual to prepare for the CPC exam. It contains information on all the exam domains, sample questions and answers, a glossary, and references. Online courses, webinars, podcasts, and articles are also available to supplement your studies.

Details

• Who is it for: This certification targets recruiting and HR professionals, as well as hiring managers who are involved in talent acquisition processes. 
• Format: Online.
• Cost: The Certified Personnel Consultant (CPC) certification examination costs $600 (one-year subscription), which includes the certification manual. NAPS members pay $300.

Best recruiting certificate programs

Recruiting certificate programs are aimed at teaching new skills, techniques, or theories in the field of recruitment. After an individual completes their coursework, they are awarded a certificate. This usually doesn’t require a renewal.

These educational programs can also help you earn or maintain a professional certification like SHRM-CP or PHR. Certifying bodies often require certified professionals to earn a certain number of recertification credits within a specific period to maintain their certification status. By participating in accredited certificate programs, recruiters can earn these credits.

5. Sourcing & Recruitment Certificate Program – AIHR

Program overview

This online recruiter certificate program is tailored for professionals who want to be more proactive and independent in finding and acquiring the best-fit talent. 

The Sourcing and Recruitment Certificate Program teaches you how to source passive candidates, build an employer brand, optimize recruitment processes, and avoid mishires. 

The program covers the following topics: 

• Mastering the Job Intake Process: Preparing and running the job intake process 
• Talent Sourcing: Sourcing strategies and execution, mastering Boolean search 
• Candidate Screening Methods: Screening, assessments, and evaluation
• Employer Branding and Recruitment Marketing: Building and implementing an attractive employer brand
• Rewards Communication and Negotiation: Rewards strategy, promotion and negotiation 
• Recruitment Analytics: Measuring the recruitment funnel efficiency, quality, and impact

You can also earn your Professional Development Credits (PDCs) by participating in this certificate program.

• Who it’s for: New and experienced professionals in recruitment and HR.
• Format: The program is online and self-paced. It has 16 modules across 6 courses and hands-on projects.  You’ll receive a digital certificate upon completion.
• Cost: The Sourcing and Recruitment Certificate Program costs $1,125. Access other all other AIHR certificate programs and courses for $1,850.

At the end of the Sourcing & Recruitment program, you’ll be awarded a certificate:

6. Recruiter Certification Program – REI (Recruiter Education Institute)

Program overview

This program from the Recruiter Education Insitute will help recruiters improve their recruiting abilities and client management skills. 

What you’ll learn: 

• The Brand: How to develop a positive recruiting brand with hiring managers and candidates 
• The Job: Learning proper questioning techniques to lead each hiring manager in defining and prioritizing the skills the role requires 
• The Hunt: Applying the proper sourcing tools and using each properly to identify potential candidates
• The Sell: Using the five basic sales steps essential to recruiting and turning passive candidates into interested and engaged applicants
• The Deal: Presenting compelling, emotionally based employment offers
• The Quit: Counseling candidates on the expected responses experienced during their resignation
• The Start: How to onboarding new hires: preparations, paperwork and technology 

Details

• Who it’s for: Novice and experienced recruiters.
• Format: The Recruiter Certificate Program is an interactive program that consists of seven primary modules. It also has additional modules dedicated to topics like advanced sourcing skills and performance metrics. Live courses are also available upon request.
• Cost: Regular: $799, discounted: $699

7. Strategic Talent Acquisition Certificate Program – AIHR

Program overview

The Strategic Talent Acquisition Certificate Program is for recruiters and talent acquisition practitioners interested in strategically contributing to their organization. It will equip you with the right skills to develop and implement a talent acquisition strategy that gives your organization a competitive edge in the job market. 

The program covers the following topics: 

• Talent Acquisition Strategy and Workforce Planning: Aligning the talent acquisition and workforce planning strategy with organizational goals
• Spring Recruiting: Leveraging agile methodology for recruitment
• Design Thinking and Candidate Experience: Implementing your candidate strategy and creating an impactful candidate experience 
• Redefining your EVP (Employee Value Proposition): EVP fundamentals, tackling tangible and intangible EVP dimensions 
• Talent Acquisition Management: Partnering with the business to design and manage an impactful talent acquisition strategy
• Recruitment Analytics: Using data to evaluate your talent acquisition efforts

Details

• Who it’s for: Recruitment, talent acquisition, and HR professionals of all levels.
• Format: This course is online and self-paced. It includes 6 courses in 13 modules, as well as quizzes and hands-on projects.  
• Cost: The Strategic Talent Acquisition Certificate Program costs $1,125. You can get 12-month access to all AIHR’s courses for $1,850.

8. Tech Recruiter Certification 2.0 – Recruiting Innovation

Program overview

The Tech Recruiter Certification program aims to boost your technical confidence, effectively engage top IT talent, and become a trusted hiring team partner.

