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Applicant management is a complex process that requires careful planning and preparation. It includes all activities that recruiters undertake in order to find the right employees and retain them in the company in the long term. The following article provides an introduction to the topic and explains important aspects that need to be taken into account when recruiting.
Applicant management: definition and importance
Applicant management, also known as applicant administration, is a holistic recruitment process. Depending on a company’s individual recruitment strategy and the position to be filled, the application process can look different.
An attractive job advertisement and a targeted selection of applicants using tailor-made methods and tools are prerequisites for the success of modern applicant management.
This can not only strengthen the employer brand in the long term, but is also an absolute must in times of skills shortages in and increasing employee mobility.
Briefly explained: What is the difference between applicant management and e-recruiting?
The two terms are often used interchangeably. However, it should be noted that e-recruiting exclusively uses digital tools, while applicant management as a sub-area of HR management it can also take place in analog form.
What are the aims of applicant management?
Companies that (want to) recruit new employees pursue four goals:
- Save costs and time in the recruiting process
- Approach suitable candidates correctly and win them over
- Create a good basis for trusting communication with applicants
- Build and establish a positive employer image
What makes a good applicant management system?
he modern working world is in a state of permanent change, which HR managers must be prepared for in order to meet the new requirements. One of the success factors of applicant management is speed. Today’s and tomorrow’s candidates expect the application process to run as smoothly and efficiently as possible. A quick acceptance or rejection is highly valued by applicants and is the basis for gaining the trust and loyalty of a potential employer.
Furthermore, uncompromising data security and a high degree of transparency are crucial for prospective job applicants to take the published advertisements seriously and submit an application. They want to be sure that their personal data will be handled with the utmost care and in compliance with current legislation. At the same time, it is important for them to have a precise insight into the procedure. This is especially true if the application process goes through several stages.
Last but not least, openness towards digital technologies is the key to the success of recruitment measures. It is therefore not surprising that companies are increasingly relying on digital channels to effectively address and attract top talent. Young recruits from generations Y and Z in particular are using social media to find their dream job and obtain information about a potential employer. They also welcome the opportunity to submit a mobile application.
What does applicant management involve?
Applicant management is responsible for the smooth organization and automation of all processes relating to applications sent to a company. The applicant management system not only includes direct communication with applicants, but also ensures that cross-departmental preparation and follow-up processes run smoothly.
What tasks are HR staff entrusted with?
The HR department has a number of tasks to perform as part of the application process. Some of these are:
- Personnel requirements planning
- Target group analysis and creation of candidate personas
- Defining the requirements profile for an advertised position
- Strategic distribution of job advertisements
- Automated sending of confirmations of receipt and replying to emails
- Pre-selection of candidates based on the application documents received
- Making appointments and inviting pre-selected candidates
- Preparation and implementation of selection procedures
- Evaluation and decision regarding candidate selection
- Notification of acceptance
- Formulation of employment contract and mutual signature
- Drafting and sending rejection letters
- Creation of an applicant pool
- Preparation and implementation of onboarding
- Managing application documentation in compliance with regulations
What do recruiters need to consider when it comes to data protection?
EU data protection legislation stipulates that the processing of personal data relating to an identified or identifiable individual should be fair and lawful. Recruiters are legally obliged to protect all applicant data and only use it to fulfill the recruitment process. This means that even the inclusion of data from unsuccessful candidates in a talent pool requires renewed consent.
All candidates should know what happens to their personal data after they submit the required application documents and who has access to them. This applies to both electronic and paper applications. Access to these confidential documents should be secured against all others and data storage is only permitted for a period of time specified in the application process.
What employers face in the event of a data breach
A data breach in applicant management can lead to a high fine (up to 20 million euros or 4 percent of annual turnover) as well as other penalties. A lack of or inadequate data protection LINK in the company can also cause serious damage to a company’s image, jeopardizing its reputation and market position. The data protection breach must be reported to the competent supervisory authority within 72 hours.
