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How to Optimise your Candidate Recruitment and Onboarding

How can businesses streamline candidate hiring and onboarding to ensure a smooth introduction for both the company and the new employee? Here are some key strategies.

Businesses have never done as much hiring as they do today, and hiring has never been more complicated. Never-ending rounds of job interviews, excessive documentation and disorganised processes are costly for businesses, and more importantly, are causing negative candidate experiences. The candidate experience is a reflection of an organisation’s culture and values, and hiring teams should be putting their best foot forward during the recruitment and onboarding phases of employment.

1. Define clear and consistent language and processes

Establishing well-defined hiring and onboarding processes is crucial. From creating job descriptions to setting up onboarding schedules, clarity is key. Whether you have one person or a whole team doing recruiting, make sure that core elements of your recruitment strategy are consistent. That way everyone understands their roles and responsibilities when hiring, and it will also inspire confidence in the candidates who apply.

Once you’ve got your processes in place, see how you can improve them further by removing unnecessary steps or moving steps to post-offer. Asking candidates to click through multiple pages, fill out lengthy forms, or complete repetitive tasks can be time-consuming and frustrating, leading to candidate drop off. 

If a candidate cannot apply for a new position on your careers page in under a minute, understand that you’ll be missing out on potential talent.

2. Leverage Technology:

Technology offers a plethora of tools to streamline hiring and onboarding. Applicant Tracking Systems (ATS) can automate job postings, resume screening, and communication with candidates. Onboarding software can simplify paperwork, training modules, and orientation schedules.

According to data from the annual SmartRecruiters customer survey, using an ATS has shown a 118% increase in applicant volume, a 48% time saved by HR professionals on hiring-related activities, and a 53% faster response time which demonstrates the increased engagement of hiring managers.

Additionally, HR and recruiting teams can save themselves countless hours of admin by automating background and right to work checks. CheckWorkRights is securely linked with the Department of Home Affairs, so VEVO checks can be run instantly. Employees on visas are automatically rechecked throughout employment, and you’ll always be notified of changes or issues. You can also integrate with your other HR platforms, for a seamless, automated workflow.

3. Communicate Clearly and Often:

Keeping applicants informed about their status in the hiring process shows respect for their time and effort. It leaves them with a positive impression of your organisation, regardless of the outcome. Regular updates keep candidates engaged and interested in your company and the role. Without communication, candidates may lose interest or pursue other opportunities. Internally, ensure seamless coordination between HR, hiring managers, and other relevant departments to avoid bottlenecks.

Once hired, ensure that onboarding processes are communicated clearly. This helps new hires know what to expect in terms of timelines, procedures, and their role within the team now and in the future. You’ll reduce uncertainty and anxiety, and allow them to focus on integrating into the organisation smoothly.

4. Personalise the Onboarding Experience:

One size does not fit all when it comes to onboarding. Tailor the experience to each new hire, considering factors such as their role, background, location and learning preferences. 

If your organisation provides standardised training modules, create a more candidate-focused approach, giving them only the content that is required for them to do their job. Providing personalised training and assigning a buddy or mentor can accelerate the integration process and foster a sense of belonging.

5. Monitor and Iterate:

Continuous improvement is essential for optimising the hiring and onboarding process. Collect data, such as time-to-fill metrics, retention rates, and employee satisfaction scores, to assess performance and identify areas for optimisation. Regularly call into question the need for certain steps, auditing each part of your recruitment and onboarding process against your ideal outcomes. Use this feedback loop to iterate on processes and implement changes that drive efficiency.

Streamlining candidate hiring and onboarding requires a strategic approach that prioritises clarity, efficiency, and personalised experiences. By leveraging technology, fostering communication, and prioritising the candidate journey, businesses can attract and retain top talent while maximising operational efficiency.

Disclaimer: The information provided in this article is general only, and not to be taken as Migration Advice. Please be aware that visas and regulations are subject to frequent change. It is advisable to verify the latest information from the Department of Home Affairs (DHA) and or seek specific advice relating to your circumstances from a MARA Registered Migration Agent.