Online collaborative software: the missing link for recruiters Discover how cloud collaboration tools can help you reduce time to fill - and what to look for in a solution. Introduction According to the LinkedIn Global Recruiting Trends report 2017, it can take up to four months to fill a new role. More research from Glassdoor suggests that, while average time to fill is 24 days, it typically exceeds 40 days for many in-demand job positions. These kind of delays are highly frustrating – especially if you’re managing a recruitment team that’s under pressure to hire faster. So what’s the solution? This paper explores how secure online collaboration software can help you accelerate the recruitment process, reducing time to fill significantly.

“…research from Glassdoor suggests that, while average time to fill is 24 days, it typically exceeds 40 days for many in- demand job positions.”

2 Online collaborative software: the missing link for recruiters cafex.com The case for better collaboration

There are many other ways that technology can be used to improve the way recruitment teams work.

You can deploy an applicant tracking system (ATS) to sort and prioritize resumes. You can use the data and recruitment metrics within your ATS to review the efficiency of the various stages within your recruitment processes. Or you can boost your brand as an employer with cutting-edge online marketing or advertising.

Yet despite these areas of obvious potential gain, there is one that stands out above all else – the need for better and more efficient collaboration online.

This shift needs to happen:

• Within recruitment teams

• Between the recruitment team and the rest of the business Weeks could be added to the recruitment process, • And between recruitment teams and the costing money and delaying operations. In the candidates themselves worst case scenario, good candidates suffer a bad experience and drop out of the process completely. Why? Consider the typical challenges you face that Reputational damage can also follow, especially if have a negative impact on your own time to fill stats. candidates report their perception of a disorganized The process starts with back-and-forth communication and delayed recruitment process to others. between your hiring managers, HR and the finance department to discuss job descriptions and budget. There is a definite and pressing need for better Multiple hiring managers then need to meet the HR collaboration – powered by modern software – team and third party recruiters to discuss candidates. that can: Interview scheduling then needs to be coordinated with promising candidates. A flurry of back-and-forth • Improve communication between recruiters, communication takes place, both internally and HR teams, and hiring managers outside your company, to evaluate interviews and • Streamline the resume and interview discuss job offers. feedback process

The risks inherent in these interactions are many. • Make it easier to gather feedback from both Messages and attachments might be lost or candidates and hiring managers overlooked. Scheduling is an ongoing challenge, as is keeping all relevant information organized and up • Boost candidate engagement and experience to date.

3 Online collaborative software: the missing link for recruiters cafex.com Responding to periods of crisis

There is another good reason for improved online collaboration that has become apparent in recent times: the need to continue with business-as-usual while working remotely in the face of a health crisis like the COVID-19 pandemic.

Organizations may be freezing recruitment temporarily in response to the crisis. On the other hand, there may be a need to plan for a new wave of recruitment that will follow once the freeze ends.

Whatever the situation – you still need to keep on working – and COVID-19 has shown that there is a clear need for systems that enable internal and external stakeholders to collaborate and make decisions while working remotely.

4 Online collaborative software: the missing link for recruiters cafex.com The components of a modern collaboration software solution

The need for better online collaboration – driven by both recent events and a need to drive efficiency – is absolutely clear.

The numbers bear this out organization-wide; 34% of organizations have deployed a collaboration tool, with 30% of organizations committed to doing so in the future (Nemertes). Similarly, Gartner predicts the workstream collaboration market will reach $4.9 billion by 2021; and by 2022, 70% of teams will rely primarily on workstream collaboration tools to get their work done every day.

But what exactly do you need to implement to solve these challenges? Broadly speaking, solution requirements can be organized into three main areas:

The capability to meet The need to chat productively The need to bring both internal easily in HD video and securely within the and external parties together in organization a shared secure workspace

So you can speed up decision So you can avoid email overload So you can also extend this making by connecting instantly and share information – communication to third parties with colleagues, partners, and including files, emails, links, and (i.e. candidates and recruitment candidates by meeting application data – in an easy partners) without compromising face-to-face on screen. and productive way. privacy policies or national or international regulations.

5 Online collaborative software: the missing link for recruiters cafex.com The issue with using many systems for collaboration The challenge many organizations face is that, while they may currently have solutions for all three areas, these solutions are often fragmented.

You may be using Zoom for video conferencing, Consider the following scenario: for example. You may be using Asana for project management. Or you may be using Slack for Your probable situation now when interacting instant messaging. externally:

The problem for the user is that this array of tools It’s difficult to meet face-to-face can feel like an overload of systems, logins, and Communication is fragmented across emails, calls, message streams that actually feels like a hindrance to and meetings productive working rather than a benefit. Calendars aren’t visible for scheduling The other major issue is that most of these systems are also often designed for use by internal teams Files and application data can’t be shared easily only for security reasons. This restriction presents significant challenges while working with parties Guest/external access to content and systems is outside the enterprise. limited Your desired state: Towards a solution You can bring together the right people, content, For most recruitment organizations, the need is not and tools at any time just to find new ways of collaborating to overcome old inefficiencies. There is also a need to find simple, Your workspaces are fully secure so you can share unified, and easy-to-use systems that don’t create new sensitive information safely inefficiencies. Everything is easily accessible via one piece of Crucially – given the nature of recruitment – there software is also a need to collaborate effectively with people All communication can be extended easily and outside your company, especially candidates and safely beyond the enterprise, collaborating across recruiting agencies. borders.

In order to achieve your recruitment goals, consider adopting collaboration software that meets the desired state criteria to support these ways of working as soon as possible.

6 Online collaborative software: the missing link for recruiters cafex.com Your solution checklist When you are choosing a solution, keep in mind that not all collaboration tools are the same. It is important to evaluate options carefully based on your company’s unique requirements before you buy.

At a minimum level, your checklist should include the ability to:

Collaborate as easily outside the four walls of your recruitment company as with colleagues inside (sharing calendars, content, and application data securely)

Keep your data safe at all times (ideally with enterprise keystore support, encrypted storage, and workspace specific keys)

Maintain complete control of your data in compliance with corporate policies (so if you need to store all data within your corporate domain rather than a provider’s cloud environment, then you should have the option to do so)

Empower users to set up or join video meetings or text-based workspaces in just one click or tap, speeding up adoption while making collaboration more simple and productive

Pull in data and sync from other applications like Slack, Salesforce, Jira, Smartsheet or others as required

Jointly view up-to-date documents in the cloud without having to risk losing files in email chains or wondering if the latest version from

A solution that ticks all of these boxes will give your teams the ability to work more effectively, whatever the circumstances.

Your recruitment processes will become more efficient. Ultimately, you will also be able to reduce time to fill, a critical metric for companies seeking to recruit top candidates in today’s highly competitive job market.

7 Online collaborative software: the missing link for recruiters cafex.com Find out more

CafeX has developed a new cloud collaboration platform, Challo, to help you connect with people from other organizations as easily and safely as your own.

Please be aware that, in response to the COVID-19 pandemic, Challo is free to use for all organizations until July 1 2020.

To get started:

or

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