Edgematics’ Career Portal, an online hiring solution meticulously designed for diverse job categories, spanning both technical and non-technical realms. This case study unfolds a transformative journey, showcasing how the portal redefines recruitment by seamlessly identifying and filtering top-tier talents. With an impressive 90% reduction in time compared to manual processes.
Edgematics is a Niche & Focused All-In-Data company, specialize in providing Data Monetization and Services framework, to support clients through Digital Transformation and Change Management initiatives, with an Artificial Intelligence enabled Data Governance approach to maximize investments from data assets.
Challenges & PAIN POINTS
Yuliya, the HR & Finance Director at Edgematics, along with her teams, was grappling with the challenges of manual interviews and processes. She reached out to me to address the following pain points:
Manual interview/test and other tasks eat up valuable recruiter time.
Shortlisting and Attracting enough quality talent to fill the high rate of job openings.
Collecting / managing candidates data
Communication / Coordination with other team members
Navigating through resumes, conducting interviews with non-qualified candidates, and managing feedback, along with additional processes such as requesting document submissions, have consistently proven to be time-consuming tasks. This challenge becomes particularly pronounced when, after investing time in interviews, it becomes apparent that the candidate does not meet the necessary qualifications. Streamlining this intricate process became imperative to enhance efficiency and optimize valuable time resources.
In the face of a high volume of applicants, the daunting task of sifting through numerous resumes to identify suitable candidates becomes apparent. The scarcity of relevant and qualified individuals compounds this challenge, with only a small fraction meeting the desired criteria. Additionally, there seems to be a scarcity of high-caliber talents, possibly attributable to a perceived lack of organizational reputation. Addressing these hurdles has become pivotal to ensure the identification and attraction of top-quality candidates in recruitment process.
Another significant pain point was the manual collection of data, results, and other pertinent details, followed by the labor-intensive process of conveying this information to the head of the company. This manual workflow not only proved time-consuming but also introduced a potential for errors. Finding a streamlined solution for this administrative task became imperative to enhance accuracy, efficiency, and communication within the organization.
When a candidate is fielding offers and interviews from multiple firms, even the slightest delays in scheduling can be the deciding factor in meeting or missing our hiring goals. This is especially true when dealing with candidates who have extended notice periods, presenting a unique challenge in maintaining engagement during this prolonged interval. Navigating this aspect of the recruitment process requires a strategic approach to ensure seamless coordination and continuous interaction, despite potential hurdles posed by extended notice periods.
The hiring process is inherently time-consuming, demanding the collaborative efforts of a dedicated team. Effective coordination is paramount, yet traditional communication methods such as calling or emailing often prove to be significant time drains, particularly when team members are dispersed across different locations. Streamlining communication and fostering seamless collaboration become essential to expedite the hiring process and overcome the challenges posed by geographical dispersion.
I conducted interviews with Yuliya (HR & Finance Director) Sonia (Talent Acquisition Manager) Rushee (Digital Marketing Strategist)
What is the current process of hiring for your company?
What challenges are you facing on this process?
Who are the users and how do they currently think or feel about it?
How many team members are involved in this process and what are their roles?
Are you looking for all the processes online or some offline as well?
Will you provide the question sets of different roles for online tests or we will have to create it?
When is the version we’re designing going to be released?
What do I need to know that you don’t think other members of your team have said?
I conducted interviews with Manoj (Java Web Developer), Amrit (Graphic Designer), Ganesh (Physiotherapist at Fortis Hospital Noida), and others to improve user experience. These sessions aimed to gain valuable insights and uncover pain points, contributing to a more refined and user-centric approach.
What problems do you face while applying for a job?
How long does a recruitment process take?
Did you ever apply for other company vacancies while one is in process?
Did you ever quit after getting an offer letter during serving notice period ?
What is the percentage of getting replies even if you were not selected?
What changes/improvements are you looking for in an interview/hiring process?
Leveraging both quantitative and qualitative data from interviews, I formulated three distinct target group profiles: Yulia (Super Admin), Sonia (HR/Admin), and Manoj (Candidate). This approach allows for a deeper understanding of my main user groups, facilitating the prioritization of goals aligned with their specific needs.
Developing an online testing application tailored for job roles, the aim is to efficiently filter candidates. This innovative approach ensures that only resumes of qualified candidates are considered, streamlining the hiring process for optimal efficiency and precision.
Transforming the entire process into a digital and organized framework, the shortlisted candidate profiles are seamlessly shared for approval with the head of the company. Upon approval, the system facilitates the streamlined collection of necessary documents and details, all managed within the candidate’s profile for enhanced efficiency and convenience.
Guaranteeing a smooth onboarding experience, proactive communications are dispatched to acquaint candidates with the brand and foster comfort in their newly accepted roles. Additionally, a personalized, mobile-friendly campaign strategy is implemented to prevent candidates from feeling left behind, creating awareness and prompting action to keep the brand at the forefront throughout their journey.
⦁ Email campaigns
⦁ Personalized, Schedule and automate communications
⦁ Task engagement
Centralizing the entire process through a portal, functionalities like interview feedback, notifications to relevant team members, tracking, and other processes are seamlessly managed on a single screen. This approach ensures enhanced coordination, bringing all team members onto the same page for streamlined task completion and increased efficiency.
Informed by insights gathered through initial content audits, analyses, and Card Sorts, I meticulously crafted the user flow and sitemap for the Portal. To validate its effectiveness, I conducted thorough tree tests with stakeholders, ensuring the optimal navigation and functionality of the system.
