Background and initial situation

A medium-sized tech company with over 500 employees had a growing number of applications for various vacancies. The HR department was often overloaded with processing and screening CVs and answering frequent candidate questions. This led to delays in the recruitment process and an increased workload for the HR team.

Aims of the project

The main goal of the project was to increase the efficiency of the HR department by automating repetitive tasks and improving application processing time and internal communication. Specific objectives included:

  • Automating initial applicant screening and answering frequently asked questions.
  • Reducing the average processing time for applications.
  • Improving the candidate experience through faster and more accurate feedback.
  • Increasing the efficiency and satisfaction of the HR team.

Solution implementation

To achieve these goals, the AI was integrated into the company’s existing HR systems. The implementation process followed a clearly structured plan:

a) Needs analysis and planning:
  • Identification of applicant questions and screening criteria: Identify the most common applicant questions and key resume screening criteria.
  • Determining integration points: The IT department identified the relevant systems, including the Applicant Tracking System (ATS) (e.g. Workday) and the HR management system (e.g. SAP SuccessFactors).
b) Development and integration:
  • Creating the interview workflows: Development of specific workflows for processing frequently asked questions and screening CVs.
  • Technical integration: The AI was seamlessly integrated into Workday and the HR management system.
c) Training and knowledge database:
  • Data import and structuring: Historical application data and frequently asked applicant questions were used to expand the AI’s knowledge base.
  • Regular updates: Regular updates to the knowledge database were scheduled to ensure that the information provided was accurate and up to date.

Application example and process scenario

Scenario: Applicant asks questions about the open position

  • Step 1: An applicant asks a question about the open position via the company’s career portal.
    – Applicant: “Hello, I’m interested in the position of software developer. Can you give me more information about the tasks and requirements?”
  • Step 2: The AI processes the request and provides a detailed response to the job.
    – AI: “Hello, we’re pleased to hear that. The main responsibilities of the Software Developer position include developing and maintaining our software products, working in agile teams and conducting code reviews. The requirements are a degree in computer science or a related subject, at least 3 years of professional experience and knowledge of Python and Java programming languages.”
  • Step 3: The applicant asks about the application process and important dates.
    – Applicant: “Thank you very much! How does the application process work? Are there any important dates I should be aware of?”
  • Step 4: The AI provides the relevant information about the application process and points out important dates.
    – AI: “The application process consists of three steps: an initial review of your CV, a technical test and a personal interview. Important deadlines will be communicated by email after your application has been submitted. The deadline for submitting applications for the current vacancy is November 30, 2023.”
  • Step 5: The applicant submits their application via the career portal.
    – Applicant: “Thank you for the information. I will submit my application now.”
  • Step 6: The AI automatically checks the submitted CV against the specified criteria and makes an initial assessment.
    – AI: “Thank you for your application. Your CV will now be reviewed. If your qualifications meet our requirements, we will contact you shortly.”

Results and benefits

Following the implementation of AI, there were significant improvements in HR management:

  • Reduced response times: Average turnaround time for candidate questions and resume screenings decreased by 50%.
  • Increased candidate experience: Applicants received faster and more accurate responses to their questions, resulting in a more positive experience.
  • Relief for the HR team: HR staff were able to focus on more important tasks as repetitive tasks were efficiently automated.
  • Improved quality of pre-screening: By automating the initial screening process, the accuracy of pre-screening was increased and only qualified candidates were forwarded to the HR team.

Conclusion

The integration of AI into the company’s HR management process led to a significant increase in efficiency and satisfaction for both applicants and the HR department. By automating repetitive tasks such as answering common questions and the initial screening of CVs, valuable time was freed up and the quality of the recruitment process improved. Future enhancements could include the implementation of additional language support and the use of advanced analytics tools to further optimize HR management.