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Streamlined Mass Recruitment: 10 Foolproof Steps for Recruiters

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Mass recruitment is a challenging multi-tasking task for recruiters and placement companies. However, it is essential because the right talent will ensure the growth and success of the company. Additionally, with strategic planning, experienced recruiters, and customization of AI-based technology and tools, mass hiring can be carried out efficiently, saving time and finding suitable candidates for different roles in different departments.

Now the question suddenly arises as to what mass settings are and why they are carried out. Let's understand this.

What is mass recruitment?

Mass hiring is when companies or recruiters hire multiple potential applicants in a short period of time. Generally this happens for the following reasons.

The reasons for mass hiring depend on many aspects such as: the rapid growth of the company, expansion in a different area or the establishment of a new entity in a new location. For these reasons, the companies need qualified professionals and potential candidates to achieve the goal and vision of the company.

Second, it could be seasonal settings. The retail and hotel and catering industries, for example, boom during the festive season. Therefore, they need temporary employees.

Finally, the reason may be unknown or immediate. For example, with the advent of the Covid-19 pandemic, the healthcare sector needs more staff than ever before.

Recruiters must understand and strategically prepare for these demanding tasks and, based on this, conduct the recruitment and selection processes accordingly.

What challenges do recruiters face when hiring mass personnel?

In fact, mass hiring is no walk in the park for recruiters and HR managers. It is a long, hectic and arduous process to find and hire the best candidates in a short period of time. Let’s look at some of the key challenges recruiters face when hiring talent at scale.

Large-scale hiring is done in collaboration with the team. Therefore, recruiters sometimes find it difficult to involve and involve all team members and hiring managers in the hiring process. This challenge can be efficiently solved through the use of large-scale recruiting software that streamlines and automates various phases of the hiring process, thereby enabling better coordination between team members.

The most difficult task is managing time and responding to each candidate in the talent pipeline. Recruiters cannot interact with thousands of candidates 24/7. There are time and human constraints that can impact applicants' experience.

Additionally, it is difficult to select the right candidates for the various vacancies. It is often a challenge to select the right candidate for a specific role.

Additionally, writing clear and accurate job descriptions for each open position takes a lot of time. Limited resources and skills gaps in the hiring team are the biggest drawbacks many companies face when hiring in bulk.

Fortunately, AI-powered recruiting is a boon for recruiters who conduct mass hiring together.

It saves recruiters from manual and repetitive tasks and allows them to focus on the essential tasks that require a human approach and critical thinking.

Let us understand the proven strategies and fruitful features of AI Recruitment Software that work for many companies in conducting mass recruitment successfully.

Proven solution for mass recruitment in 10 steps

It's true that without a strategic plan, recruiters and hiring managers can't achieve the results they want. Therefore, it is necessary to understand and be prepared for the obstacles they might face in mass recruitment.

1.Create a strategic plan for mass hiring efforts

A plan can save HR managers hours of monotonous work. Therefore, it is important to create a sequential plan that is synchronized with the recruiting funnel tasks before mass hiring.

Recruiters can break down the tasks of the mass hiring workflow with the following recruiting funnel, which could enable them to have a smooth hiring process.

  • Awareness - marketing the open position
  • Attraction - positive employer branding
  • Interest - approaching and interacting with candidates
  • Apply - Easy application option
  • Assessment - assessment of skills
  • Interview - One-sided or personal interviews
  • Hiring - Hiring the best talent

In addition, HR managers need to think about possible obstacles that may come in their way in this process and try to find solutions to these obstacles. The team should work together and divide the work to determine who will do what. For example, who is responsible for grading the tasks, who is responsible for publishing them on social media or conducting video interviews?

2.Create a meaningful job description

After thorough planning, you should create an accurate job description, key responsibilities and top 3 skills required to avoid confusion during mass recruitment. A well-thought-out evaluation process is critical to this inadequate task. Therefore, arrange a meeting with your employees and discuss the strategy to overcome such a challenge.

Write your requirements in a well-structured manner. Proofread them. Don't leave anything out. The description must be easy to read and clear enough to understand. Unclear explanations could lead to confusion among applicants. Don't go overboard with unrealistic expectations and strict guidelines.

Please don't forget to add this section: What's in it for them (the applicants) to help you attract and retain more applicants.

Describe the company's culture and work atmosphere by publishing interviews with existing employees. This helps applicants understand the company’s values. And you get a clear idea of the company culture and working atmosphere. Train your hiring team and create a standard directory for video interviews. This way, team members know exactly what a company is looking for in applicants.

3.Update your careers page

The careers page is a crucial factor for large companies when it comes to mass hiring. Therefore, you need to update your careers page and add mission, vision or company DNA. This will give candidates a clear idea of your long-term goals and the greater value of the company.

According to a survey conducted by LinkedIn, 71% of applicants research the company before applying. Therefore, update the website with the latest photos and videos of any trips, events or gatherings organized by the company.

Optimize site content with catchy job ads and descriptions to attract more potential candidates into the recruiting pipeline.

Bonus tip: Add positive testimonials from employees to attract more candidates to apply.

4.Promote your mass recruitment through social media and advertising channels

Hiring managers need to use social media to better reach the best candidates. In this way, applicants get a brief insight into the company's working life and a brief introduction to its products, culture, vision and mission.

Once you have created a perfect description of your requirements and polished your social networks, it is time to post job advertisements on the website careers page and social media handles.

Remember that different platforms attract different candidates, so make the most of them by posting on the company's various social media pages. Also, a company can conduct an advertising campaign for the vacancy to attract more people.

