When Will You Need to Adopt an Interview Scheduling Tool in Lieu of Traditional Calendar Tools?

On average, it takes 22.9 days in the US for a complete job interview process. The processing speed in the UK sees no improvement, up to 27 days on average. Scheduling multiple and high-volume interviews can be a logistical nightmare, especially for businesses that are still doing it manually. A recruiting team can lose precious time running back and forth by sending emails and juggling different parties’ calendars. The time that would be more useful for forging a strong bond between a recruiter and candidates.

A modern recruiter’s solution for this problem comes in the form of an interview scheduling tool. However, there are still businesses that are oblivious to their own need for such software. In this article, let’s go through some scenarios where a scheduling app can make a difference.

What Is Interview Scheduling Software?

For HR personnel, scheduling interviews and meetings can often feel like an uphill battle. Relying on manual methods such as spreadsheets or sticky notes, despite their familiarity, can lead to missed appointments and confusion. In situations like this, a modern recruiting team calls for the help of interview scheduling applications. 

An interview scheduling software’s primary mission is to optimize and automate the scheduling process, supporting multiple or complex interviews such as back-to-back, panel, round-robin interviews, or an entire assessment day.

Are you tired of juggling multiple calendar applications like Google Calendar or Calendly? Interview scheduling software like that of Rakuna’s is your answer. This solution enables recruiting coordinators to consolidate all their calendars onto a single platform, simplifying management and reducing the risk of scheduling conflicts. 

Moreover, these tools often come equipped with automated reminders for all stakeholders involved, ensuring that everyone stays on track for upcoming meetings. Other advanced features you should be on the lookout for when finding an interview scheduling tool are the ability to create customizable email templates and generate insightful reports to further streamline communication and decision-making processes.

While you will hear a lot of bells and whistles on every software product page, interview scheduling software should always bring these 3 core benefits. Let's take a closer look:

• Enhanced Candidate Experience: With automated scheduling, candidates can self-select interview times that align with their schedules, reducing back-and-forth communication and empowering them to take control of their interview experience.
• Efficiency at Scale: Whether you're scheduling phone screens, event interviews, or high-volume hiring events, interview scheduling software ensures a seamless experience for recruiters, hiring managers, and candidates alike. By automating administrative tasks and providing real-time scheduling capabilities, these applications streamline the entire hiring process.
• Streamlined Complex Interviews: Gone are the days of manually coordinating panel interviews or round-robin sessions. With advanced features like artificial intelligence, interview scheduling software can schedule complex interviews in seconds, allowing your team to focus on strategic hiring decisions and impress candidates with a smooth and efficient process.

When Should Your Company Adopt Interview Scheduling Software Over Traditional Scheduling Tools?

Use an Interview Scheduling Tool to Give Recruiting Coordinators More Control

Recruiters are the backbone of the hiring process, tirelessly working to meet aggressive hiring goals while managing a myriad of tasks, including scheduling interviews. Juggling multiple schedules, accommodating changing candidate availability, and coordinating with interview team members can quickly become overwhelming. This often results in delayed processes and frustration for all parties involved.

Interview scheduling software revolutionizes this aspect of recruitment by eliminating the need for endless back-and-forth emails and time-consuming phone calls. With real-time visibility into upcoming interview schedules, recruiters can efficiently manage their workload and allocate more time to what truly matters – sourcing and engaging with candidates.

By automating scheduling tasks, recruiters can focus on building meaningful relationships with candidates and providing them with personalized support throughout the hiring process. This not only enhances the candidate experience but also improves overall recruitment efficiency and effectiveness.

In essence, automated interview scheduling empowers recruiters to do what they do best – connect with top talent and guide them seamlessly through the hiring journey.

Use an Interview Scheduling Tool for Large-Scale Hiring

According to Deloitte's Facts and Figures report, their global service network recently added a whopping 4,500+ individuals to their staff network. Just imagine the hassle of manually scheduling interviews for even a fraction of that number!

An interview scheduling application offers a much-needed solution to this daunting task. With the app, recruiters gain autonomy in scheduling, providing them with a comprehensive view of all pending interviews. Managing calendars becomes a breeze when you can easily see available and unavailable time slots all in one place.

Moreover, a scheduling app acts as a reliable middle-man between interviewers and candidates. It streamlines communication by automatically forwarding scheduling or rescheduling emails to all stakeholders involved and updating everyone's calendars accordingly.

In the face of large-scale hiring, an interview scheduling app can be a game-changer, simplifying the process and ensuring smooth coordination between all parties involved.

Use an Interview Scheduling Tool for Event Hiring

Hiring at events presents unique challenges, especially when you're not the only company vying for top talent. It can feel like a free-for-all as businesses on the lookout to attract prospective candidates, leaving your recruiting team to sift through a flood of resumes after the event.

Managing multiple interviews on short notice, especially right after the event, is no easy feat. This is where an interview scheduling tool can make all the difference. By allowing companies to pre-create different time slots, candidates can choose the one that best suits their schedule. As each slot gets filled, the app updates availability, streamlining the process for recruiters while empowering applicants to take the lead.

Moreover, some interview management tools offer additional features, such as standard evaluation forms, enabling event representatives to conduct interviews onsite and log their evaluations seamlessly. This standardized approach ensures consistency and efficiency in the interview process, even in the bustling atmosphere of a recruitment event.

Additional Materials: Efficient Campus & Event Recruitment 101: Everything You Need to Know

Use an Interview Scheduling Tool When Your Company Has an Urgent Position to Fill

Recruiting often feels like a race against time, with the risk of losing top candidates to competitors and deadlines looming over your head. Time is of the essence, and being swift in your hiring process can prevent candidates from ghosting – disappearing without a trace.

