Born from the bold vision of expanding an ATS, this solution tackled the complex challenges faced by a large manpower company.
A project with an exceptionally large scope, involving multiple stakeholders across various departments. Despite these complexities, we successfully designed a solution that streamlined the entire hiring process, from job posting to offer acceptance, ensuring seamless integration.
The project aimed to streamline a complex recruitment process involving multiple stakeholders across different departments within the same company, alongside job applicants who were external to the organization. The primary goal was to develop a unified system to replace the existing manual and disconnected methods.
Internal Stakeholders: The process involved several internal stakeholders including those responsible for creating job requirements, arranging candidates, conducting interviews, and HR for rolling out offers. These roles were distributed across different departments, leading to fragmented communication and coordination.
External Stakeholders: Job applicants, who were external to the company, also needed to be integrated into the system, adding another layer of complexity.
There was no existing system that consolidated these functions. The absence of a unified platform meant that processes were either manual or handled through disparate, disconnected systems, making the process inefficient and error-prone.
Creating a vision for a unified system was challenging because no single stakeholder had a clear idea of what such a system should look like. This required significant effort to conceptualize and design a solution that could address the needs of all parties involved
.With multiple stakeholders and departments involved, communicating ideas and securing approvals were significant hurdles. To address this, we developed a framework for effective communication, which involved clear explanations and demonstrations of the proposed solution to ensure alignment and buy-in from all stakeholders.
Given the large scope of the application and our lack of prior experience with such an extensive system, we adopted a methodical approach to understanding and redesigning the process. This involved observing each part of the process, engaging with relevant stakeholders, and gaining an in-depth understanding before creating a comprehensive service blueprint.
Observation We meticulously observed each part of the recruitment process, noting how tasks were performed and how different stakeholders interacted.
Stakeholder Engagement Conducted interviews and discussions with key individuals involved in the process to gather insights and understand their needs and challenges.
The service blueprint divided the entire scope into manageable parts, making it easier to analyze and optimize.
Existing Blueprint This version detailed the current processes, identifying inefficiencies and areas for optimization. It documented how tasks were performed and where the existing system fell short.
Proposed Blueprint This version outlined the new system’s design and proposed improvements. It illustrated how tasks could be streamlined and integrated into a unified system, addressing the issues identified in the existing blueprint.
Outcome The service blueprint provided a clear, visual representation of both the current and proposed processes, facilitating a deeper understanding of the changes required and guiding the development of a more efficient and cohesive system.
After dividing the project into smaller, manageable parts, we prioritized two key phases for development:
The first phase focused on creating a seamless and user-friendly onboarding process for job seekers. This involved ensuring that applicants could easily submit their information, track their application status, and engage with the recruitment system efficiently.
The second phase centered on improving the process for managing interviewer availability. We worked on streamlining how interviewers scheduled and confirmed their availability, reducing the manual effort involved and ensuring smoother coordination between interviewers and recruiters. This structure highlights both phases and provides clarity on what each one aimed to achieve. Let me know if you'd like any adjustments!
To better understand the needs of different users, we developed detailed personas for those involved in the candidate onboarding process. These personas included:
These were candidates applying directly for open positions. Their primary concerns included ease of registration, flexibility in profile creation, and the ability to quickly search and apply for relevant jobs.
This persona represented companies that supply talent to other organizations. Their focus was on efficiently managing multiple candidates, streamlining the submission process, and maintaining a clear overview of the hiring pipeline for the talent they represented.
By understanding these personas, we were able to tailor the onboarding flow to meet the distinct needs of both individual candidates and talent providers, ensuring a smoother and more inclusive user experience.
To effectively manage the diverse stakeholders involved in the project, we ensured that every decision was backed by clear reasoning. For each key decision, we created detailed explanations and included them in our presentations to set the right expectations.
We also prepared additional slides in Adobe XD, illustrating the rationale behind any design or process changes. This was particularly useful when presenting ideas that differed from how things were traditionally done. These slides helped stakeholders understand the value of the proposed changes, aligning everyone with the project's direction.
The onboarding process began when a job seeker became aware of an open position with Korwo, either through a job portal or direct contact with someone from the hiring team. The job seeker would then visit the Korwo website to explore available positions, create a profile, and apply for a job.
We recognized the competition with existing systems, such as major job portals, freelance platforms, and other recruitment sources. To stand out, our goal was to design a flow that was as simple and user-friendly as possible. The process started with a quick registration using just an email ID and password, minimizing friction for new users.
To further enhance flexibility, we provided multiple options for creating a profile, ensuring that users could tailor the process to their preferences and available information.
One of the major challenges we addressed was the time-consuming process of scheduling interviews, which occupied a significant portion of recruiters' time. To streamline this, we designed an intuitive interface for interviewers, allowing them to specify their available timeslots directly within the system.
These timeslots were then made visible to job candidates, enabling them to select a convenient interview time without needing to coordinate through a recruiter. By automating this process, we effectively eliminated the need for recruiters to act as intermediaries in scheduling interviews, freeing up their time for more strategic tasks.
To further simplify the interview scheduling process, we integrated the availability feature with the company's internal calendar system. Any employee, especially interviewers, could open their calendar and select specific timeslots, marking them as available for interviews.
The system was designed with role-based views. For instance, recruiters had access to view the calendars of interviewers, as outlined in the access matrix. This ensured that recruiters had visibility into availability while still allowing interviewers to control their schedules. The role-based access helped maintain privacy and organization-specific permissions, making the system both efficient and secure.