HR managers or company managers must use their network wisely to hire qualified employees. Use your employee's network because "experienced people know experienced people." Additionally, companies and recruiters can communicate with current employees and ask them to recommend potential talent for the open position by offering incentives or bonuses.

Note: Keep the registration application short and specific. Also, make sure the application page is mobile-friendly. This means everyone (even people who don't own a laptop or PC) can access it.

Be open to the rediscovery or return of the talent. Try to consider the applicants you rejected last time because they weren't suitable for the job. However, you have learned the skills you need for the new positions.

Also try to search for your previous employees who might be interested in the open position. You can record both types of applicants for future reference, whether they are internal or external.

5.Implement tech-friendly assessment to save time on mass hires

This part is crucial as it identifies the suitable candidates. It also filters out candidates who are not suitable for certain positions. Toggl found in a survey that 64% of qualified recruiters believe increasing skills assessment is essential.

It is a data-driven approach to make smart decisions and avoid spending too much time on mass recruitment. As a result, the unnecessary stress of reviewing applications and screening candidates is reduced, allowing hiring managers to focus more on other important tasks.

When the candidate appears for such a test, he will understand the brief of the role and get an overview of the skills required for the job. AI-powered tools or technologies provide instant results and enable in-depth performance analysis of the candidate.

Time is the greatest asset for any company. These tools speed up the hiring process with their accuracy.

The statistics also illustrate applicants' strengths and areas in which they need to improve their skills. Ultimately, HR managers can also recognize what they need to emphasize when training the trainee after the induction process. So automated performance analysis is a win-win situation for both parties.

6.Automated resume screening and video interviewing

Recruiters need to use “resume parsing solutions” to analyze data and find relevant applications in less time. The resume parsing feature works with advanced search techniques like "Boolean search", "Keyword search", "Proximity search", etc. to provide investigation by scanning words. These tools work based on the parameters set by the hiring managers and can also exclude the candidates who are not suitable for the particular role.

7.Efficient and effective interviews

Conducting interviews with large numbers of applicants is a complex and time-consuming process. To avoid such a challenge in the mass recruitment process, recruiters use the following approach when interviewing applicants.

1.Fast-track interviews

These types of interviews are conducted to check the immediate response that entices the candidates to give the first answer that comes to their mind. Rapid-fire interviews are not lengthy and do not last 30-45 minutes like regular interviews. However, these interviews are delicate as the candidate is most likely being judged on their first impression, which could lead to biased hiring. Therefore, HR managers and hiring managers must ensure that every interview follows the standard process and candidates' skills are tested through targeted questions.

2.One-way video interview

In this round, the HR managers ask the applicants to answer the interview questions in the form of self-recorded videos. HR managers or the hiring team can then evaluate these videos in a time frame that suits them.

3.One-on-one interview

This type of interview is conducted in person and takes place between the interviewer and the interviewee. This is a two-way communication where the HR manager has the opportunity to test the applicant's knowledge and communication skills, while the applicant is given the opportunity to ask questions about the company's work culture and responsibilities.

4.Group interviews

Let's be honest: one-on-one interviews are time-consuming and require a lot of effort when assessing applicants. However, group interviews could overcome this disadvantage as they provide the opportunity to test a group of applicants on how they communicate with others and how persuasive they are. However, HR managers must ensure that group discussions are structured so that everyone has the opportunity to contribute and speak.

8.A good candidate experience is crucial

In mass hiring, it is crucial to have a good experience with candidates, even those who were not selected, which is important for the company's reputation. The survey conducted by PWC found that 49% of job seekers have rejected a job offer due to a poor mass hiring experience.

What happens if the rejected applicant expresses their opinion on online sites like LinkedIn or speaks offline to give reviews to their friends and colleagues? It reflects negatively on the company if the hiring department does not maintain necessary communication during the process due to a hectic work schedule.

Hiring managers can also use online hiring chatbots to communicate the hiring timeline and process with candidates. The bots can also help with frequently asked questions (FAQs) for common questions. By using such software, HR managers can efficiently contact potential applicants.

9.Automate documentation, onboarding processes and training

There are various software and tools available on the Internet that support HR managers in automatically evaluating the documentation and the onboarding process. Online tools like Applicant Tracking Systems help the hiring team obtain and organize all hiring materials.

For onboarding activities and training in one place, onboarding software can be of great help.

Also, try to offer as much personalization as possible. People have different learning styles and paces to acquire the necessary skills and knowledge. It's okay if some people need a little more time to learn, be patient and encourage them. This leaves a positive image in the minds of the company. Provide FAQs to answer the most common questions.

10.Reflect on mass hiring and get feedback after analyzing the entire process.

Now that the mass hiring process is complete, it's time to reflect and learn from the mistakes. This allows HR employees to avoid the same obstacles in the future and avoid unnecessary steps.

Conduct data analysis on the diversity of candidates you receive from different platforms, which medium you use to get the most prospects, and which steps, if eliminated, can save the team time and avoid unnecessary complexity.

By analyzing the data, recruiters will also understand from which source you get a high conversion rate of potential candidates, which you can use for future references. Prepare a report analysis of sourcing channels to identify the best source for potential applicants, and HR managers can use this specific source for future events and requirements.

Final Thoughts on Mass Recruitment

In conclusion, mass recruitment is indeed a complex process. However, with a carefully planned strategy and AI-based technologies and tools, HR managers can do it safely without missing anything important.

In this way, a company can create a satisfying experience for both parties - the hiring managers and the candidates.

Note: To get the most out of mass recruitment, make technology your best friend.

Embrace IceHrm for streamlined mass recruitment. With strategic planning and AI tools, hire efficiently for business success.

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