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Preparing the recruitment practices for the future with robotic process automation

Reimagining the recruitment process in a more efficient and value-oriented way, where automation and empathy work together

Client: German recruitment agency
The challenge
Design and develop a solution to help our partner shift their focus from time-consuming and repetitive tasks to value-adding, people-oriented tasks, increase their availability for recruitment, and the accuracy of the candidate profiles.
The outcome
A robotic process automation (RPA) implementation that round the clock searches for, and contacts the best possible candidates, based on location, specific skills, current roles, to fill multiple positions within companies.
Impact
The solution was launched in 2020. In the first months, our partner increased the accuracy of the candidate profiles, scaled their services with a 5x factor, and provided recruitment services for the US-based positions, while keeping their regular working hours in Europe.

Making the best possible hires is far from being an easy grand slam, with so many different things to achieve. Sourcing, screening, selecting and hiring the people that fit the company goals and role mission are challenging most of the time. Above that, approaching hundreds or thousands of candidates can be daunting. Recruiters are one of the company’s toughest players, but the recruitment process will continue to test their efficiency.

In 2020, a recruitment agency from Berlin engaged AI Insider to create a solution that could help them shift their focus from time-consuming and repetitive tasks to value-adding, people-oriented tasks, increase their availability for recruitment, and the accuracy of the candidate profiles.

Filtering and contacting hundreds and thousands of candidates to create a better-qualified applicant pool with the most suitable people for a particular position, while dealing with multiple open positions and unpredictable and continuous demand, the recruitment process hauled in the time for more value-adding tasks.

Facing these complexities and challenges, our partner needed an alternative to the manual work they performed, and that emulated their work.

“At AI Insider, we found the partner helping us automate the search of candidates for our recruitment services, as well as speed up the acquisition of new clients. Now, we have the automated tool that we use effectively to achieve our recruitment objectives.”
Edgar Bongkishyi, Owner of German recruitment agency

To achieve this goal, before designing the solution, in the first two weeks, AI Insider performed a thorough analysis, making sure it improves the process map and takes the right steps that bring the highest ROI for its partner.

After putting itself in the shoes of recruiters, business people, and candidates, AI Insider proposed and implemented a robotic software that emulates the human interaction with the LinkedIn platform, since LinkedIn does not have an accessible API to automate it.

AI Insider also covered the entire lifecycle, from process modeling improvement, proposing an architecture that easily extends for job search, for example, and offers a robust error handling mechanism, to release to production, and further to 2nd and 3rd level support.

The resulting solution is a robotic process automation (RPA) implementation that round the clock searches for, and contacts the most suitable candidates, based on location, specific skills, current role, to fill multiple positions within companies.

In the search process, the robot also recognizes if the candidates currently work at a partner company, a case in which it excludes them. The robot approaches the valid candidates with an opening personalized message, based on the particularities of each individual and position.

The robot is searching for and contacting the most suitable candidates, based on location, specific skills, and current role.

Within 3 months, AI Insider delivered the first version of the RPA implementation, followed by monitoring, stabilizing, and optimizing the robot in production. In the next 2 months, AI Insider developed the process modeling and implemented the second version of the automation, with additional features, including job search functionality.

This solution was essential, as our partner witnessed firsthand how big the impact was.

First, the solution eliminates the human error and increases the accuracy of candidate profiles, due to the more detailed analysis.

Second, it helps our partner provide round-the-clock recruitment services, including for the US-based positions, while keeping the agency’s regular working hours in Europe.

Third, the robot enables our partner to scale their services with a 5x factor, shifting the focus from time-consuming and repetitive tasks, like searching for candidates, to more value-adding tasks such as focusing on the qualified candidates and connecting with people, as well as accompany their customers on talent acquisition strategies.

The collaboration with AI Insider started in February 2020, and it is still ongoing.

“On the collaboration side, AI Insider made our decision easy by acting very professionally and providing us a thorough response. During our partnership, AI Insider’s speed, response time, and trust made us the happiest, and their dedication exceeded our expectations. On top of that, they have a great command of German.

We’ve been working together for months, and, looking forward, we’d recommend AI Insider for their great work ethic, quality of their services, and on-time delivery.”

Edgar Bongkishyi, Owner of German recruitment agency

Where this transition takes our partner, we’re looking forward to navigating together. Until now, the recruitment agency and AI Insider prepared the recruitment practices for the digital future with automation, by shifting the way the agency’s recruiters think about and use their recruitment processes toward efficiency, while assuring them they aren’t alone in this journey.

With automation, recruiters – from any company – will never be doing the same thing over and over again. They’ll retain their efficiency within the company and regain their time to do their best by connecting with people.

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