HR Documents along the Employee Journey – (1) Recruiting

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Digital Document Management to gain a positive Employee Experience

Part 1: Recruiting

A successful employee journey is crucial for a successful long-term working relationship with employees. At every stage of the employee journey, HR should be able to ensure that all employees are well supported and sufficiently informed at all times. In addition to actors – such as manager and team – who actively influence the employee experience, the support provided by the HR department plays an important role throughout the entire employment relationship.

HR accompanies an employee from the incoming application to departure. This involves a huge number of document-based HR processes. In addition to handling these HR processes and creation of HR documents, coordination of all process participants plays a major role in HR employees’ daily business. HR documents often have to be created, edited, coordinated and released through the intervention of several process participants. This often brings complicated and time consuming HR processes.

Digital document management puts the spotlight back on people

The employee journey already begins with recruiting. At that stage, document-based HR processes primarily relate to coordination and processing within applicant management.

First of all, HR creates a corresponding job posting. In order to focus on the potential employee at this stage already, HR should refrain from using interchangeable and superficial phrases that primarily serve the company’s self-promotion. Truthful hard facts about the area of responsibility and clear advantages for the applicant combined with an authentic company profile, should give the applicant an honest picture of his future employer already when reading the job advertisement.

The second step contains document management of application documents. Specifically, this means both recording incoming applications after the job ad has been placed, and sending confirmation of receipt to the applicants. In addition, applications are forwarded to internal contact persons in respective departments, and competencies of the applicants are compared. Further communication with the applicant regarding appointments for interviews and acceptances is particularly important. Here, communication should be uncomplicated and seamless so as not to alienate the applicant with excessively long waiting times.

HR documents in recruiting phase

  • job description
  • cover letter
  • CV
  • references & certificates
  • employment contracts

“Seamless and rapid communication is essential for a smooth recruiting process. This is the only way to ensure that applicants receive immediate, transparent feedback and we as a company do everything we can to retain interesting applicants,” says HR Recruiting Manager at aconso, Wolfgang Bauer.

HR software helps HR departments to make the recruiting process as effective as possible. In doing so, it enables the HR person as well as the respective manager to choose the right candidate within the shortest possible time, without neglecting important information and qualifications. In today’s world, many applicants require a digital application process. Starting with the search for the right job, where almost 84% of job seekers access job postings via mobile device, to the application process itself. The new generations of workers expect an uncomplicated application process, with minimal effort and fast communication via multiple contact channels such as WhatsApp, Xing or LinkedIn.

For the HR department, a digital and automated recruiting process means above all an enormous reduction in workload. Cross-departmental coordination processes, approvals and the processing of applicant documents can be shortened by HR software. At the same time, it ensures that all data protection regulations are adhered to at any time. Applicant management tools such as SAP SuccessFactors take care of this automatically, saving a considerable amount of time and money. This results in shorter application turnaround times (also known as time-to-hire), which in turn leads to a positive candidate experience.

“For me, digital recruiting means using a platform on which all applicant data is stored centrally to enable fast and effective communication between HR and the specialist department,” says Wolfgang Bauer, HR Recruiting Manager at aconso.

New technologies can automate entire recruiting process steps. For example, the often very time-consuming process of writing an employment contract can be completed during the job interview. This includes the definition of all variable factors such as salary, vacation days, etc., as well as the signature of both parties. With the right HR document generation software, an employment contract is created in real time within just seconds and can be signed during the job interview. In the fight for valuable professionals, this is crucial to stay competitive.

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