What skills do HR staff need to have?
HR staff can only understand, design and optimize complex recruiting processes if they have a bundle of skills. The most important of these are
- Communication skills and understanding
- Empathy and perspective-taking
- Empathy and knowledge of human nature
- Strong planning and organizational skills
- Professional understanding of the respective industry
- Networking with top talent and industry experts
- Building and strengthening your own recruiter brand
- Good handling of analytic tools
Recruiting process: Mastering applicant management in 5 steps
Applicant management comprises several steps that should be strategically planned and coordinated internally. The following steps serve as a suggestion for a modern applicant management process:
Step 1: Job advertisement
As soon as the need for well-qualified employees has been determined as part of strategic personnel requirements planning, HR managers can advertise a vacant position. The first step is to create a specific requirements profile that describes the professional and personal skills the company is looking for in a candidate. A responsible employee can then write and place a corresponding job advertisement. Candidate personas are invaluable for getting a better picture of where the desired candidates are. Social media recruiting and active sourcing are becoming increasingly important.
Step 2: Candidate selection
Once a job advertisement has been published on various channels, it is important to respond quickly to the applications received. Automated confirmations of receipt and smooth communication by email and telephone are essential in order to create a basis of trust and pay attention to the candidates who apply.
In this step, the pre-selected applicants are informed transparently about the interview and other forms of selection procedure. At the same time, a prescreen and background check is carried out. A preliminary decision is already made here.
Step 3: Interview with or without assessment center
The interview offers the opportunity to get to know the pre-selected candidates personally. Depending on the advertised position or the specific needs of a company, the interview can take place in several stages. Large companies in particular rely on preliminary interviews via internet telephony (VoIP) or video conferencing before inviting applicants to a personal interview. Assessment centers are also increasingly being used to find the right candidates for a position of responsibility. In any case, it is important to employers that employees not only have the required skills, but also fit in with the corporate culture. Cultural fit is highly relevant in this context.
Step 4: Acceptance and rejection
The notification of an acceptance or rejection is probably the most emotional step in applicant management. A professional and friendly tone in email communication with selected and rejected candidates is essential. In the first case, an employment contract is negotiated and mutually signed.
Second-best and rejected applicants, for example, can be included in the talent pool if they so wish.
Step 5: Onboarding
The successful recruitment of a new employee is followed by onboarding, i.e. their professional and social integration into the company. Depending on the position or internal HR strategy, the onboarding process can take anywhere from a few days to several months. During this time, new employees are familiarized with their areas of responsibility, organizational structures and work processes. They are also introduced to their new team and the prevailing corporate culture.
Applicant management: analog or digital?
There is no way around the digitalization of applicant management. This is due to the fact that analog applicant management no longer meets the requirements of the modern working world.
The reason: it is slow, time-consuming and error-prone. In contrast, digital applicant management saves a great deal of time and money. It can also be fully automated, allowing recruiters to complete their tasks much more efficiently. In times of a shortage of skilled workers and increasing employee mobility, time-to-hire is an important key figure.
What is applicant management software?
Modern applicant management is supported by HR software that facilitates the daily work of recruiters. It helps to optimally guide candidates through all phases of their application and to secure all applicant data in compliance with the law. A digitally supported applicant management system ensures fast processes, assessments and coordination within the team.
Smart functions such as message templates, workflows, automation and chat with applicants reduce the effort and achieve a decisive time advantage on the way to the desired employee.
10 tips for optimizing applicant management
- Analyze the status quo and your planning goals
- Find out about trends on the job market and applicant expectations
- Adapt organizational structures and processes to new circumstances
- Plan your personnel requirements strategically
- Create a short and long-term action plan
- Only use methods and tools tailored to your company’s needs
- Be open to the digitalization of internal processes
- Find customized applicant management software
- Communicate with applicants via different (digital) channels
- Ensure a high level of transparency and data security
