A candidates first impression of a business, shaped by interactions throughout the hiring process, can significantly influence their decision-making. Maintaining a positive experience from start to finish requires an efficient, engaging and transparent recruitment process. Remember, your organisation’s reputation is on the line.
In this blog, we will explore communication tone, time, transparency, and touchpoints to help you implement a positive candidate experience.
Keeping candidates warm during the recruitment process
Timely and transparent communication
Recruitment timelines can often be lengthy and unpredictable. Reviewing CVs, scheduling interviews, and providing feedback all take time, adding to an already busy workload. But when a candidate doesn’t hear from a company within a few days of applying - or at each subsequent stage - they may lose interest.
Frequent communication reassures and sets clear expectations. Even when there is little to update, maintaining communication signals to the candidate that they have not been forgotten. Providing your contact details early on and encouraging candidates to save your number can also prevent missed calls, as many people are hesitant to answer calls from unknown numbers.
While email is the preferred communication method consider alternative formats for less urgent updates. A short video or infographic explaining the recruitment process, current hiring stage, or company culture can enhance engagement whilst keeping candidates in the loop.
It's important here to mention the topic of ‘ghosting’, where communication stops without explanation. Ghosting can damage your reputation as an employer and deter potential trainees. To avoid this, maintain consistent, proactive communication throughout the recruitment process.
Personalised engagement
Every candidate interaction - whether in person, over the phone, or via email - should be meaningful. Keep in mind that searching for a job, potentially whilst studying, can be exhausting, and generic auto-responses can cause frustration.
Personalised communication makes candidates feel heard and valued, and it’s easy to achieve. Using their first name, adopting a warm, friendly tone, and addressing their specific interests - such as salary growth, professional development or diversity and inclusion initiatives - can make a big difference. Ensure all communications come from a real person within the hiring team instead of a generic corporate email, to avoid appearing distant.
Throughout all communication with candidates, you need to adopt active listening. This is the ability to fully engage with what your candidates are saying, understand their perspective and respond in a way that demonstrates genuine interest. Active listening strengthens relationships, improves selection decisions, and builds mutual respect with your prospective trainees.
Recruitment is a people business. It’s all about connecting people. And the sooner you can bring in that personal connection, that personality to the recruitment process, the more chance you have to secure the candidate.
Touchpoints and follow-ups
With many candidates in the pipeline and limited time, setting realistic expectations is key. While you may not be able to check in daily, a consistent communication schedule (eg, every few days or weekly) helps keep candidates engaged.
Establishing regular touchpoints and making candidates aware of them prevents uncertainty. Some typical touchpoints include;
- Responding to applications shortly after they have been submitted.
- Notifying candidates if they progress to the interview stage.
- Sharing interview feedback at each round.
- Communicating the final hiring decision, whether they were successful or not.
Consistent follow-ups reassure candidates that they remain in consideration and prevent them feeling forgotten.
Providing constructive feedback
Providing constructive and thoughtful feedback to both successful and unsuccessful candidates could help your organisation stand out as a top employer. Feedback should be delivered within a few days of a candidate’s interview, and include a balance of facts, compassion, and suggestions.
Rejection is a challenging part of recruitment, but it can be handled positively. Instead of a generic rejection email, take the time to highlight a candidate’s strengths, areas for improvement, and your appreciation for their application.
Regardless of rejection or success, providing feedback can have a positive impact on the candidate experience. It helps candidates feel a personal connection to the company, gives them a taste of what to expect from the company (now or in the future), and shows the company values the personal and professional development of trainees.
Keeping talent engaged for the future
Don’t burn any bridges - a candidate may not be the right choice for that role, but they could be perfect for a different one. Keep them updated on company news and role opportunities, and in a reachable talent pool for the future. Remember that peer to peer recommendations are very powerful in the student and graduate market.
Putting it into practice
Nurturing candidate relationships begins with good communication. Each email, phone call or conversation helps you build a network of potential talent and ensures your company reputation is in good standing. When candidates feel comfortable, valued and heard, the news of their experience can spread far and wide.
Start recruiting with ICAEW Training Vacancies
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Explore how to further optimise your ICAEW Training Vacancies role postings in our best practice blog. Discover all the right elements to include on your company profile and job vacancy, expanding your reach, and how you can successfully recruit potential ACA students in your organisation.