The program covers the following topics: 

• Tech Recruiting Tactics: Crafting compelling job descriptions, outreach messages, and sourcing strategies
• Alignment Framework: Conducting effective technical interviews
• Product Management: Learning about product management, product strategy
• UX Design: Exploring the UX Design talent
• Front-End Engineering: Diving into the specifics of front-end engineering
• Back End Engineering: Toolkit, tech stack, and career progression of back end engineers
• DevOps Engineering: How to get attention of DevOps professionals

Details

• Who it’s for: This course is a perfect crash course for new recruiters and a great refresher course for experienced recruiters.
• Format: The program consists of the 7 courses mentioned above, including 10 hours of video content. Participants can also download the Tech Recruiter Tactics Handbook to supplement their learning. 
• Cost: Participants can either pay in full at $849 or pay $149/month in 6 monthly installments. 

9. Freelance Tech Recruiter – Tech Recruitment Academy

Program overview

The Freelance Tech Recruiter program is designed for IT recruiters who want to boost their recruiting abilities and become business partners to IT hiring managers and clients.

 In this course, you will learn: 

• Different IT terminology & IT roles
• Choosing your micro-niche & commit
• Building your talent pool 
• Re-branding your LinkedIn profile
• Creating content for your niche audience
• Getting the first (or next) client to work for
• Analyzing your client’s job requirements thoroughly
• Finding qualified candidates
• Screening IT candidates and assessing technical and cultural fit
• Using new AI tools and set targets
• Increasing your productivity.

The course comes with the Tech Recruitment Academy membership, together with 1-on-1 individual mentoring calls. 

Once you finish the course, you get your certificate and feature it on your LinkedIn profile, boosting your credibility.

Details 

• Who it’s for: It’s for everyone, from beginners with no experience in the IT industry to intermediate HR and talent acquisition specialists and seasoned tech recruiters. 
• Format: Online.
• Cost: $10,000 post-paid. At the beginning, you pay a 30% setup fee. The remaining 70% are paid from the commissions earned.

FAQ

The post 9 Best Recruiting Certifications & Certificate Programs for 2024 appeared first on AIHR.

According to the U.S. Bureau of Labor Statistics, there were a total of 9 million job openings across the United States alone. This confirms that the competition for talent is as high as ever, with many organizations struggling to attract and retain the talent they need. 

Job seekers have ample choice when it comes to selecting an organization they want to work for, so how can you make sure you stand out from the crowd? Creating a great candidate experience is a good place to invest your efforts. 

This article will explore some of the best practices for building a strong candidate experience in your company today. 

Contents
What is the candidate experience?
11 candidate experience best practices to follow
FAQ

What is the candidate experience? 

Candidate experience refers to how job seekers perceive your organization and brand through the entire hiring journey, from awareness to the interview process all the way through to onboarding. Every step of this journey allows employers to foster strong candidate relationships and show potential candidates why they should work for you rather than another company.

Each candidate’s interaction during the recruitment process contributes to a positive or negative overall experience. According to a pulse survey by LinkedIn, 78% of candidates report that the overall candidate experience they receive indicates how the company values its people. 

Delivering a positive candidate experience is likely to result in happier candidates and employees. 70% of candidates who experience an exceptional onboarding process are 2.6 times more likely to be “extremely satisfied” at work and stay longer in the company. 

Conversely, a negative candidate experience can be harmful for your company and reputation. 77% of candidates who have a negative overall candidate experience say they will share it with their personal networks. 50% refuse to do business with that company again and are likely to discourage their friends and family from buying your products too. 

11 candidate experience best practices to follow 

So, how can you ensure you create the best possible experience for all of your candidates, regardless of whether you hire them or not? Here are some candidate experience best practices to follow. 

1. Write clear job descriptions

What information do your candidates most care about? Make sure you focus on the role’s key responsibilities, what makes it exciting, and what a typical day might look like. Also, be sure to include a salary range, any enticing benefits on offer, qualifications, and experience needed, and if the role is hybrid, remote, or fully on-site. 

Show candidates what success would look like in this role and how that contributes to the wider success of the company. When candidates know what is expected of them, they can better determine if they’re a strong match for the role. 

Keep your language and descriptions clear, without any jargon. Words like “team player” and “passionate” are often overused and have lost their meaning, so try to put a fresh take on your job descriptions. How can you infuse your brand values into your copy? 

HR tip

• Use short sentences and bullet points for easy-to-read job descriptions
• Use inclusive language that appeals to everyone
• Create separate lists for your “requirements” and your “nice to haves” to prevent strong candidates from feeling unqualified

2. Make it easy for candidates to learn about your company

Candidates will typically research a company before they apply for a position with you so they can gather information on your values, culture, achievements, and more. This is where your careers page or site matters most and is a powerful employer branding tool. 

Make sure your careers page is easy to locate, looks great, and is easy to navigate on all devices. Regularly update information and remove anything that is no longer needed or outdated. This is a great place to add video testimonials from your existing employees so that candidates can get a real feel for a typical day at your company. 

