Recruitment challenges faced by agile teams

At Mithi, we are constantly building our group, which makes it essential to manage our hiring process efficiently.

Agile teams like ours use several hiring platforms like LinkedIn, Internshala, etc., to connect to potential candidates. And we also receive many applications via the careers section on our website.

A candidate flows through an elaborate selection process comprising several rounds of evaluation, including a pre-interview questionnaire, technical deep dive, HR, and the bar raiser.

Co-ordinating the process flow management amongst various selectors across different departments, recording their feedback centrally, and making a hiring decision in quality was becoming unproductive and inefficient.

Our tools comprising forms, emails, spreadsheets, and sync-up meetings couldn’t scale with the rise in applications
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How we use Ideolve to streamline the recruitment process flow management

The idea of using Ideolve

Ideolve is a team collaboration tool we have used successfully at Mithi to enhance collaborative problem-solving in a significant way. Most of our discussions, pre-meeting preparations, workouts, and more are all done via Ideolve. We barely use email internally and have seen a drop of up to 90% in email traffic.

When we looked at the challenges faced in recruitment, we felt Ideolve could plug the gaps to bring transparency, visibility, and centralized recording of selector feedback and help the team quickly decide on the hire.

The Integration that changed our recruitment forever

Our candidates start the journey with Mith by filling up a Google Form with preliminary information and their resume.

Ideolve’s Zapier integration with the Google form captures the candidate’s response into an Ideolve Note and automatically shares this note with the HR and cross-functional selection team members.

As the selection process unfolds, each team member may reference other members for a specific action, record their observations, and share recommendations in a single site for a prompt, more-informed hiring decision.

Using ideolve helped us prepare better for interviews and make decisions faster while maintaining a high documentation standard and clarity.
The Integration that changed our recruitment forever
Let’s see how our recruitment process flow management works better with Ideolve:

Our recruitment flow - made easier and more collaborative

1. Gather and Approve Hiring needs.

We have created a recruitment workspace on Ideolve where each team posts their personnel requirements along with a brief description of the role. This is done by creating a note and sharing it with their managers for approval.

The managers receive attention. They can log in to Ideolve, review the requirements, provide support, or ask questions to explain the need.

All this conversation happens digitally at a central point.

The approver mentions the HR person to post the job on the Mithi website and other recruiting platforms.

2. Receive candidate applications.

Interested candidates fill out a (google) form to answer some pre-interview questions and share their resumes—the pre-interview questions aid rapid filtration.

After the candidate fills the form, the Zapier integration of Google Forms with Ideolve creates a note in the recruitment workspace with the information from the form.

The integration also shares this note automatically with the team leads and managers who would interview the candidate and have a say in the hiring process.

This makes the entire process transparent and rapid and ensures everyone is on the same page.
Receive candidate applications

3. Orchestrating the interviews

The HR person reviews the pre-interview responses to filter candidates who don’t demonstrate a cultural fit quickly. Rejected candidates are tagged, and they receive a regret email.

Selected candidates now move ahead through the flow.

The HR person shares their views and uses mentions to coordinate with the interviewers to schedule interviews. The comments on the note record the interview plan, schedule, and meeting link (also shared via a calendar link).

The interviewer can easily find all information about the candidate and meeting details in one place.
Orchestrating the interviews

4. Centrally Document Outcomes and Decisions

After each stage, the interviewer adds a comment with their take on the candidate and recommends whether they move to the next round or not.

Other stakeholders also reply by adding their opinions.

This documentation helps conclude the candidate.
Centrally Document Outcomes and Decisions
Similarly, the comment records the result of the technical rounds or tests, and the HR schedules the next stage.
Centrally Document Outcomes and Decisions

5. Track the hiring status of each candidate.

Note tags display the candidate's current status or stage, making it easier for managers and team members to sort through all the candidate notes quickly.
Track the hiring status of each candidate

6. Conclusion on the hire

If the candidate is successful over all rounds, create a draft of the offer letter and add it to the note.

Stakeholders propose changes using comments, and HR composes the final offer letter.

Stakeholders can easily refer to the straightforward, complete documentation in the future.

What we gained from this improved process flow management

Some of the key benefits of using the system have been -

Scale

Ideolve helped us scale our hiring operations with ease. We are now able to process more applications faster and more efficiently. All this with no cross-talk or dropping the ball.

Transparency and Involvement

Using Ideolve notes for communication between interviewers, managers, and HR provides that everyone is on the same page about a candidate and all their thoughts and opinions are well documented and taken into consideration before the final call. This method eliminates the possibility of bias creeping in during review meetings.

Faster decisions

Having all the information in one place helps the interviewer make and post their decision instantly. This centralized documentation helps speed up the process without much oversight and follow-up.

End-to-end central process documentation:

The results and decisions get recorded in-flow rather than post-mortem, where the chance of missing any vital information is very high. The central record helps build hiring accountability and an easy recall to review any hiring decision or learn from it.
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