How to Reduce Time-To-Fill with Workflow Automation

Reducing time-to-fill comes down to one simple concept: workflow automation. Workflow automation is more than wielding all-in-one, end-to-end staffing software. Yes, all such software claim to have the silver bullet, but truth be told, reducing time-to-fill must go beyond integrated systems and single sign-on. It must begin with customer journey mapping and the internal and external tasks needed to convert an applicant to a candidate, then to an employee, and then to a placed employee.

Let’s examine what a traditional candidate journey looks like and identify two key areas of automation that lead to faster placement and overall a better candidate experience.

Traditional Candidate Journey

The  journey from candidate to employee is often longer and more convoluted than you may assume. It starts with a potential candidate becoming aware of your company and the opportunities you are offering—in other words, it starts well before the application process begins.

From the moment candidates become aware of an open position to the moment they apply, they must go through two more steps in their journey—consideration and interest. If a candidate does not consider the position viable and shows no interest, they simply will not pursue the opportunity any farther.

Once they actually apply—another process that can be more complex than often realized—they must wait to be selected and hired. Only then can the onboarding process begin.

So, now that you know what your candidate journey looks like, how can it be expedited and made more efficient? One key way is through the integration and use of new technologies, specifically automation. Here are two of the primary areas of onboarding that could be automated to lead to faster placements.

Automation #1: Candidate Portal

Giving candidates one place to perform all tasks is critical to reducing time-to-fill. If candidates only have one portal to complete all required tasks, then less time is needed in coordinating access or reminding candidates where to go for the next step.

Automation #2: Workflow Integrations

Countless teams must wait to be notified when a task is due, then manually enter data into systems to initiate these tasks. This manual workflow is what leads to drawn-out timelines and inaccurate data. When systems are integrated to the point of eliminating the need for manual handoffs, you’ll see massive reductions in the time between tasks and, in return, faster conversions to qualified employees. 

Additional Automation Opportunities 

Here are some of the most common opportunities to automate internal tasks through third-party systems.

• An onboarding system that automatically orders background checks and places the correct order based on the onboarding packet sent or the placement.
• Based on ATS status, automatically send appropriate onboarding packets, or change the status of candidates in your ATS and notify recruiters upon completion of each packet.
• Automatically run E-Verify after Section 2 is completed.
• When placements are approved, send orientation packets with reminder emails and texts leading through their first day on the job.

You must understand the entire journey to improve it efficiently

While we discuss a traditional candidate journey here, it’s important for you to understand what your candidate journey looks like from consideration, to application, to becoming an employee and staying an employee. Sit down, draw out your candidate's journey and see where there are opportunities for workflow automation. Is your application complicated? How can you reduce clicks and data entry? Do you have a lot of manual hand offs? Are you gathering accurate, helpful data? Where is it being stored? Can all parties access this data easily, not just internally, but can your candidates see it?

Workflow automation will free up your team to do the things that they should be doing, like talking to candidates, instead of repetitive, administrative tasks. Do yourself and your team a favor - understand your processes and start working on how you can make them more efficient.