HR tip

• Enlist the help of a copywriter or content marketer at your organization to ensure your careers site is the best it can be
• Use social media to give candidates real-time updates on the company.

3. Leverage technology

Use technology (where appropriate) to improve your candidate experience in recruitment. For example, find the right technology to screen applicants based on desirable qualifications, skills, and behaviors. An applicant tracking system can help you manage a large volume of candidates and resumes. Automated recruitment marketing with AI can help you find the right channels to source the best candidates. 

Robotic process automation (RPA) bots can take over some repetitive tasks, including performing screenings and keeping candidates updated on the status of their applications. Video interviews are a great way to streamline your hiring journey, stay in front of top talent, and reduce your time to hire.

HR tip

• Make sure your technology accommodates candidates with disabilities, for example, the use of alternate text, content presented in multiple ways, and assistive technologies
• Don’t forget when leveraging technology to ensure your communication with candidates is personalized where relevant. 

4. Ensure an easy application process

Keep your application process short and simple to prevent candidates from exiting halfway through. Offer candidates the ability to submit their existing resume on LinkedIn as part of their application — most job seekers are on LinkedIn, and this saves them time. 

Avoid unnecessary hurdles. For example, don’t ask your candidates to log in or register to your own system in order to apply because this could discourage people from following through. It’s best practice to keep your application to one page and let them know what they’ll need before they start to avoid surprises. 

HR tip

• If you are asking candidates to update files (such as their resume, cover letter, or portfolio) be generous with your file size limit because these files can often be substantial
• Only make a field on your application form “required” if it’s absolutely essential 
• Keep your application mobile-friendly.

5. Provide clear and regular communication

One of the best practices for delivering a positive candidate experience to everyone is to focus on your communication. Ideally, you want to be transparent in your communication and ensure that you keep that line of communication open and regularly update candidates on their application status.

Invite candidates to a phone or video interview as soon as possible to ensure you don’t lose out on top talent. Likewise, send a personalized rejection email as quickly as you can to candidates you aren’t progressing any further through your recruitment funnel. This will set you apart from most organizations and show candidates that you value them. 

HR tip

• Aim to respond to candidates who have applied for a position with you within two working days
• Email candidates using a human email address (e.g., amber.rose@company.com)  and sign them from a real person to humanize the process
• If someone sends you a follow-up or thank you note, respond to it.

6. Talk to your candidates before you ask them to complete a test

It’s common for a lot of roles to ask candidates to complete a skill, behavior, or personality test to see who is qualified for the job and narrow your candidate pool. However, you don’t want to spring an assignment on your candidates without warning. This requires time on their part to prepare for it and complete it. 

Help make your candidates feel more comfortable by explaining the test or task, what’s involved, and how long it will take. Make yourself available for any questions, and be sure to thank them when they complete or submit a task. 

HR tip

• Explain to candidates why you’re giving them a particular assignment and how they will be assessed
• Send candidates their results or feedback as soon as possible (automate this if you can) so that they know how they performed and where they can improve next time.

7. Deliver a good interview experience

Deliver a great experience at the interview for all candidates, even if they don’t progress to the next stage. This starts with ensuring candidates have information about what to expect from a virtual or in-person interview.

Ensure they have as much information as possible, including the time and location, the duration, the dress code (if any), who will be present, and the interview structure. If your interview is taking place on-site, you’ll need to give candidates information about traveling to your office, how to enter the building, where to go, and who to ask for.  

During the interview, make sure candidates are given your full attention and made to feel welcome and comfortable. Explain the interview process again to them, and take notes during the interview. Give them a chance to ask questions. At the end, thank them for their time, let them know what the next steps will be and when you’ll be in touch with a decision. 

HR tip

• Make a list of job-relevant interview questions to ask
• Arrange for a member of staff to greet the candidate as soon as they arrive on-site
• Maintain strong eye contact with the candidate and be friendly and approachable.

8. Close the loop with candidates

Nobody enjoys hearing that they haven’t been chosen for a job they were hoping to get, but what’s even worse is not hearing back from the company at all. This takes away the closure that candidates need and creates a negative experience. 

Disgruntled candidates are likely to leave negative reviews on sites like Glassdoor or share feedback on social media channels. So, whether a candidate has been successful or not, let them know the status of their application as quickly as possible.

HR tip

• Assign each applicant a single contact who they can reach out to and ask questions to minimize delays
• If you tell a candidate you are keeping them in mind for future vacancies, make sure you have the infrastructure set up to keep track of them (like an ATS).

9. Give and receive feedback

94% of candidates would like feedback from their interviews, yet only 41% report receiving it. Whether a candidate is successful or not, giving them constructive feedback creates a positive experience because it shows that you’re kind, value their time, and care about their future. 

It’s equally important to be open to receiving feedback as an employer and hear from candidates what you’re doing well and what could be improved. Sending out a candidate satisfaction survey can help you gather valuable information and show candidates that you are open to suggestions. 

