Too Many Job Applicants?

With today's technology-empowered applications, it's not uncommon to see hundreds of applications for a single job posting. Some see this as a good thing, but too many applicants can impact efficiencies, candidate satisfaction, and hiring quality. It presents a logistical and experiential challenge. Here are five steps to effectively manage this deluge of resumes and identify the best candidates.

1. Use Clear Job Descriptions

Keep descriptions succinct, engaging, and clear with statements like, “You must be skilled in advanced statistical analysis for large (1M+) retail consumer datasets using R programming” or “Fluency in Spanish and understanding of consumer behavior required."  The clearer the job posting with a focus on a short list of skills, the better the chances that qualified candidates will apply and less qualified ones will move on. This can reduce the number of irrelevant applications and improve the candidate, recruiter, and hiring manager experience.

2. Leverage Technology

Applicant Tracking System (ATS) add-ons like like Beamery, HiringSolved, and FindEm can automatically sort through a large number of candidates. Other vendors are jumping into this space with AI capabilities. And some, like iCIMS, are adding engagement algorithms to help assess who is truly interested based on their interactions. As expected, SAP, Workday, and Oracle are also improving their candidate scoring features, but tend to lag behind the third party add-ons.  A solid ATS can streamline the application process and rank candidates, but third party add-ons make it easier. Furthermore, AI-based tools like Paradox can handle initial screening chats, enabling HR teams to focus on the most promising candidates.

LinkedIn data from September 2023

3. Implement More Automated Screening Steps

One common gap I see is the absence of effective pre-screening questions.  While it takes extra time to set up, pre-screening is highly beneficial, especially for frequently hired jobs, as well as for ones expecting 100+ candidates.  A well-defined screening process saves time so only the most suitable candidates advance.  Pre-screening also sharpens the performance of the recruiting team, so instead of asking basic questions, they are already digging deeper into experience during phone screens. Pre-screening may include questions during the application, a follow-on questionnaire, or skills assessment test.

4. Optimize Your Internal Mobility Program

Existing employees should always be considered first for any non-entry level job, but most organizations have a weak internal mobility program. In addition, many managers are reluctant to have their team apply to internal positions and often want to hold on to their best people like hostages.  Organizational cultures that discourage mobility will suffer in the coming years. The best plan is to embrace mobility and built it into your talent processes.

Systems like Gloat, Degreed, Fuel50, offer great talent marketplace capabilities and the big three of Workday, Oracle, and SAP have decent capabilities as well.  As a standard process, recruiters should always scan the internal population for active and passive candidates.  Most companies are afraid of soliciting passive candidates internally, but if the person is highly qualified, we encourage you to do this. In fact, having internal talent pools for such openings helps build a vibrant talent ecosystem.

As a standard process, recruiters should always scan the internal population for active and passive candidates.

5. Improve Candidate Communications

Be honest and kind in candidate communications. Communicate weekly. How long will the position be open? Will candidates who apply early have a better shot? Are some candidates not reviewed at all? It’s common for recruiters to pick a few decent candidates and reject the rest without looking at them. It’s embarrassing for recruiting teams to confess this, but I know it happens often. Automated responses acknowledging receipt of applications and weekly updates on the hiring process can keep candidates engaged and respect their time.

Lastly, instead of dispositioning the bulk of the candidates without review, consider a quick review to add them to a candidate pool for a future opening or another position.

Conclusion

An overflow of applications is generally a good problem to have, but it requires a strategic approach to maintain organizational reputation and quality in hiring. By improving job descriptions, leveraging technology, improving screening, optimizing mobility programs, and maintaining open communication, recruiting teams can more effectively and efficiently navigate the sea of applicants to find the best candidates for their organization.