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HR Process Improvement: The Recruitment Automation Race

How can you create tangible HR process improvement by automating every stage of the recruitment process?

How long did your last employee take to hire?

The top 10 percent of candidates are hired within 10 days of the job being advertised. In the space of two weeks, the best applications are submitted, screened, and shortlisted. Multiple stages of interviews are scheduled, completed, and any relevant portfolio material is assessed. At each distinct stage of the process, multiple team members review application materials, submit their own input, and contribute to the decision.

The more you think about the recruitment process, the more astonishing it seems that anyone can complete it in the space of two weeks. But the truth is – the best candidates are scooped up quickly. If you want to be the one doing the scooping – you need to make sure you get your offer in before anybody else.

The challenge of 21st-century recruitment

It’s in both the employer’s and the employee’s best interests to complete the process quickly.

There are plenty of good reasons why recruitment processes are convoluted. Finding the right hire for your business isn’t easy, and stringent checks are needed to get the best possible fit for your business. You also want to ensure everyone in the team gets their say.

It’s in the nature of multi-faceted processes like this that each transition from one stage to the next risks developing a bottleneck.

Take, for example, the task of screening resumes. How many people need to provide input? How many resumes do you wait for before screening? Do you look at each as they come in, or wait until you have enough to do it as a bulk task? What happens if you don’t find a candidate suitable enough?

Making your recruitment process as efficient as possible requires preparing the answer to all of these questions in advance and eliminating any delay between stages. Automated HR systems can help with that.

HR process improvements: smooth out the bottleneck

Creating a Nintex workflow for the entire recruitment process is the best way of cutting out unnecessary delays along the way.

Why manually forward each individual application to your team, when you can create a workflow that does it automatically? With Nintex, you can create automated HR systems for each stage of the process – from job advert to signed contract. When a task is completed, the next stage automatically begins. Job requisition approved? The next person in the chain is assigned a ‘post job advertisement’ task. After that, another receives ‘screen resumes’. The chain continues…

But Nintex isn’t just a single, monolithic chain – workflows can be far more complex and dynamic than that. What happens if you’ve completed your phone interviews and still can’t find a suitable candidate? You can loop your workflow back to a ‘screen resumes’ or ‘post job advertisement’ task – so colleagues can get back to the drawing board and minimize the damage of any wasted time that’s already occurred.

If you need three people to complete a task, such as ‘provide application feedback’, then set it to be completed by all three before the workflow can move to the next stage. Set reminders if two of the three have completed the task.

Each automation creates real HR process improvements that save you time and makes recruitment more efficient. The more efficient your process, the more likely you are to snap up the best talent available.

The automation factor

Automatically assigning and diverting tasks between different members of your team isn’t the only thing Nintex can do. Nintex also allows you to automate the distinct tasks themselves, such as sending out replies to successful or unsuccessful candidates.

Plan a template email in advance, which will automatically pull personal information from a candidate’s application, and schedule it to be sent as soon as applications are accepted or rejected using Nintex DocGen®. From there, all you need to do is click ‘accept’ or ‘reject’ and the rest of the process will be readily automated.

And once the whole process is complete, and your star employee is hired, why not set your recruitment workflow to automatically kick-start your onboarding workflow?

Automated workflow management

The amount of time it takes one person to forward an email, redirect a task, or follow up on feedback never seems like a lot of time. But if you multiply that by the number of people in the entire process – and the number of applications you receive – then you’ll soon realize exactly how much valuable time your business wastes.

In time-sensitive processes like recruitment, it’s essential for companies that want the best results to be quicker and more efficient than anybody else.

Nintex eases the bottlenecks and eliminates the slack by making each stage of your everyday workflows are automatic and immediate. The best part is that it’s completely customizable, meaning the tiny idiosyncrasies and nuances of your workplace can be easily accounted for.


Get in touch today to find out more about how Nintex can help you get the most from the talent you’ve already employed.


Karina Mounivong

Vice President of Nintex Global HR,  Karina Mounivong brings more than eight years of HR experience within the technology sector to her role. Karina works closely with the Nintex management team and HR peers to ensure that all employees have a fulfilling career at Nintex and prosper within the company’s collaborative work environment.

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