HR tip

• Be specific, transparent, and kind when giving feedback to candidates
• Ask candidates for honest feedback and be prepared to receive the same (and act on it).

10. Bridge the gap between the acceptance and onboarding process

Once you’ve chosen a candidate(s), let them know as quickly as possible and stay in touch with them regularly before their first day at work. Top candidates are likely to receive multiple offers. So, creating a positive candidate experience and going the extra mile to make them feel welcome and part of the team even before they arrive can really help sway their decision in your favor. 

Send them important information that can help them settle into their new role. For example, a checklist for their first day or week, introduce them to their team, and even pair them up with a buddy who will be their go-to guide at work. 

HR tip 

• Send out a company “swag bag” to get your new employee excited about their first day
• Make sure they have a point of contact for any questions that arise during this time
• Have their manager and team reach out (via email or on a Zoom call).

11. Create a welcoming onboarding experience

Finally, on our list of candidate experience best practices is to provide a brilliant onboarding experience for your new employees. According to a Gallup poll, only 12% of employees feel their organization does a good job onboarding new employees. 

Employees with a negative onboarding experience are likelier to be unhappy at work and look for a new job. Paperwork and equipment can be handled before the employee’s first day, which should be reserved for more personal interactions such as meeting the team face to face, having a tour of the office, etc. 

HR tip

• Make sure your employee has everything they need to begin their job on day one (laptop, mobile phone, email address, access to the company network, etc.)
• Don’t forget about remote employees — have a virtual onboarding process in place
• Ensure your existing team knows about the new employees and makes them feel welcome. 

Key takeaway

Following these best practices can help you deliver a seamless candidate experience to all candidates, regardless of who you hire, and will set you apart from your competitors in a challenging labor market. People are your greatest asset, so be sure to show them they are valued. 

FAQ

The post 11 Candidate Experience Best Practices To Elevate Your 2024 Recruitment appeared first on AIHR.

In this article, we share a selection of thirteen winning employee testimonial examples and why they work. Hopefully, they will inspire you to create fresh, compelling content for your company’s career pages or social media accounts.

Contents
What is an employee testimonial?
Why are employee testimonials important?
13 great employee testimonial examples
1. SelectBlinds
2. Electronic Arts (EA)
3. Nike
4. TIDE Services
5. Tecta America
6. Figma
7. Procter & Gamble (P&G)
8. ALDI
9. Premier Packaging
10. Capgemini
11. Odetta
12. Ultradent Products, Inc.
13. Cisco
Employee testimonial questions to ask

What is an employee testimonial? 

An employee testimonial is a piece of content that shares your employees’ thoughts and opinions about what it’s like to work for your organization. 

Often, employees explain what they like about their job or company, what a typical day looks like, and how they’ve developed professionally and personally during their employment. They may also suggest why other people should work there or why they might want to.

Organizations can share employee testimonials in many forms: 

• Videos
• Photos and quotes
• Text or podcast interviews
• Articles or blog posts 
• Social media posts 
• Social media takeovers.

Candidates who are interested in joining your company will likely search for employee testimonials. What do the people currently working for your organization say? These candidates are not just looking for a job – they want to know what it is really like to work at your company.

When done well, an employee testimonial can be crucial in convincing candidates to join your organization and show them why they’ll love it there.  

Why are employee testimonials important?

Let’s have a look at some of the reasons why employee testimonials matter:

• They give candidates an actual behind-the-scenes look: Employee testimonials provide authentic insights into the company culture, work environment, and employee satisfaction, which can influence prospective candidates’ decisions to apply.
• Employee testimonials give candidates a trustworthy endorsement: The best advertising for your product or service is often word of mouth. Prospective employees are more likely to trust the firsthand experiences shared by their potential future colleagues over corporate advertising or promotional content.
• They improve your recruitment efforts: By providing a realistic view of what it’s like to work at the company, testimonials can attract candidates who feel a strong alignment with the company’s values and work culture. This improves the quality of applicants and helps recruit individuals who are more likely to stay with the company long-term.
• Asking employees to give a testimonial boosts engagement: Asking employees to share their experiences can make them feel valued and heard. This can increase employee engagement and loyalty, as they see their employer taking pride in their stories and contributions.
• They provide insights for continuous improvement: Testimonials can also offer insights into what employees value most about their workplace, which can help management identify strengths and areas for improvement. 

13 great employee testimonial examples

In this section, we’ve compiled some of the best employee testimonial examples we’ve found across different industries and in various formats. We have listed them in no particular order. Each of them is great in its own way. Use these as inspiration to create employee testimonials for your organization and elevate your recruitment marketing efforts.

1. SelectBlinds

Format: TikTok video

SelectBlinds is a company specializing in custom blinds, shades, drapes, and shutters online. On their TikTok page, they have an employee testimonial series where they go behind the scenes to get the inside scoop on what it is like to work at SelectBlinds.