Task flow / User Journey
Candidates can apply for a role either through a LinkedIn post or directly from the main website. After reading the job description, they follow a seamless process: signing up, providing details, and uploading their resume. This streamlined approach enhances the application experience and ensures a straightforward application process for the selected role.
For non-technical applicants, the system automatically generates email notifications, ensuring that both the candidate and HR are promptly informed. This efficient communication process streamlines the notification system, keeping all relevant parties in the loop.
For technical applicants, a structured online test awaits within a specified time frame. Tailored to the role, the test comprises sets of selected questions, displayed randomly to assess the candidate’s proficiency. This dynamic approach ensures a fair evaluation and aligns with the specific requirements of the role.
Upon successfully passing the initial technical test, the process advances with further actions. Candidates receive a link for an aptitude test, and upon success, an email notification is triggered from the dashboard for the next round (Technical 1). Technical administrators submit feedback, notifying the relevant HR. This process continues with subsequent rounds, including Technical 2, management feedback, and HR feedback, ensuring a comprehensive and well-coordinated evaluation process.
Upon final evaluation, whether selected or rejected, candidates receive timely notifications via email. This ensures transparent and efficient communication, keeping candidates informed of their application status throughout the selection process.
If the candidate successfully passes all evaluation rounds, their profile undergoes approval from the Super Admin. This final step ensures a comprehensive and thorough assessment before confirming the candidate’s acceptance into the organization.
Upon Super Admin approval, candidates receive notifications confirming their job acceptance. Simultaneously, they are prompted to submit necessary documents, creating a streamlined and organized process for the final stages of onboarding.
Post-selection, the candidate’s profile undergoes an upgrade, allowing them to upload a profile photo, essential documents, TDS details, and location-specific information based on the office, such as India or Dubai. This comprehensive profile update streamlines the onboarding process, ensuring that the candidate’s details align with the specific requirements of their designated office location.
Upon the candidate’s submission of uploaded documents and details, an acknowledgment email notification is triggered to the relevant HR team. Simultaneously, a confirmation of receiving is sent to the candidate, ensuring transparent communication and providing assurance that their submission has been duly acknowledged.
The HR team conducts document verification, and if any information is missing, they can efficiently notify the candidate with just one click. This streamlined communication process ensures swift and effective collaboration between the HR team and the candidate to address any necessary document adjustments promptly.
Once verified an email scheduler starts to keep in touch with candidates, email scheduler is a set of email templates (about us, let us know more about you, learn more…Welcome) numbers of email depend on notice period and deliver accordingly notice period days, email delivery data/time can be set manually too.
In addition to the mentioned processes, administrators and team members have control over various aspects, such as adding new roles, initiating new recruitment processes, and configuring documentation settings tailored to different office locations. This comprehensive control system enhances flexibility and customization within the recruitment platform, ensuring adaptability to the evolving needs of the organization.
Wireframing, Prototyping & Usability-Testing
Real-time online tracking for logged-in users provides instant visibility into who is actively using the portal, accessible through the dashboard. This feature ensures a dynamic and transparent overview of user engagement, enhancing collaborative awareness among team members.
Receive instant notifications on the dashboard for new feedback submissions and messages related to new recruitments from team members. This feature is complemented by concurrent email notifications, ensuring timely and comprehensive communication for efficient collaboration and informed decision-making.
Implement advanced user identification capabilities to discern multiple applications submitted by the same user across different accounts. This feature utilizes tracking methods such as user location, technology, device, OS, and other parameters, ensuring a robust system to detect and manage duplicate submissions effectively.
Efficiently refine and navigate through comprehensive data with advanced filters. This feature empowers users to tailor their search based on various criteria, providing a flexible and precise way to access and analyze the information stored within the system.
Seamlessly export data to Excel or CSV formats, enabling users to effortlessly transfer and manipulate information as needed. This feature enhances flexibility and facilitates data analysis, ensuring compatibility with various tools and applications.
Enable manual date and time setting for email delivery, granting users the flexibility to schedule emails according to their preferences. This feature empowers efficient communication planning and ensures messages are delivered precisely when intended.
Implement a random question order feature to diversify the sequence in which questions appear during assessments. This enhances the testing process by reducing predictability and ensuring a fair and unbiased evaluation for candidates.
Allow candidates to resume an online test in case of any interruption, with the system enabling returns within a specified time frame. This feature ensures fairness and flexibility for candidates facing unforeseen disruptions, contributing to a more accommodating and equitable testing experience.
Incorporate copy/inspect protection for online tests, bolstering the security of the assessment environment. This feature prevents unauthorized copying or inspecting of test content, ensuring the integrity and confidentiality of the evaluation process.
Results & Impact
Efficiency Boost: Digital solutions reduced manual tasks, saving time and resources.
Quality Talent: Online testing improved screening, attracting higher-caliber candidates.
Better Candidate Experience: Proactive communication and streamlined processes enhanced onboarding.
Improved Collaboration: Centralized portal enhanced communication and coordination among team members.
Transparency: Timely notifications kept candidates informed, fostering trust and accountability.
Security Measures: Implemented features ensured the integrity and confidentiality of assessments.
Flexibility: Customizable platform adapted to diverse office locations and roles, ensuring scalability.
Absolutely! The phrase “big challenges require small steps” underscores the importance of breaking down complex problems into manageable tasks. By taking incremental and focused actions, one can make steady progress toward overcoming significant challenges. This approach promotes a sense of accomplishment and allows for continuous adjustments based on feedback and learning along the way. It emphasizes the idea that meaningful change often results from a series of well-thought-out and achievable steps rather than attempting to tackle everything at once.
Think in all the aspects during wireframing and prototyping otherwise modification in development phase will increase unnecessary time and will be delay in the launch of project.