Event Management Tool

This project was conducted to enhance our understanding of the candidate recruitment conversion ratio and streamline the management processes of the human resource team. The focus was on identifying process gaps and addressing them using adaptive design tools to improve efficiency, flexibility and transparency.

Dashboard showing analytics for an art and culture career fair, including statistics on registered, attended, evaluated, scheduled, and recommended candidates, with a recruitment funnel graph.

Background

Candidate recruitment and resource management are considered to be a hassle for most human resource management teams. Missing deadlines, understaffing resources for the upcoming project, stretched recruitment time and talent hunt are no less than a nightmare for the recruiters. Hence facilitating the end-to-end process on a single platform and consistent experience across the multiple tools can not only be an angle for them but also achieve return of investments for invisted cost in the process.

Workshop with User

I conducted a deep dive session with the recruitment team to empathize with their end-to-end process. The goal of the workshop was to spend five days (One sprint) with the recruitment and be involved in the process to understand their latent needs and ad hoc challenges.

As a designer, my responsibility was to let the user lead the activities and I assisted them in activities. Activities led by them helped me to interact with them and touch the most genius challenges.

The focus area of the workshop

Understand their daily routine.
Interdependencies with the decisions.
Bottleneck in the process.
Quarter planning

A collage of three photos showing a discussion or workshop in an office setting. The first photo displays yellow sticky notes on a wooden table with notes about candidate hiring process. The second photo shows a man in a light blue shirt sitting at a table with sticky notes, a container with markers, and a TV on the wall. The third photo depicts another man in a white shirt standing at the table, organizing yellow sticky notes.

User’s Voice

It is difficult for an event organizer to track the data and create a report. Most of the time it is frustrating for them to track all the data manually, in addition to that they also need to share it with the higher management which is another time-consuming task.
— Recruiting Manager

Problem Space

The project covers the three fundamental problems found in the recruitment process.

Discrepancy in the recruitment process.
Elongated candidate hiring time.
Incapable of real-time contribution for candidate analysis.

Design challenges

How to design an uninterrupted and adaptive platform to maintain a consistent task experience in all situations?
How to facilitate the real-time recruiter contribution and candidate feedback loop?
How a recruiter can eradicate the long waiting time and interdependency for quick decision-making?

Strategy and Goal Alignment

The design strategy mainly revolved around the high-level tasks performed by the recruitment team like hosting and managing job fairs at the universities vs lateral hiring. Hence, considering their dynamic activities, our approach was to design a tool accessible from the mobile on the field as well as from the laptop in the office. Moreover, users can scan the complete event report and take some strategic action for future events.

Flowchart illustrating the process of candidate recruitment, including steps like expense tracking, source channel tracking, funnel of the event, candidate fit, experience, interview conducted, dropdown registration, resume collection, selection ratio, average candidate rating, metrics, evaluation, and reporting, with highlighted notes on candidate fit, registration sources, insights, and conversion rates.

Flowchart comparing recruiter and candidate processes for pre-screening and screening completion, with steps labeled and color-coded.

Information Architecture

Information Architecture was the most crucial part of the project to incorporate the design strategy and accommodate the challenges of on-campus recruitment vs lateral recruitment. All the problems can not be using one digital platform hence we have to use third-party extensions to facilitate some of the use cases. Hence, designing the holistic information architecture considering the third-party tool needed the involvement of stakeholders and the technical team. Our idea was to not only reduce the navigation time but also accommodate the scenarios from multiple devices at different scenarios.

Flowchart diagram showing user onboarding process, welcome message, navigation menu, and various features for a recruitment and event management platform.

Final Design

Flowchart outlining a process from user onboarding to completion, including goals for product tour, recruiting, marketing, event creation, and product configuration, with steps like welcome message, global search, notification, job management, campaign setup, event creation, hiring status, and system configuration, ending with process completion.

Persona Accommodation

Personas-based journey mapping was a crucial part of solving the discrepancy in the recruitment process. Having a common touch point on the same shared portal allowed the transparent process between the recruitment team and saved the waiting time.

A digital interface for Candidate Relationship Management with a pop-up window titled "Welcome to Candidate Relationship Management" offering four options: Recruiter, Sources, Marketer, and Full explorer, each with colorful illustrations and descriptions.

Product Onboarding

Product onboarding educates the user on how a tool can be used at its best and increase productivity. It has saved almost 30% of the user’s navigation time on enterprise tools.

Screenshot of a webpage showing a conversational pop-up box titled 'My Jobs' with placeholder text and a blue 'Next' button, overlaying a dashboard with various sections including 'Applicants', 'Referrals', and 'Candidates'.

A digital project management interface showing a progress bar partially filled, and a list of product goals including 'Product Toure' with a checkmark, 'Recruit best candidate', 'Marketing Campaigns', 'Event Creation', and 'Product Configuration'. There is also a blue button labeled 'Do it later'.

Progress Bar and Hotspot

The progress bar signifies the exact track of the process and helps the user to understand the earning goals, and to-do list to manage the remaining tasks later.

Hotspot helps users to consume information chunks one by one without getting overwhelmed and losing track of the progress.

Screenshot of job listings showing job titles, posted dates, people assigned, and categories, with some checkboxes and status indicators.

Recruiter Profile Customization and Integration

This feature is designed to enhance the customization of recruiters' profiles. It includes options for adding personal and contact information, customizing interview availability and scheduling slots and integrating third-party resources for candidate management into the CRM.

Event Management and Analytics Dashboard

This page serves as a comprehensive hub for the event, detailing the profiles of all candidates who have applied. It features a breakdown of the recruitment process, including candidate scores and the assessments provided by each recruiter. Additionally, the page includes a real-time calendar for scheduling interviews, supported by a live data feed. Finally, it offers an analytical dashboard that summarizes the event's outcomes and enables users to generate a final report.

Multilingual Form Builder

International recruitment with a language barrier was one of the major time-consuming processes for recruiters, especially manually customizing forms in different languages. Hence, these features aid in not only creating users to form but also tagging and translating with multiple languages.

Three side-by-side images of paper index cards arranged on a wooden surface, each labeled with a person's name (Aniket, Rohit, Shraddha), with handwritten text on the cards, some text is obscured or in tab form.

Flowchart diagram illustrating the process of creating and managing an event, including steps for event list, event creation, language selection, event form and fields configuration, and publishing.

Form Builder

Adaptive form builder design allows users to create and customize forms for recruitment at any point in time.

Screenshot of an online form creation interface with fields for first name, last name, and email.

Candidate Evaluation

These features allowed users to control the candidate evaluation process by customizing the question types and screening methods based on the job profile.

Personalized Automated Communication

Interchannel communication was the top priority of our design project. Hence, considering the third-party channels, we designed a consistent and personalized experience across all channels.

Screening Customization

A feature to customize the job screening question. This helped in getting more relevant candidate leads in the pipeline and made it easy to find good-fit candidate options in the list. This has reduced almost 50% of their manual work.

Job Specific Screening

Smart Job Recommendation

This feature allows users to add a must-demanding job to the campaigns for the selected candidate list. This saves almost 80% of their time from manually screening the jobs and running the campaign.

Mobile Onboarding for Campus Recruitment

The mobile onboarding feature was designed to onboard the non-recruiter user visiting the campus recruitment drive. Here, the user can be from any department like engineering, design, marketing, etc., and can upload the candidate ratings on the platform for the recruiter.