Jira
monday.com
Team: Human Resources Professional, Talent Acquisition Professional
Problem
Recruiters need to consistently find and use accurate information about the right procedures throughout the hiring workflow. And the right doc is sometimes harder to find than a needle in a haystack. When the recruitment process is not optimized, opening positions and hiring the best talents from the market consumes precious time, which can be crucial in achieving a company’s goals.
As any tech company we struggle with finding experienced Software Engineers on a daily basis, we have to get the best tools and set up to help recruiters seamlessly find the right people at the right time.
Main challenges
- Guiding a prospect from interview to offer is tricky without a clear ToDo list
- Ensuring compliance with internal policies and regulations
- The information you need is scattered across dozens of documents
- New recruiters might lack knowledge of the process inside out
- Asking for permissions and guidance adds complexity, takes time (and courage)
Solution
Scale what you have already built. Create and template the steps that are necessary for the recruitment process to streamline the workflow and reduce human error.
Company: Railsware, IT Services and Consulting, >200 employee
That’s where Smart Templates came into play for us, helping our team to streamline our hiring processes and avoid the bus factor. This way, each Recruiter knows what to do when launching a new position, where to look for details and how to send an offer to a great Engineer.
People Team has used the existing Recruitment Epic, crafted for the previous hiring process, to create a template. It includes all the crucial steps like position discovery, recruitment process documents creation, conducting job description, vacancy posting, etc. Each issue has pre-set fields: Components, Epic Name, Priority, Labels, and Assignee, so the responsible team members are aligned and provided with a clear ToDo list, and the issue is displayed on the People Team’s board. Implemented variables, such as {{Position}}, and {{Project}}, make one template applicable to all the company’s Recruitment processes.
To make the Recruitment flow even more efficient, the People Team has adjusted the issue hierarchy, adding more tasks and subtasks. Editing mode helps them maintain the process, adjusting it to the company’s goals, needs, and internal policies.
Accessing the History tab via template editing helps People Team to track the progress of all the issues, created from a template. This view shows the issue name, status, creation date, assignee and reporter.
Result: Smart Templates helped the Railsware People Team achieve their main goals: aligning the process within the team and with the company’s objectives, and ensuring a smooth and efficient Hiring workflow. Now, all Recruitment steps and relevant documentation are collected in one place, simplifying the onboarding of new recruiters and providing unified reference.
Since the integration, 144 recruitment issues have been resolved and 108 positions have been prepared.
- Single source of truth: All of the knowledge and processes you’ve accumulated are readily available to anyone.
- Clear ToDo’s: Sourcing and guiding prospects are detailed and easy to follow.
- Codified flow: Eliminate human error and get work actually approved as everyone clearly follows the steps in the right order.
- Consistent template usage: Utilize one template for each process, incorporating variables like {{position}} or {{project}}, and fill it in when creating the issue
- Intuitive UI: The templates are easy to set up, adjust, maintain, and manage.
- Smart Checklist integration: Use Smart Checklists ToDo items to avoid cluttering the template with subtasks.