What we love about this example

The video starts with a behind-the-scenes joke made by the employee who is being interviewed, fittingly followed by the title of the series ‘Keeping it Light.’ 

Viewers get all the information they need about the employee (her name, role, how long she’s been at the company, etc.) in the first few seconds of the video.

The questions are straightforward (what inspires you, why people should want to work here, what advice would you give your younger self), but the answers are honest and almost moving. 

Overall, this employee testimonial does precisely what it intends to do: give people an inside scoop on working at SelectBlinds while keeping things light.

2. Electronic Arts (EA)

Format: YouTube video

Electronic Arts is a leading publisher of games on Console, PC, and Mobile.

What we love about this example

In this video, EA team members share invaluable insights and advice for new and prospective employees considering a career with the company.

Each participant shares their unique perspective, offering personal advice on what skills someone should have to succeed at the company. The result is an engaging, realistic picture of what future employees can expect when working for EA.

3. Nike

Format: Montage video and employee journeys

What we love about this example

Nike has done what it does best. The company created a short, inspiring montage video of employees and moments at Nike, set to a moving piece of background music. It echoes the powerful adverts it continues to create year after year for its products.

In the video, a selection of employees share how they joined the company and why they felt called to. This is combined with snapshots of life behind the scenes at Nike and inspiring words to draw candidates to their mission. What makes it so effective is that it fits seamlessly with Nike’s values:

• Innovation
• Being the best you can be
• Believing that sport can move the world forward.

After watching the video, you can’t help but want to be a part of their culture – this is a sign of a successful employee testimonial.

4. TIDE Services

Format: LinkedIn post in combination with a written interview

TIDE’s brands and commercial activities are centered around three core markets: Property conveyancing, residential insurance, and the provision of web-hosted information solutions for utilities.

What we love about this example

TIDE is one of the few companies that regularly shares employee testimonials on the most extensive professional social media network out there (LinkedIn). 

They combine a simple, clean-looking post, including a picture of the employee and a quote, with a longer, written interview that’s also published on LinkedIn. 

The interview tells people, among other things, what a day in this employee’s life looks like and what they enjoy most about working at TIDE. Using LinkedIn for employee testimonials like TIDE does (i.e., a post plus an article) is clever and makes sense.

HR tip

When you ask employees for a testimonial, remember to ask them what format they prefer; some people may want to shoot a short video with their phone, while others may want to write a social media post or blog.

5. Tecta America 

Format: TikTok video 

Tecta America is the number one commercial roofing company in the U.S.

What we love about this example

Tecta America’s video shows a split-screen. The upper half takes viewers on a day in the life of the employee giving his testimonial. The bottom half shows a picture of the featured employee.

The fact that people get an impression of what this employee’s work looks like daily, narrated in his own words, adds a nice and realistic touch to the testimonial.

6. Figma

Format: YouTube video 

Figma is a collaborative design tool for creating, sharing, and testing designs for websites, mobile apps, and other digital products and experiences.

What we love about this example 

This video is an excellent example of showing people what it’s like to work at a fully remote company (the video was made in 2020 when everyone at Figma was, like so many others, working remotely).

Viewers are being taken on a virtual tour worldwide, seeing many different faces and hearing from people in different roles about their experiences working at Figma. You really feel like you’re part of the team and have joined one of their team calls.

7. Procter & Gamble (P&G)

Format: Blog article

Procter & Gamble (P&G) is a manufacturer and marketer of fast-moving consumer goods.

What we love about this example

P&G is a global company, which is reinforced by the variety of employee testimonials shared by employees working in many different countries, including the U.S., Brazil, Italy, and Canada. This shows candidates there’s an opportunity to potentially travel or relocate if they desire to, which will likely help attract the kind of people P&G seeks.

The testimonials (P&G + Me’ Stories) are engaging, highlighting the company’s focus on fostering an environment where personal growth, inclusivity, and professional development are paramount. You walk away with a great sense of what you can expect from P&G and the different opportunities available to you.

HR tip

Don’t overcomplicate things. Employees can simply record a 1-minute video testimonial with their phones and then share it with HR to be posted online. A few practical tips on filming with a smartphone are enough to get (most) people started.

8. ALDI

Format: Short videos on the company’s careers page

ALDI is a German multinational family-owned discount supermarket chain.

What we love about this example

In each testimonial, ALDI prospects a variety of employees from different positions, addressing common questions that prospective candidates might have, such as ‘As a former ALDI intern, what advice would you give to future or aspiring interns?’ or ‘How has ALDI supported your growth within the company?’ This gives viewers a clear picture of the diverse roles available at ALDI, the possibilities for growth, and the company’s commitment to its employees’s wellbeing.

9. Premier Packaging

Format: TikTok video

Premier is a one-stop packaging company, both a packaging manufacturer and a packaging distributor. 

What we love about this example

Premier has combined several mini-employee testimonials in one short video. This works well because viewers get to ‘meet’ various employees, glimpse what their roles look like in practice, and hear what they have to say about working at Premier.

