When we began assisting a client with their recruiting and onboarding, we quickly identified a better way to track the process from end-to-end. To increase efficiency, eliminate manual copy-and-paste work, ensure accuracy, and track data and insights, we built a new process in Airtable that serves everyone better! It allows us to track new recruits from application all the way through the onboarding process.
Before the System
Prior to this build, our clients were pulling information from multiple data sources (different job posting locations) and copying and pasting into a Google sheet. All the successive steps were being done manually, because the different systems weren't talking to one another.
Why Airtable?
Whenever we have a workflow that begins with a form and tracks projects or people, Airtable is a strong contender. The ability to create multiple views while maintaining one source of truth drastically lowers the opportunity for error. We can also use that same data to create automations, including moving someone along a pipeline based on certain parameters, sending emails, or removing them from the process altogether. Finally, we can create custom dashboards for each hiring manager, limited only to what they want to see or interact with.
Mapping the Process
Whenever we create a new system, we always start by mapping out the process, to ensure we don't miss any crucial steps, we are clear on who does what, and we can identify which steps are automated versus manual.
Hiring and Onboarding System Structure
First, we created an applicant form that allows all applicants from all sources to land in one place. That alone was a win!
Then, we split the Airtable base into several tables:
Applicants in the first phase
Applicants who passed the interview (Onboarding Agents )
Contact Log to track interactions (which connects to the Onboarding Agents list)
Existing Agents (essentially, a Hiring Buddy who helped walk the new agent through the Onboarding process)
Creating the Dashboards
If you're a business owner, you know how valuable it is to be able to see high-level metrics and data, because it helps you ask good questions and make strategic, informed decisions that help you grow.
In this case, we created a couple different dashboards:
A Candidate Interview Dashboard, so the Agency Owner can review each candidate's information before the interview, take notes, and notate the Outcome of the Interview. We also included a calendar of all the upcoming interviews.
A Data Dashboard, for the Co-owner, tracking the data she needs to make better strategic decisions about where to post their open positions and how to refine their process to ensure they're getting high-quality candidates and ensuring the lowest barrier to entry.
We also automated an email to the Agency Owner each day he has an interview scheduled, which includes a link to the Dashboard. His dashboard is interactive and limited to only the ACTIVE candidates who have interviews scheduled (ie, only what he wants to see!). On the dashboard, he can add notes and update their status: Are they moving on to onboarding, were they a no-show, or not a good fit?
When he updates their status to Onboarding, an automation drops them into the next part of the process, where our Virtual Assistant tracks the next steps: welcome email, enrolling them in training, and their licensing status.
Managing the Process & Ensuring Customer Service
With this system set up, our VA will easily be able to track multiple touch points, rate the candidates based on a set of criteria, and evaluate when they're ready to schedule an interview. The filtered views she created allows her to check each area that needs attention and focus on only that, without getting overwhelmed with all the data.
The numerous steps in the process won't get lost or muddled, and she'll be able to focus on customer experience and relational touch-points, instead of menial, manual copy/paste.
Need a process like this?
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