The most important factors of managing high-volume hiring in 2019 

Part 1

Whether you’re looking for seasonal temps, graduate hires, or opening a new branch or office, high volume hiring is likely on the horizon for most large organisations. Particularly in industries with high turnovers, for example, retail, hospitality and facilities management, high volume hiring is a key part of recruitment strategies, yearly budgets, and resource management.  

Before we jump into the logistics, let’s take a look at exactly what we mean.  

What is high-volume hiring? 

High-volume hiring essentially means recruiting for an abnormally or seasonally large number of vacancies. For some organisations, this could mean 20 staff for a new office or a specific job role, for other larger organisations, it can mean tens of thousands of new recruits across the country to cover busy periods. 

When does volume hiring take place?  

High-volume hiring typically takes place during peak seasons. For example, a chain of hotels in sunny destinations are likely to recruit highly in the summer months and retail businesses need more staff over Christmas.  

However, some organisations will focus on large-scale graduate or apprenticeship hire, typically focusing around the new academic year. High-volume hiring can take place whenever is strategically viable for an organisation, but seasonal recruiting is the most popular and high-demand time of year.  

Now that’s covered, let’s get into the logistics.  

In this guide, we will cover the following aspects of high-volume hiring:

Part 1 

  • Candidate experience in volume hiring 
  • User experience and the impact of technology

Part 2

  • Learning from previous volume hiring cycles  
  • Reassessing and enhancing your volume hiring strategy 

Throughout this guide, you will have access to 

  • Insightful statistics and data about volume hiring 
  • Valuable information about volume hiring trends 
  • A greater understanding of how best to implement an effective strategy 
  • Top tips and infographics for bite-sized information 
  • Checklists and templates to help you improve your volume hiring 

Section 1: Candidate experience in volume hiring 

Similarly, but affecting different parts of the process, user experience (UX) and candidate experience (CX) are among the most important elements of streamlining your volume hiring process.  

First up, let’s investigate the candidate experience. 

CX focusses on the front end or applicant-facing side of your system. Before we delve into the depths of strategy and usability for your candidates, let’s look a quick definition.  

Now we’ve clarified what we mean by the candidate experience, it’s time to put our knowledge to use and dig a little deeper into the importance of this first aspect of volume hiring.  

Why is the candidate experience important? 

As we looked at in our recruitment marketing guide earlier in the year, a candidate is 38% more likely to accept a job offer if they enjoyed a good candidate experience 

Beyond this, the candidate experience holds a vital correlation for the quality of candidates applying for your positions. So whether you’re hiring a single MD or 2,000 Supermarket Assistants across the country, ensuring the application process is quick, slick, and easy to follow will ensure the best candidates for the job follow through on their intent to apply.  

How can the quality of the candidate experience be measured?  

There are a few indicators of candidate experience you can keep an eye on within your own process, including: 

  • Job advert click-through rate 

The candidate experience begins at the moment they see your job ad online. Unless you’re paying for your slots, you won’t necessarily have access to the number of impressions your post has received (aka, how many times your post has been seen). However, you should be able to get an idea of how many candidates click through into your actual job description.  

While this will provide a good indication of how many applicants are interested in your job (which is also an indication of how enticing your job titles and snippets are), the main thing you want to be looking out for is how many of those people click the apply button.  

Number of people who view your job description ÷ 100 x clicks to your apply button = click through rate 

  • Applicant drooff rate  

An important metric in high volume hiring, your applicant drop off rate will help you to understand how easy it is to apply for your vacancies. An applicant drop off rate can be defined as the percentage of candidates who begin filling in an application form but do not complete it. According to Glassdoor, the typical applicant drop off rate (as of 2018) is 80%.  

Although it may seem tempting to make applications more difficult to essentially filter out those who aren’t serious about the job, this can be highly counterproductive. The harder it is to apply, the higher your drop off rate will be. There are a few ways to access this information. Google Analytics is one place you can find this information. Alternatively, your ATS should provide this reporting functionality. In Kallidus Recruit for example, it can be found in Submitted vs Unsubmitted applications.  

  • Rate of offer acceptances 

As we mentioned earlier, applicants who enjoyed a good candidate experience are 38% more likely to accept a job offer. In high-volume hiring, you are bound to get some candidates who don’t take the jobs. After all, the circumstances of high-volume hiring are often for seasonal temp roles, the candidates for which will likely be applying to a wide range of vacancies.  