10. Capgemini

Format: A combination of short videos and text interviews.

Capgemini is a global leader in consulting, technology services, and digital transformation.

What we love about this example

Capgemini’s careers page offers abundant employee testimonials from employees across the company. These are presented as short videos and key text excerpts in a question-and-answer format.

This combination of formats is effective. It allows candidates to skim-read if they want to or stay and watch the videos if they have more time. The employees were asked specific questions, which enabled them to share detailed moments and experiences from their employee history at the company. This helps candidates get a clear picture of what it might be like working here.

There’s also a diverse range of employee testimonials showcased, which aligns with Capgemini’s diversity & inclusion commitment.

HR tip

The key to employee testimonials is to keep it real. Real people, real perspectives, real images. Videos are best suited to capture this realness.   

11. Odetta

Format: Instagram post

Odetta is a tech-enabled business process outsourcing firm for startups specializing in hard-to-automate tasks. The company connects highly educated yet underemployed women to tech startups to perform workflows in teams in a fully managed capacity.

What we love about this example

Odetta has opted for an employee testimonial in the form of a short slide share on Instagram:

• The first image immediately captures people’s attention. It makes it clear what to expect next.
• The second slide says, ‘Here’s what this employee finds unique about the Odetta workplace.’
• The three remaining slides highlight one thing this employee finds unique, followed by a short explanation by her.

The concept is simple yet effective and original.

12. Ultradent Products, Inc. 

Format: YouTube video

Ultradent is a leading developer of high-tech dental materials, devices, and instruments worldwide.

What we love about this example

Ultradent chose to ask various employees only one question: What keeps you coming to work? With the answers that people gave, they created a testimonial video.

The beauty of this employee testimonial lies in its simplicity. One question gets many different answers, while some elements come back a couple of times. The result is an engaging, realistic picture of why people from different backgrounds and ages work at Ultradent.

13. Cisco

Format: Blog article 

Cisco is an American multinational digital communications technology conglomerate headquartered in San Jose, California.  

What we love about this example

Employee testimonials come in various forms, and this one from Cisco is an excellent example of that. One of the company’s female employees shares her story of becoming a mom and how Cisco’s fertility benefits played an important role in this and in her choice to work for them.

This testimonial differs from the other employee testimonial examples we’ve seen because it tells a highly personal story and highlights a totally different perspective of an employee’s values in a company.

Employee testimonial questions to ask

Popular topics to cover in your employee testimonials include people’s journey within the organization, why they chose to work for you, their favorite benefits, career growth opportunities, and their personal background. 

Here’s a sample of employee testimonial questions you can ask that will make for engaging content:

• What’s your name, how long have you been working here, and what’s your role?
• What keeps you coming to work?
• What word would your team use to describe you?
• What’s your previous working experience?
• What professional advice would you give to your younger self?
• Why did you decide to join ?
• What’s the biggest risk that you’ve taken in your career?
• What inspires you?
• What do you tell yourself when you wake up in the morning?
• Why should someone want to work at [company name]?

Key takeaways 

• Employee testimonials can contribute significantly to a candidate’s decision to join your company.
• As we’ve seen in the employee testimonials examples featured in this article, the most important thing to remember when creating a testimonial is to let employees share their thoughts and opinions honestly.

The post 13 Winning Employee Testimonial Examples To Inspire You appeared first on AIHR.

And the candidate’s experience of your hiring process matters a lot. So much so that 76% of candidates indicated a positive experience swayed their decision to accept an offer, while 52% declined a job offer based on a poor experience,

Contents
What is a candidate experience survey?
When should you send a candidate experience survey?
How to measure the candidate experience
Checklist: How to conduct candidate experience surveys
15 candidate experience survey questions to ask
Free candidate experience survey template
Candidate experience survey best practices

What is a candidate experience survey? 

A candidate experience survey is an assessment organizations use to evaluate and enhance the recruitment process from the perspective of job applicants. This type of recruiting survey is designed to measure candidate experience at various stages of the hiring process, from initial contact to the final decision-making phase. It provides valuable insights into how candidates perceive an organization’s:

• application procedure
• communication
• interview process
• overall experience.

The primary purpose of a candidate experience survey is to identify strengths and weaknesses within the recruitment process. This enables HR professionals to improve candidate satisfaction, boost employer brand, and ultimately attract top talent. By analyzing the feedback collected, HR can make informed decisions to speed up and streamline the hiring process, provide better communication and feedback to candidates, and ensure a positive experience, regardless of the outcome of the application.

It’s an important metric to measure, not only to attract and retain top talent but also because candidates share their experiences online. Websites like Glassdoor are designed to make the recruitment process transparent, encouraging candidates to share their experiences publicly. 

Many candidates are happy to do so. According to CareerPlug’s Candidate Experience Report, 35% of candidates admit they’ve left a negative review online after having a negative experience, and 60% of candidates said they’ve left a positive review online after having a positive experience.

