Best Ways to Build a Recruitment Operations Team

What is Recruitment Operations? How do you build an effective recruitment operations team? Read on to find out how…

Have you ever come across the term Recruitment Operations? It is defined as a talent acquisition function, which is designed to promote the efficiency and effectiveness of an organization’s recruiting processes, its policies and technologies. The various activities and responsibilities included under it could vary from defining work processes to varying logistics such as scheduling interviewsprocessing offer letters and onboarding. This function of an organization maximizes its ability to hire quickly and smoothly without much lags in the process, while also contributing to reduction in costs during the hiring process and providing a better candidate experience. Overall, recruitment operations helps in enhancing the employer brand of any organization. Hence, it becomes very important to have a properly trained and efficient recruitment operations department for carrying out the most crucial jobs of any organization. Read on this blog to find out the best ways to build a recruitment operations team for your company.

To everyone’s surprise, recruitment operation teams are elevating the entire HR function from an administrative and compliance machine to a strategic business partner that contributes to driving and achieving business results. When recruiting operations succeed in identifying and fixing areas where time and money are lost, employees are freed up to carry on other activities of strategic importance to the organization, thereby saving both time and money. Therefore it is necessary to shape up the recruitment operation teams in the most efficient way.

How are Recruitment Operations Teams structured?

Till today, there are no significant or standard structures for organizing your recruitment operations team. It largely depends on the organizations and their management the way they want to shape up their teams. While some organizations are creating recruitment operations teams as part of a larger HR function, others are taking over the entire recruiting function, or are operating alongside existing recruitment teams. Such teams are focused on improving the effectiveness of all the stages in the hiring pipeline- recruitingonboardingperformance management and reviewsrewards and referrals, etc. While structures of recruitment operations teams may vary from organization to organization, their basic objective remains the same- to create a world class hiring process, programs and policies.

How to measure the success of your Recruitment Operations Teams?

There are various Key Performance Indicators (KPIs) that can be used by organizations to measure the success of their recruitment operation teams. Setting up of such metrics and success measures differs between organizations and can be used by them to determine which team members need help to be able to deliver better results. It largely depends on the goals of the organization. If one of the goals is to reduce spending, your team may include someone with a background in finance. If your goal is to streamline and standardize recruitment event procedures, you might consider someone with project management experience. Following are the important points to be kept in mind while setting up key metrics:

  • The policies, processes, strategies and priorities of your company
  • The HR strategies, priorities and policies needed to drive company success
  • Strategies, priorities and goals needed to drive the HR success
  • How Recruitment Operations can drive Recruitment success.

Scope of Recruitment Operations Teams

Recruitment Operations teams are not only concentrated on the recruitment process. They cover a varied range of activities that are important for the success of the organization. The following is a list of the varied responsibilities of recruitment operation teams:

  • Strategy: What is the function your company is striving to achieve and how? How will the strategy be executed and measured?
  • Recruitment: What are the processes, policies and programs that will help your organization find, engage, assess and hire the right talent at the right time for the right job?
  • Operations: What’s working, and where are there opportunities to improve for your team?
  • Systems: What systems do you have and what more do you need?
  • Data analytics: What can recruitment data tell you about opportunities to operate more efficiently and effectively, while improving the candidate experience at the same time?
  • Marketing: What marketing principles can strengthen your employment brand and the entire candidate experience?
  • Finance: Set and manage the budget; track returns and report results on an ongoing basis.
  • Procurement: Evaluate, negotiate with and manage all recruiting sources and suppliers.
  • Legal/compliance: Are your recruiting practices, policies and data management in compliance?
  • Change management: What’s changing, who’s affected and how are you going to train people to work differently?

5 Best Ways to build a recruitment operations team

Here are the 5 best ways in which organizations can efficiently build a recruitment operations team, which suits their needs:

1. External Organizations

Before starting to build your recruitment operations team, companies need to consider various options available to them. Is it possible for them to partner with an external agency that specializes in Human Resources for the creation of a recruitment operations team that suits their organizational structure? Such questions need to be addressed first before proceeding with the team-building process.

2. Internal Employees

Hiring internal talent is on the rise today and most of the companies prefer training their employees for additional tasks and forming teams, rather than hiring new employees and training them again from the scratch before they can get used to the company culture. Companies need to weigh their possibilities, whether there is any chance that responsibilities can be assigned to existing employees of the organization who can form a team and serve as a consultancy or advisory body.

3. Pre-Existing Roles

A lot of the time, certain roles and activities involved with recruitment operations are already existing in the organization through some individuals and teams. It is not explicitly clear to the administration, the existence of such roles already in the company. Under such circumstances, it is ideal for the company to move such roles and individuals under the recruitment operations team and change a few positions to be able to facilitate a smooth team building.

4. New Roles

After the existing roles have been identified and positions filled, the next step for companies is to identify the gaps and such new roles that can help fill such gaps in the team, contributing to higher efficiency. Identifying new roles for filling up positions in the recruitment operations team needs a lot of planning because a lot needs to be considered before filling up such positions. For example, individuals need to be experienced in the field of HR, Process Designs, Operations and Recruiting. They need to be able to communicate effectively and collaborate with different teams with exceptional time and project management skills.

5. Attracting the right candidates

Once new roles and the required skill sets have been identified, the next step is to hire the right people for your organization. A bad hire can not only lead to wastage of time and resources, but also lead to inefficiencies in the functioning of your organization. Make sure to build the job descriptions in the proper way- a lot depends on the job descriptions. Some of the very common responsibilities to include in your job descriptions would be strategy, operations, system and reporting needs.

Recruitment Operations is a fairly new area of development and a lot of companies are today adopting the approach of having a proper designated Recruitment Operations team. While a lot of planning and execution needs to take place in order to have a proper team in action, the results are commendable. Strategize your activities well in order to have an efficiently running Recruitment Operations team which would be of immense help in the long run.

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Suchismita Panda