However, with such a high volume of applications and job offers, this type of hiring provides you with a large set of data and statistics. If the majority of candidates who are offered jobs with you accept them, chances are your candidate experience is strong. If, however, you’re starting to see rejections increase, it may be time to reassess the application process and candidate experience for your vacancies.  

Now we’ve looked at the candidate experience and the impact this has on the volume hiring process, let’s dig a little deeper into the user experience (UX) and what that means for those in charge of running your volume hiring campaigns.  

Section 2: User experience (UX) and the impact of technology on high-volume hiring 

One of the most important components of a successful volume hiring campaign is the technology you use to process applications.  

An applicant tracking system (ATS) is a vital piece of the puzzle. However, simply having an ATS isn’t enough to effectively streamline your recruitment process, especially when dealing with large scale (often nation-wide) hiring.  

In our particular scenario, UX is referring more to the usability of the “back end” or “back office” of the ATS you are using to manage your recruitment.  

Before we go into the logistics, let’s look at a quick definition. 

How can the UX of an ATS impact high-volume hiring?  

  • Accessible data and reporting 

The easier your reporting and applicant data are to access, the more you can optimise your volume hiring processes, from application forms to onboarding. The easier to access and understand your data, the more successful your high-volume hiring campaigns will be. Kallidus Recruit for example provides a wide range of reporting facilities that are displayed in a visually pleasing and easy-to-understand way. 

  • Adaptable reporting metrics 

One of the key factors of usability is how adaptable the platform is to your needs. An ATS with good UX should provide configurable reporting to allow you to keep track of the data and metrics that matter to your hiring teams and impact your strategy. Some ATSs will allow you to create reports within the system while others will require support from a technical team during implementation. Either way, working with recruitment consultants and industry experts can be a fantastic way to manage your high-volume hire reporting in the most effective and efficient way.  

  • Managing high levels of applications 

A good user experience in the back end (admin/manager portal) of your ATS should allow you to easily manage high levels of applications across a number of locations for a variety of positions. High application numbers can be one of the most daunting parts of the high-volume hiring process. The ATS is there to centralise these processes and enable your hiring teams to manage everything in one easy-to-use location. Essentially, a good user experience for those in charge of hiring admin means this can all be processed more efficiently. 

  • Automating responses for deal-breakers 

One of the biggest time savers in any ATS with good UX (both for the candidates and those in charge of back office admin) is the use of gross negative disqualifiers, or killer questions. Say, for example, you are recruiting for a large number of delivery drivers across the country. A key killer question for this role could be “Do you have a valid UK driving licence?”. If the answer is no, an ATS with good UX and an easy admin experience can send automated responses to inform candidates that they either cannot progress with their application, or that their application has been rejected.  

This will ultimately save time for everyone involved and improve the quality of candidates likely to reach the interview stage of your volume hiring process.  

  • Reducing time needed from HR teams  

This one is wonderfully simple. The easier and more intuitive the system is to use, the less time it takes for hiring managers and HR teams to do their jobs. Good UX and help improve efficiencies across a wide range of areas with a HR professional’s role, from recruitment marketing to reporting on the average cost per hire.  

  • Overseeing application stages on a large scale  

Any ATS with an easy-to-use back office (or admin side of things) should provide clear visualisation of the stages of applications. When hiring in large volumes, managing these stages is a vital part of ensuring efficiency, consistency, and a good candidate experience. Mass hiring shouldn’t detract from the efficiency of organisation or the experience applicants receive. Using UX-friendly reporting functions that clearly show the application funnel (as well as provide access to which candidates are at which stage) allows your hiring teams to manage high-volume hiring on a national or even global scale. 

Essentially, implementing an ATS that promotes a better, easier candidate experience and user experience will save everyone involved in the volume hiring process a lot of time. Whether you’re looking to save admin hours sifting through CVs or want to ensure only the best candidates come through, the success of highvolume hiring requires reliable and easy-to-use recruitment technology.  

“The easier to access and understand your data is, the more successful your high-volume hiring campaigns will be”

Conclusion 

That’s all for part one of our guide to the most important factors of managing high-volume hiring. This time, we’ve looked at both the candidate and user experience as well as how the recruitment software you used can impact your processes and your success.  

Next time, we’ll be taking a look at how you can improve and revitalise your current processes to future proof your volume hiring strategy.  

Part 2 coming soon…  

In the meantime, we’ve created an SMS template for you to help improve your automated messaging and ongoing communication with your candidates.  

Fill out the form below to download your copy