Candidate questionnaires need to cover aspects that candidates care about, such as the ease of applying, clarity of job descriptions, responsiveness of recruiters, professionalism and preparedness of interviewers, and the transparency of the selection process. By measuring candidate experience, organizations can demonstrate their commitment to fair and respectful recruitment practices, leading to a competitive advantage in the job market.

This isn’t used to improve recruitment return on investment (ROI), although a positive candidate experience will also have a positive knock-on effect on that metric. Instead, it’s a measurement of how well your company treats candidates and where there are areas of improvement.

As the Harvard Business Review reported, candidates are not only looking for better workplace benefits and higher pay (although these are important), but they’ve lost patience with complicated and lengthy hiring processes. Top talent value their time; they are looking for employers who value their time too. The average time-to-hire is 43 days because it includes multiple interviews. The problem is that 62% of working professionals say they lose interest within two weeks, particularly if there is little to no communication. 

For better or worse, this is all within HR’s control. Remember, every candidate who applies for a role and accepts an interview wants to join an organization. However, as Deloitte research reveals, 83% of candidates who have a negative interview experience can change their mind about a company or role if they once had a positive view of the organization. The same is true in reverse: 87% of candidates change their mind about a company that they didn’t like if they have a positive candidate experience.

When should you send a candidate experience survey?

The sooner, the better, although the candidate must have completed the entire process. You want to ensure the candidate has undergone all the process stages and can provide comprehensive feedback on their experience. Specifically, it is advisable to send the survey after a hiring decision has been made and communicate to the candidate whether they have been offered the position or not.

If the candidate has been rejected, it is respectful to allow a brief period for the rejection to be processed, typically a few days to a week, before sending the survey. This approach shows consideration for the candidate’s emotional state and may lead to more thoughtful and less emotionally charged feedback.

For those who accept a job offer, the survey should ideally be sent before their start date or during the onboarding process. In this scenario, the new employee’s feedback can be fresh and can provide insights into the effectiveness of the recruitment process while also setting a precedent for continuous improvement and employee engagement.

How to measure the candidate experience

Now that we’ve unpacked why measuring candidate experience is so important let’s look at how you can get started. Marketing teams often use Net Promoter Scores (NPS) to measure customers’ satisfaction with an organization’s products and services. This helpful tool can be adapted for HR professionals to create Candidate Net Promoter Scores (cNPS).

You can typically collect cNPS data through candidate experience surveys by asking questions similar to: “Considering your experience as a candidate, how likely are you to suggest others to apply to [company]?” Candidates rate this on a scale from 0 to 10 – very unlikely to very likely.

To calculate your organization’s cNPS, categorize respondents into three groups based on their ratings:

• Promoters (score 9-10): These candidates had a positive experience and are highly likely to recommend the company.
• Passives (score 7-8): These candidates are satisfied with their experience but are not enthusiastic enough to be considered promoters.
• Detractors (score 0-6): These candidates had a negative experience and are unlikely to recommend the company.

Your overall cNPS is calculated by deducting the percentage of detractors from the percentage of promoters.. The resulting score can range from -100 (every candidate is a detractor) to +100 (every candidate is a promoter). A positive score indicates more promoters than detractors, while a negative score indicates the opposite. This metric provides a quantifiable, benchmarkable figure that can be tracked over time to assess the impact of changes made to the recruitment process.

HR tip

Use the cNPS to measure overall sentiment over time. The goal is to use surveys to pinpoint areas of the recruitment process that can be improved. Your cNPS measures how successful you have been.

Checklist: How to conduct candidate experience surveys

Conducting candidate experience surveys is a structured process that involves careful planning and execution. Here is your checklist to creating and implementing effective surveys:

15 candidate experience survey questions to ask

When creating a candidate experience survey, it’s important to include a variety of question types to gather qualitative and quantitative data. Below is a list of 15 questions split into different types, along with potential answers and corresponding HR actions. We have also provided a free downloadable Word template for you.

Open-ended questions

1. What did you find most positive about the recruitment process?

• Potential answers: Clear communication, efficient interview scheduling, or friendly interactions.
• HR action: Reinforce these positive aspects across all recruitment activities.

2. How do you think the interview process could be improved?

• Potential answers: Suggestions for better time management, clearer expectations, or follow-up communications.
• HR action: Implement changes based on recurring suggestions to improve the interview experience.

3. Was there anything about the recruitment process that you found frustrating?

• Potential answers: delayed responses, lack of information, or technical difficulties.
• HR action: Address these issues directly to reduce frustration for future candidates.

4. Please rank the following in order of importance to you: Communication, interview process, feedback, job offer details.

• HR action: Prioritize improvements in areas that candidates rank as most important.

5. What is your level of experience in your field?

• Potential answers: Entry-level, Mid-level, Senior, Executive
• HR action: Tailor the recruitment process based on the experience level of the majority of candidates.

