Managing applications when you are overwhelmed with candidates
Behind those applications are real people. Even when you are busy, it's important to treat them respectfully
At our team catch-up last week, we were discussing the fact that we seem to be seeing an uptick in job listings recently, something that's also been reflected in our conversations with others in the recruitment sector.
But there's no getting away from the fact that there are still nowhere near as many jobs available as there were a year or two ago, and there are still lots of jobseekers looking for a new role.
As an employer, that might be good news because you'll potentially have lots of candidates to choose from. But on the flip side, it means sifting through lots of applications, and that can be overwhelming.
The key thing to remember throughout this process is that at the end of it all, there are people involved. Behind those words on a CV or in a cover letter, there are real people who have taken the time to apply for a role.
So, if you’re in recruitment for your organisation, even though in this market it's time-consuming, it's important to acknowledge your applicants throughout the process.
And remember, surveys show that people who have a bad recruitment process often tell other people about it, and can even be less likely to accept the job if it is offered to them. And, in the for-purpose sector, where candidates often apply for jobs based on their values and may have strong feelings about your organisation and its work, creating a good recruitment process is even more important to leave a lasting positive impression of your organisation.
Tips for managing a high volume of applicants
#1 - Be clear about when the role closes
Depending on your urgency to hire, you can either have a closing date after which all applications received will be reviewed, or state that applications will be reviewed as they are received, and the role may close early. Make sure it’s made clear within your advertising, so that jobseekers know what to expect.
And, remember that sometimes applicants don't see a role advertised until later on, or an applicant may want to take their time to understand the role and complete an application. So, closing applications early does mean you run the risk of missing out on a great candidate. A better option is to leave it open until the closing date, but review applications against set criteria as they come in, so you are not having to look at them all in one go.
#2 - Acknowledge your applicants
It's a simple courtesy to let applicants know that their application has been received. This doesn't need to be complicated - you could even set up an automated email to go out, acknowledging receipt and reiterating any information about the application, such as review timeframes.
#3 – Keep candidates up to date and give feedback
No one likes to be left in the dark, so it's important to keep candidates up to date during the process.
Good stages of communication include:
An email saying a candidate is being shortlisted and the next steps
An email following an interview, thanking the candidate for their time and explaining the next steps
An email acknowledging candidates who made it to the interview or referee check stage but we not offered the role.
An email at any stage acknowledging a delay in the recruitment process - jobseekers would rather know things are delayed but that they are still in with a shot than know nothing at all.
You may also wish to include timeframe elements in your advert. For example, you may state that anyone who hasn't heard within two weeks of the closing date won't be progressing to an interview. This can cut down on your admin, although it may come across as slightly impersonal.
For those who did make it to the interview stage, it's good practice to also provide some feedback. This makes applicants feel valued. And, even if they weren't quite suitable for this role, they might be a good fit for another role in your organisation, so providing a positive experience could encourage them to apply again.