The Best Recruiting Tool for Your Arsenal

communicating about the best recruiting software and tools

We recently teamed up with Slack to discuss our powerful and seamless product integration and how companies can improve processes and systems with the right workflows in place. We invited clients from Medallia and Shopify to share their tips and tricks on how they leverage Slack and Lever to power their recruiting and people teams across the company.

Here’s who came to speak:

  • Chiara Moore, Global People Operations Manager at Medallia
  • Michelle Linh, People Operations at Medallia
  • Kaitlin Norris, Employee Experience Specialist at Shopify

Below are our top takeaways to improving recruiting collaboration for your company.

Tip #1: Build Slack-enabled workflows

When building Slack-enabled workflows to supercharge your recruiting team’s efficiency, it’s important to ask your team a few questions first to get the best results from the start, says Medallia’s Chiara Moore.

Four questions to kick off your productivity conversations:

  • How can we manage and track a myriad of daily approvals and requests?
  • How do we keep stakeholders appropriately informed on request status?
  • How do we manage information between HR and Recruiting?
  • How do we optimize our team’s productivity by load balancing requests?

These are all questions Medallia faced when enabling their Slack workflows. As a result, they enabled a Lever queue within Slack.

“You can see a recruiter used the Slack and Lever integration to ping this channel, so the people who are managing our team’s workload are privy to that information,” said Moore, referring to the slide below. “And you can see that it links directly to the candidate profile, and also you can see that there are some emoji reactions within that Slack channel, and those are key.”

Medallia calls this channel #pops, which is used to enable recruiters to use the Slack and Lever integration to ping this channel.

 “The recruiting team writes a note and tags the #pops-leverqueue channel and the candidate profile, before the request to the appropriate audience in our channel,” says Linh, who is also a member of Medallia’s people ops team. “And this way, there’s a centralized channel to manage and track all inbound interview requests, which creates a workflow to set up clearer roles and responsibilities for our partner teams.”

Medallia’s #pops-leverqueue example provides:

  • A centralized channel to manage and track inbound interview requests
  • Emoji language to know who’s doing what
  • Collaboration with the operations team to assign out requests in Slack and then recruiters are then notified in Lever the point of assignment
  • Facilitating coverage across ops and people teams based on workload, urgency and time zone

“It’s been really easy for us to load balance, both on the coordination team and within the lead team,” says Moore. “We use our emojis to assign ownership of a request or task. In cases where an urgent request comes up, the channel gets pinged and it’s easy to know who’s handling what.”

“Some additional use cases we’ve found is that we have an approval override channel, where you can ping the channel and it will be a one queue, one place, for us to go to review all those requests,” Moore continues. “We have an exception start channel, which is essentially, if there needs to be an exception made for someone’s start date, or something like that. We also have a weekly data audit channel.”

These channels are used to audit workflows, tag coordinators and recruiters for any data inefficiencies, and keep track of corrections made. The goal of optimized workflows also powers a successful onboarding process, enabling all teams to communicate up front on all logistics prior to the start date. The recruiting process doesn’t stop once that offer letter gets signed, and Slack can help ensure that the collaboration keeps it going for a successful start.

#2: Organize the candidate experience

Shopify has done a tremendous amount of work with their Slack and Lever integration to ensure that no candidate gets left hanging in the process. 

“For every candidate in every role we’re filing, we would have a channel specifically for them,” says Norris. “So if it was an engineer, we would have the role title and the last name of the candidate, and anyone who is interviewing this candidate, or in any process in terms of scheduling them to come in or having any sort of communication with them, is in that channel, so that we’re all always on the same page.”

One webinar attendee asked how the Shopify team are able to manage the volume when making so many hires at a given time. 

Norriss’s answer? “This is really helpful for us because our hiring is done across multiple locations, and time zones. So it’s important to have everything in Slack so everyone’s on the same page no matter where they’re based. We’re presenting a unified front throughout a candidate’s entire interview process.”

Slack collaboration helps to keep things organized versus having a lot of meetings to talk about the same thing. It’s also helpful because the channel provides a reference to whatever was said a couple of days before. After the interview, feedback is then shared about that specific candidate and it’s nice to keep each candidate’s history in one unified place for everyone to see. 

#3: Prioritize onboarding to set up employees for success from day one

Onboarding can also make all the difference to setting up employees for success. Start date changes impact multiple teams across an organization, and it can help keep everyone organized when a change happens for a new hire’s first day across HR, IT, and the hiring team.

To optimize onboarding. Medallia created a new hire change channel that was Lever and Slack integrated. The team therefore was able to make sure changes as simple as a start date were recorded in both places with record of approval. The channel only has the people on it responsible to ensuring an employees’ start is seamless. Not only that, they didn’t even need IT to have access to Lever to document the changes.

Shopify is no stranger to onboarding new hires, either. As a commerce company headquartered in Ottawa, Canada, they have about 4,000 employees globally and have grown tremendously in the past few years. 

“Every two weeks, we’ll have a group starting,” says Norris. “But we always make sure that there’s a decent-sized group in each city before running any sort of onboarding. Which helps create a sense of community from day one. Having three dedicated onboarding days at the beginning of their Shopify experience really bonds them together and creates a sense of belonging and community. And every onboarding group also has their own Slack channel that they’re added to, so that they can communicate outside of sessions. They’ll often end up grabbing snacks after work, going out together, or just continuing their relationships beyond their onboarding process.”

Final Thoughts: The best recruiting collaboration tool for your arsenal

We are big fans of Slack here at Lever. We use it to power our own systems and workflows to recruit, hire, and engage our strong workforce. And, as a new study from Harvard Business Review found, when you do this from day one during onboarding, it also creates that ripple effect to create a solid first impression and help drive net retention of employees for the long haul.

Their key ingredients for new employees include:

  1. Teaching new hires how things work
  2. Helping them assimilate
  3. Defining what good looks like
  4. Setting up early wins
  5. Building a sense of community

Take your collaboration workflows to the next level during onboarding and beyond, download our new resource: 7 Top Slack Tips for Recruiters.