When it comes to recruiting efficiency, automated recruiting coordination tools are one of today’s greatest assets. Here’s how to tell if your people need them.

There’s a theory that the talent gap has three possible causes: a divide in experience, unrealistic employer expectations or a generation gap. All three come with viable arguments that hold up fairly well under scrutiny.

How many of your recruiters and coordinators know about it?

When is the last time they gave honest feedback to a candidate who was rejected during the interview process? Or cultivated their network of pipeline talent for future hires?

How can they when they don’t have the time?

As the leader of a recruiting department, you know that your team frequently needs to focus on processes at the cost of paying attention to people and talent. Very often, those ‘processes’ are mundane tasks: juggling multiple calendars, scheduling and rescheduling interviews, and making repeated follow-up requests to both candidates and interviewers.

And yet they need to be done if you want to speak with (and eventually hire) the very best people qualified for the position you need to fill. Recruiting departments can’t function unless they happen.

That’s why automated recruiting coordination tools are every recruiting director’s new best friend. They use the power of artificial intelligence (AI) to automate recruiting tasks that have become too mundane for your people to do manually. That leaves them free to chase goals and achievements that machines can’t.

So if your team isn’t making the most of today’s technology, they’re lagging behind in the race for top talent (doubly so if your competitors’ teams are). And that means you’re not going to be able to demonstrate the agility, efficiency and productivity that you pride yourself on — and that measure your own success.

Here are the top 5 signs your recruiters and coordinators are crying out for automated recruiting coordination tools.

They spend too much time scheduling instead of recruiting.

You post a job requisition, find a few strong candidates, do phone screens with them, and schedule a couple of interviews over the next week with the hiring manager. Simple, right?

Wrong (but you knew that already).

As the head of your company’s recruiting team, it’s long since become second nature to you that the recruitment coordination process can and will be the target of subjectivity, unavailability and poor responsiveness.

Simply put, if your recruiters and coordinators are spending too much time finding a slot that works for everyone, they’re not getting better at their real job: discovering and hiring great talent.

With 56% of recruiters reporting that they spend more than a full working day each week just scheduling interviews, the challenge is even greater when companies don’t use software to automate recruiting coordination.

Emergency dentist appointments, unexpected presentations and short-notice leave are all very real occurrences when your colleagues are people. But they don’t have to become challenges.

When you trust a purpose-built computer program with the responsibility of handling those situations, your people will become more productive almost immediately. Best of all, you can be sure that software will never experience burnout or a lapse in judgement.

They catch heat from hiring managers and candidates.

For decades, recruiting as an industry had the upper hand in the hiring process. But with today’s job market strongly in favor of talent, it’s often high performers who hold all the cards during interviews and negotiations, especially if the recruiter is the one who makes first contact.

Needless to say, issues like ghosting and nonchalance are rather commonplace these days. In fact, it’s not unheard of for recruiters to go through the entire interview process, have an offer accepted by an outstanding candidate, and then never see or hear from them again.

It’s at this point that the entire process starts again, and in a business landscape where goals are ambitious, deadlines are short and metrics are everything, hiring managers who were counting on additional resources might misdirect their frustrations.

No recruiting director wants their team to go through this. Thankfully, automated recruiting coordination software goes a long way in reducing friction between hiring managers and your recruiters.

Just look at this balanced take from The Rosen Group. It states that 77% of hiring managers rate their recruiters’ work as ‘inadequate’, while 51% of recruiters say hiring managers don’t communicate enough.

It turns out that letting a piece of software — which never gets tired, reacts to short tempers or misreads the tone of an email — handle the logistics of recruiting coordination is a pretty good idea.

Who would have guessed?

Their performance reviews are numbers-intensive.

At the highest level, recruiting departments tend to focus on a variety of operational metrics: qualitative ones like candidate experience and employer branding, as well as quantitative ones like cost per hire and employee overhead premium.

But for the more junior members of your team, more basic numbers pretty much make or break their reviews. Are they getting enough applicants through the pipeline? At what speed? Is it costing the company too much time and money?

Take into consideration the logistical pitfalls of the job, many of which aren’t allowed to (and shouldn’t) come in the way of operational efficiency.

A candidate might live three time zones away and only be available from 2–5 pm on Tuesdays and Fridays. He might agree to a panel interview only for a vital interviewer to back out, requiring the whole thing to be rescheduled. That same candidate might then have another appointment at the next time slot all your interviewers can make it to.