There are numerous reasons why candidates may ghost you, but one thing is clear: the longer you keep them waiting, the higher the likelihood they'll slip through your fingers. This is where an interview scheduling app becomes invaluable. Features like automatic schedule emails, real-time calendar syncing, and automatic reminders can streamline the scheduling process, ensuring no time is wasted in getting candidates in for interviews.

By saving time on administrative tasks, recruiters can focus their efforts on establishing strong connections with candidates and addressing any concerns or questions they may have.

Use an Interview Scheduling Tool to Attract Young Talents

When it comes to attracting young talent, such as candidates from Generation Z, traditional hiring strategies may fall short. This generation, growing up in the era of high-speed internet and smart devices, values efficiency, instant communication, and seamless experiences.

Gen Z candidates have high standards and little patience for delays or inefficiencies in the hiring process. With the abundance of opportunities available to them, they won't hesitate to walk away if they feel their time is being wasted or if a better offer comes along.

An interview scheduling application can be a game-changer in attracting and retaining young talent. By leveraging technology to streamline the scheduling process, recruiters can demonstrate their company's tech-savviness and respect for candidates' time. With interviews that can be booked automatically and instantaneously, recruiters can expedite the hiring process, minimizing the risk of losing top talent to competitors.

Recruiting often feels like a race against time, with the risk of losing top candidates to competitors and deadlines looming over your head. Time is of the essence, and being swift in your hiring process can prevent candidates from ghosting – disappearing without a trace.

There are numerous reasons why candidates may ghost you, but one thing is clear: the longer you keep them waiting, the higher the likelihood they'll slip through your fingers. This is where an interview scheduling app becomes invaluable. Features like automatic schedule emails, real-time calendar syncing, and automatic reminders can streamline the scheduling process, ensuring no time is wasted in getting candidates in for interviews.

By saving time on administrative tasks, recruiters can focus their efforts on establishing strong connections with candidates and addressing any concerns or questions they may have.

Use an Interview Scheduling Tool When Hiring for Remote Positions

With remote work and distributed teams becoming the norm, setting up interviews across different time zones and locations can be a bit of a puzzle as traditional calendar tools sometimes struggle to keep up with the complexity of remote hiring.

This is where interview scheduling software shines. With features such as automatic time zone conversion and integrated communication tools, interview scheduling software is perfectly suited for businesses with remote teams. 

• Automatic time zone conversion ensures that interview times are accurately displayed for all participants, eliminating the confusion and potential scheduling errors that can arise from coordinating across multiple time zones.
• Integrated communication features like auto notification further enhance collaboration among remote teams, allowing stakeholders to move forward with the recruitment process without fear of calendar malfunction. 

So, whether your candidates are scattered across the globe or just working from home, interview scheduling software makes the process a breeze. No more headaches trying to coordinate schedules or worrying about missing a crucial interview because of time zone mix-ups.

Companies That Benefited From an Interview Scheduling Tool

Sensata Technology

Sensata Technology is amongst the world’s main providers of power management solutions. In the 2019 recruiting season, Sensata’s campus recruitment team struggled to meet its KPI of hiring candidates for the company’s summer internship. The chief reason for their delays was the team’s manual approach to interview coordination.

Employing the help of an interview scheduling application, the Sensata recruiting team optimized their recruitment process. Automatically scheduling bulk interviews and sending personalized emails were some of the feats the team achieved with the app.

Zalando

Between 2016 and 2017, Zalando - a European e-commerce business headquartered in Berlin, detected a problem in their hiring process. Their talent coordinators were taking too long to schedule interviews. It took a Zalando recruiter up to 60 minutes to perform a reschedule.

Using an AI-based interview scheduling software, this e-commerce company managed to turn the situation around and elevate its recruitment process. After applying the solution, It now takes 32 days for a company to finalize an offer. Previously, it could be as long as 52 days!

About Rakuna’s Interview Scheduling Software

Ready to adopt an interview scheduling tool? Let’s skip the searching and see what Rakuna has to offer:

The All-In-One Interview Scheduling Solution

Designed for every interview format, Rakuna’s Interview Scheduling Software transforms the scheduling process into a seamless experience. Rakuna is optimized to help you schedule and keep track of all interviews on one platform, no matter the interview type.

Provide The Best Experience For Everyone

One central hub for recruiters to streamline and automate the entire scheduling process for all parties involved:

• Recruiting Coordinators: Have full control in managing interviews in one streamlined platform
• Candidates: Schedule and reschedule interviews at the click of a few buttons
• Interviewers: Easily confirm interviews/ request reschedule, share your calendar availability, and show up to the right place, at the right time
• Talent Acquisition Leaders & Hiring Managers: Quickly make decisions based on comprehensive and real-time data

Simple to Use, Easy to Integrate

As a standalone product, our Interview Scheduling Software can solve the scheduling challenges well. But we can always go further. Expand your recruiting suite by integrating Interview Scheduling Software with your chosen solutions or other Rakuna recruiting products.

Want to see Rakuna in action? Book a FREE demo with us!

Conclusion

Whether you are finding talent for large companies or enterprises hiring talent as a small group, Interview Scheduling doesn’t have to be difficult. If you encounter recruiting problems in any scenarios mentioned above, consider employing an interview scheduling application. 

It might completely change the way your team recruits. For readers who are eager to gain a headstart in the recruitment race, consider checking this article on how to elevate your Interview Scheduling Productivity!

Images used in this post : Freepik