5 Tips For Automating
Candidate Communication

Job hunting demands a lot of time and energy from applicants. Therefore, it’s only fair they receive a prompt and considerate response from recruiters. Good communication builds trust, transparency, and loyalty. When candidates feel informed and respected, their satisfaction and motivation increase. However, anyone in recruiting knows that getting back to every candidate on time is challenging. That’s where automation steps in.

Automating your communication can enhance team efficiency and speed up the hiring process. But it’s crucial to strike the right balance between digital processes and personalized care. Here are some tips for effectively using automation in recruiting:

1. Identify Tasks to Automate

Start by mapping out your entire hiring process. Focus on repetitive tasks that consume a lot of time. Where can automation boost efficiency and enhance the candidate experience? Consider automating:

• Confirmation Emails: Automated responses reassure candidates that their application was received and is being processed
• Notifications: Reminders for upcoming interviews or requests for GDPR consent extension.
• Assessment Tests: Automatically send tests upon application receipt and process responses.
• Follow-up Emails: Send reminders or thank-you notes after interviews to maintain high-level communication
• Birthday Greetings: If the candidate provided their birthdate, set up automated birthday emails using your template.

Automating these tasks reduces the burden on recruiters and ensures candidates always get a prompt response. However, personal contact is crucial in some phases, like the first phone or face-to-face interviews, which are essential for building a relationship with the candidate and understanding their experience and expectations. Define the stages where a personal touch is key and avoid over-automation that might discourage candidates.

2. Personalize Your Communication

Avoid generic messages. Customize your email templates to include specific details like the candidate’s name, job title, and other relevant information. Modern tools allow the use of dynamic tags that automatically insert these details, saving time and reducing errors.

Align the tone and style of your communication with your company’s culture. If your company is known for a casual and friendly approach, reflect that in your messages to candidates. This way, you’ll offer a consistent experience from the first contact to the final decision.

3. Ask for Feedback

Incorporate feedback requests into your hiring process. Based on candidate feedback, adjust your automation strategies to meet their expectations. Are they waiting too long for a response? Set up automated notifications to alert you about candidates who haven’t been contacted yet.

Candidate feedback provides valuable insights into what works and what needs improvement. You can identify areas to speed up communication or enhance the quality of information candidates receive. Continuously improving your processes ensures that automation genuinely enhances the candidate experience.

4. Use the Right Tools

Various software solutions can help automate candidate communication. Many recruiters rely on an Applicant Tracking System (ATS) that lets you manage the whole hiring process. This tool offers features like bulk emails or SMS messages using templates.

With RECRU ATS, you can design custom automated workflows. As each organization has unique recruitment needs. RECRU lets you create personalized triggers to ensure a smooth workflow of your team. Set up, for instance, automatic emails when a candidate moves to a specific hiring phase, automatic notifications after GDPR consent expiry, automatic sending of questionnaires to all new applicants, or explore hundreds of other possibilities.

5. Don’t Forget the Human Touch

Automation should never fully replace human interaction in recruiting. For more complex tasks, like conducting interviews or providing feedback, opt for a personal approach. Automating routine tasks gives you more time to build relationships and trust with candidates.

Human interaction is a core part of the candidate experience. Knowing when to automate and when to engage personally strikes the perfect balance between fast responses and personal touch. Combining these elements leaves a great impression on candidates and attracts top talent.

By effectively balancing automation with personal interaction, you can streamline your recruiting process and create a positive experience for candidates. Happy automating!