How do you balance a flood of job applications? Can you still provide top-notch candidate experience??
When recruiters face a high volume of job applications, balancing efficiency with quality candidate experience can be a challenging task. With the advent of online job boards, simple application processes, and the allure of attractive job postings, it’s common for popular roles to attract hundreds, if not thousands, of applicants. Under this pressure, it’s essential to maintain a high standard for candidate experience, as it not only strengthens your employer brand but can also foster positive word-of-mouth and future referrals.
Here’s an in-depth guide to maintaining a quality candidate experience amid a high volume of applications, along with a story that brings this challenge to life.
Amy had recently posted a job opening for a Senior Marketing Specialist role at her company, which was expanding rapidly. She anticipated a decent response, but within 24 hours, her ATS showed over 700 applications. Realising she had a daunting task ahead of her, Amy knew she had to act quickly to avoid getting overwhelmed while ensuring candidates had a positive experience.
Setting up the process.
Amy started by fine-tuning the filters on her applicant tracking system (ATS), making sure they were screened for crucial qualifications, such as a minimum of five years of experience and familiarity with specific marketing tools. By doing so, she reduced the applicant pool to a more manageable 300. She then divided the applicants among three junior recruiters, giving each person a target list of candidates to review.
Automating with a human touch
After the initial review, Amy set up an automated email to thank everyone for applying and outlined a general timeline: “We expect to conclude our first screening phase by the end of the month, at which point we’ll reach out to those moving forward. Thank you for your patience and interest in joining our team!”
To personalise the experience for high-potential candidates, Amy implemented a simple rule: anyone with experience at a competitor or an exceptional portfolio received a personalised email, inviting them to the next stage and offering a short, customised message about their background. This step made applicants feel valued, even in a high-volume process.
Balancing workloads and communication
As she continued to manage the flood of applications, Amy ensured that she was transparent with candidates about the process. She sent a midpoint update to everyone, letting them know that due to the overwhelming response, the process was taking slightly longer than expected. “We appreciate your patience and are committed to providing updates as soon as possible,” she wrote.
Many candidates responded positively to the emails, expressing gratitude for the communication—a rare experience for many applicants.
The Personal Touch for Finalists
By the time Amy had narrowed the pool down to 15 finalists, she was able to offer each candidate a detailed interview process, complete with a personalised preparation guide. She explained who they would meet, the interview process, and success tips. After each interview, Amy and her team dedicated time to offer feedback to candidates, particularly those who narrowly missed selection for the role.
The outcome: positive candidate experience
Despite the initial flood of applications, Amy’s process allowed her to create a positive experience for all candidates. Those who weren’t selected appreciated the transparency, and several candidates who received personalised emails or feedback even reached out to thank her.
Over the following months, Amy noticed an increase in applications for other roles and a rise in LinkedIn followers and positive reviews on job boards. Even candidates who didn’t get the job spoke highly of their experience, reinforcing her company’s brand as a desirable and respectful employer.
Conclusion: The Impact of a Thoughtful Approach
Recruiters increasingly face the challenge of managing high volumes of applications in today's fast-paced job market. Balancing efficiency with empathy may seem challenging, but as Amy’s story illustrates, it’s entirely possible with a thoughtful approach. By:
Recruiters can ensure a positive candidate experience—even in a high-volume environment. Every applicant deserves respect and acknowledgement, and by implementing these strategies, recruiters can enhance their company’s reputation and build a robust talent pool for the future.
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