Likert scale questions

6. On a scale of 1-5, how would you rate the clarity of the job description?

• HR action: For low scores, review and revise job descriptions to ensure accuracy and clarity.

7. On a scale of 1-5, how satisfied were you with the communication from our recruitment team?

• HR action: For low scores, develop a more proactive communication strategy with candidates.

8. On a scale of 1-5, how would you rate your overall experience with the application process?

• HR action: Analyze areas of the application process that need enhancement based on average scores.

9. On a scale of 1-5, how likely are you to apply for another position with our company in the future?

• HR action: For those indicating 1 for ‘not likely,’ investigate and address the underlying issues deterring candidates from reapplying.

Yes/No questions

10. Was the application process easy to complete?

• HR action: If the answer is ‘No, ‘ simplify the application process to improve ease of completion.

11. Did you receive clear instructions for the interview?

• HR action: If ‘No’, create a standardized set of interview instructions to send to all candidates.

12. Were your expectations met regarding the recruitment timeline?

• HR action: If the answer is ‘No, ‘ ensure better upfront communication about the expected timeline.

Multiple-choice questions

13. Which aspect of the recruitment process did you find most valuable?

• Potential answers: Include options like interview feedback, communication, and job role clarity. 
• HR action: Focus on enhancing the most valuable aspects, as indicated by the majority of candidates.

14. How did you find the length of the recruitment process?

• Potential answers: Include options like too long, just right, or too short.
• HR action: Adjust the recruitment process duration based on the majority feedback.

15. What resources did you use to prepare for the interview?

• Potential answers: Include options such as the company website, job description, and external reviews.
• HR action: Improve and promote the most used resources for candidate preparation.

Free candidate experience survey template

How to write a good survey invitation letter: 6 tips

A candidate experience survey is only as valuable as the number of candidates who complete it. Candidates who did not secure a position are potentially your best opportunity to gain valuable insights into your process. 

If approached the right way, they will be honest about the positive and negative aspects of the process. How you invite them to participate in the survey is important. Here are six top tips to keep top of mind when writing your cover letter:

1. Address the candidate by name to make the invitation feel personal and respectful.
2. Keep the letter concise and to the point, explaining the purpose of the survey without overloading the candidate with information.
3. Clearly state how to access and complete the survey, including any deadlines.
4. Express appreciation for the candidate’s time and potential contribution.
5. Emphasize the impact of their feedback and how it will help improve the candidate experience.
6. Use language that reflects your company’s brand voice, whether it’s formal, friendly, or somewhere in between, to maintain consistency in communication.

Candidate experience survey best practices

As an HR professional, you are uniquely positioned to design a candidate experience that attracts better talent, builds a great employer brand, and results in low candidate churn. Candidate experience surveys give you the data you need to refine your recruitment process continuously.

To ensure effective and meaningful candidate experience surveys, follow these best practices:

• Guarantee survey anonymity to encourage honest and open feedback without fear of retribution or bias.
• Send surveys promptly after the recruitment process to capture fresh experiences and insights.
• Use clear, concise questions to avoid confusion and ensure that the survey is not overly lengthy, which can lead to survey fatigue.
• Ensure that all questions are relevant to the candidate’s experience and the information you seek to gather.
• Offer the survey through various channels (email, SMS, etc.) to accommodate candidate preferences and increase response rates.
• Pose questions that elicit responses leading to actionable insights rather than just data collection.
• Be prepared to act on the feedback received and consider informing candidates about the changes made as a result of their input.
• Before rolling out the survey to all candidates, test it on a small group to identify any issues with the questions or the survey flow.
• Communicate the estimated time it will take to complete the survey and ensure it is reasonable.
• Avoid asking for unnecessary personal information that does not relate to the candidate experience.
• Use the survey results to make continuous improvements to the recruitment process, and not just as a one-time activity.
• Compare your survey results against industry standards or past survey data to measure progress and set goals.
• Tailor the survey content to reflect different roles, departments, or levels within the organization for more precise feedback.
• Set up a process for regularly reviewing and analyzing the survey results and sharing findings with the relevant teams.
• Design the survey to be inclusive and accessible to all candidates from any background or with any abilities.

Level up your candidate experience surveys

Once you’ve established your candidate experience surveys and have key insights rolling in, you can up your HR game to embed candidate surveys in your culture and processes, supporting a growth mindset across the business of continuous improvement. Not sure where to start? Here are four HR Pro Tips – it’s slightly more complex but the rewards are worth it.

1. Establish benchmarks for candidate experience metrics to measure progress over time and against industry standards.
2. Create a cross-functional team responsible for implementing improvements to the candidate experience.
3. Promote a culture of continuous feedback within your organization. It should be second nature for hiring teams to look for and act on candidate insights.
4. Periodically reassess and update the survey questions to align with recruitment trends, new business objectives and strategies, and candidate expectations.

The post Your Guide To Creating a Candidate Experience Survey (Plus Free Template) appeared first on AIHR.