Current State
Providing timely feedback to external candidates is essential for creating a positive candidate experience and enhancing the employer brand. Candidates expect regular communication and updates throughout the hiring process, regardless of the outcome. They want to feel valued and informed, and timely feedback demonstrates respect for their time and effort.
Organizations that prioritize feedback build trust and rapport with candidates, even those who are not ultimately hired. This strengthens the employer brand and positions the organization as an employer of choice, attracting top talent and enhancing its reputation in the job market. By providing constructive feedback, organizations can also help candidates improve their future job search efforts, further solidifying a positive impression.
Complexities
While the importance of providing timely feedback is widely acknowledged, several complexities need to be addressed to ensure its effective implementation:
Establishing clear communication channels and expectations: At the outset of the hiring process, organizations need to clearly communicate the anticipated timeline, key touchpoints, and preferred communication channels to candidates. This transparency sets clear expectations and reduces anxiety and uncertainty for candidates. It also allows organizations to gather candidate preferences for communication, enabling a more personalized approach.
Developing efficient feedback mechanisms: Timely feedback should not come at the expense of recruiter efficiency. Organizations need to develop streamlined feedback mechanisms that enable personalized communication without overburdening recruiters. This could involve leveraging technology to automate certain aspects of feedback delivery, such as sending automated email updates or utilizing AI-powered chatbots to answer frequently asked questions.
Balancing transparency with confidentiality: Providing candid and constructive feedback is valuable, but organizations must also protect confidential information and avoid legal risks. Striking the right balance between transparency and discretion requires careful consideration and training for those involved in the feedback process. Clear guidelines and standardized feedback templates can help ensure consistency and mitigate potential risks.
Ensuring consistency in feedback delivery: Candidates should receive a consistent experience regardless of the recruiter, hiring manager, or department involved. This requires establishing standardized feedback protocols and training all individuals involved in the hiring process on best practices for delivering timely and constructive feedback. Regular audits and feedback mechanisms can help ensure adherence to these standards.
Overcoming technological barriers: Surprisingly, only 44% of organizations utilize applicant tracking systems (ATS) to help streamline and automate communication with candidates, according to Brandon Hall Group’s research. This highlights a significant opportunity for improvement in leveraging technology to enhance the candidate experience.
Implications
The implications of providing timely feedback to external candidates extend far beyond a mere courtesy; they hold significant weight in shaping the candidate experience and employer brand. For organizations, this practice cultivates a positive candidate experience, fostering a sense of value and respect among applicants. This, in turn, enhances the employer brand, painting the organization as attentive and appreciative of candidate effort.
Moreover, consistent communication keeps candidates engaged throughout the often lengthy hiring process, minimizing drop-off rates and maintaining their interest. Ultimately, this contributes to a stronger talent pipeline, as even unsuccessful candidates leave with a positive impression, potentially becoming future applicants or brand advocates.
From the candidate’s perspective, timely feedback provides much-needed clarity and transparency, reducing anxiety and uncertainty surrounding their application status. This open communication fosters a sense of respect and appreciation for the organization, regardless of the hiring decision. Such positive interactions can significantly impact a candidate’s perception of the employer, potentially influencing their future career choices and recommendations to others.
Critical Questions
To successfully provide timely feedback to external candidates, organizations should consider the following critical questions:
- What are the key touchpoints in the hiring process where feedback should be provided?
- What communication channels and methods are most effective for delivering timely and personalized feedback?
- How can organizations streamline feedback processes without compromising quality or efficiency?
- How can feedback be used to enhance the candidate experience and strengthen the employer brand?
Brandon Hall Group™ Point of View
Providing timely feedback to external candidates is not just a courtesy; it’s a strategic imperative for organizations seeking to attract and retain top talent. By prioritizing timely and constructive feedback, organizations can create a positive candidate experience that strengthens their employer brand and positions them as employers of choice.
To address the critical questions surrounding timely feedback, organizations should consider the following:
01 Identify Key Touchpoints
Identify the key touchpoints in the hiring process where feedback should be provided, such as application acknowledgment, interview scheduling, post-interview follow-up, and final decision communication. Ensure that candidates receive timely updates at each stage, regardless of their status in the hiring process. This demonstrates respect for candidates’ time and keeps them engaged throughout the process. Organizations should also consider providing feedback after each stage of the assessment process, such as after a skills test or personality assessment.
02 Select Effective Communication Channels
Utilize a variety of communication channels, such as email, phone calls, and video conferencing, to deliver timely and personalized feedback. Tailor communication methods to the preferences of individual candidates and the specific circumstances of the hiring process. For example, a quick update on application status could be delivered via email, while more detailed feedback after an interview might be best conveyed through a phone call or video conference. Consider the use of emerging communication channels, such as SMS or chatbots, to provide quick updates and answer frequently asked questions.
03 Streamline Feedback Processes
Develop efficient feedback mechanisms that enable timely and personalized communication without overburdening recruiters. Leverage technology to automate feedback delivery, such as automated email updates and personalized rejection letters. Implement standardized feedback templates to ensure consistency and efficiency. This could involve creating a library of pre- written feedback snippets that can be easily customized for individual candidates. Explore the use of applicant tracking systems (ATS) to centralize candidate information, automate communication, and track progress throughout the hiring process.
04 Enhance the Candidate Experience
Use feedback as an opportunity to enhance the candidate experience and strengthen the employer brand. Provide constructive feedback that helps candidates understand their strengths and weaknesses, even if they are not selected for the position. Encourage candidates to apply for other positions that may be a better fit for their skills and experience. By offering specific and actionable advice, organizations can help candidates improve their future job search efforts and leave a lasting positive impression. Gather feedback from candidates about their experience to identify areas for improvement in the hiring process.