And that’s just one instance.

Automated recruiting coordination tools not only make surmounting these kinds of obstacles easier; they radically shorten the time needed to do so (by up to 500%), and with next-to-no friction with hiring managers and candidates.

What does all this mean?

More applicants per hire. Shorter time to hire. Quicker scheduling times. Lower cost per hire. Less admin work; more learning and development. Stronger performances; more glowing performance reviews.

Better numbers all around, and better all-round players.

They’re scared of automated recruiting coordination tools.

They say the best way to conquer your fears is to face them head-on. While that might not apply when what you fear are rabid wolves or erupting volcanoes, it’s a perfectly smart way to overcome a fear of technology.

When it comes to AI, a lack of trust remains the greatest obstacle to its full implementation and success. While the world is yet to be sold on this new technology’s use in critical industries like healthcare, recruiting is a fairly straightforward game.

Just take it from your fellow pros: 89% of recruiters surveyed by Korn Ferrybelieve that automation technology will not endanger their jobs — an overwhelming majority. Even more significantly, every respondent has actually used automation in their jobs.

More statistics from the Korn Ferry survey

  • 63% of respondents say automation has changed the way recruiting is done in their organizations.
  • 69% agree that AI in certain formats helps them find higher-quality candidates.
  • 87% of respondents are excited to continue integrating AI into their jobs in new and exciting ways.

Automated recruiting coordination tools fall on the lower end of the AI spectrum, so it’s a great way to introduce your team to it without throwing them in the deep end. Besides, do you really want them doing mundane admin work when they should be focusing on the human side of the job?

They think it’s nothing more than an online scheduling tool.

If recruiters who think automated recruiting coordination tools will make them redundant are on one end of the slider, recruiters who think it’s a glorified calendar are at the other. Of course, that depends on the particular software in question.

So what’s the difference?

There are tools that automate recruiting coordination and do little more, but there are also solutions that integrate a plethora of beneficial features: scorecards and follow-ups; interviewer prioritization; integration with email, chat and text; and metrics that identify bottlenecks in the pipeline.

Imagine being able to integrate multiple functions and streamline the recruitment process so efficiently that regularly sourcing, screening, interviewing and hiring the top candidates becomes a matter of routine instead of a novel experience.

It’s all a matter of how you see things. And as with all other resources, intention is make-or-break. It’s how you use automated recruiting coordination that determines its real value.

If all you want is a time-saver that takes one another task out of your hands (and little else), you’ll be pleased with what automated interview schedulers can do.

But if you’re looking for more time to let your team focus on the human element of the job, or a solution that helps them discover better ways to do business, you’ll find value in a comprehensive solution that takes on a life of its own to help make recruitment easier, quicker and more seamless.

To automate, or not to automate?

The big question: are automated recruiting coordination tools right for your recruitment teams?

It’s highly likely.

Any organization worth its salt wants to hire the best people it possibly can, and to do that you need your recruiters focused on people, not calendars. That’s why it makes perfect sense to deploy something as purpose-built as automated recruiting coordination tools, which takes one of the job’s most dreary tasks away from employees.

Whether it’s to reduce how much time they spend on admin-like scheduling tasks, cut down on friction with candidates and hiring managers in a competitive job market, or improve numbers and overall performance, tools that automate recruiting coordination clearly have a role to play.

Automation software does what it’s asked without batting an eyelid. It doesn’t need benefits, performance reviews, raises or paid time off. Best of all, it never complains or feels unappreciated. All very real considerations with talented recruiters who get stuck with a task as mundane as recruiting coordination.

Yes, employee fear and lack of faith in automation technology — or a drastic underestimation of its capabilities — are real obstacles, but good solution providers will eagerly work with you to help show your team how much they stand to gain.

The truth is that recruitment coordination isn’t an easy job. If it were, automated recruiting coordination tools wouldn’t exist. But they do, and there are several compelling reasons to let them handle the headache of scheduling interviews.

Automated recruiting coordination tools boil down to one clear objective: making your recruiters and coordinators more agile, productive and efficient by getting them back to doing what they do best — putting the ‘human’ back in ‘human capital’.

Find out how My Ally can help your organization and recruitment team discover a leaner, meaner way to impress and hire premier talent.