Optimize the applicant experience: Positive impressions right from the start

Why a positive applicant experience is important

A positive candidate experience is more important than ever for companies today. In a highly competitive job market, top talents often apply for several positions at the same time. A professional and positive application process is therefore essential to attract the best candidates.

A bad application experience can cause applicants to decide against a company, even if they were actually interested. Negative experiences such as long waiting times, a lack of communication or disorganized processes leave a lasting impression.

A smooth and respectful application process is therefore essential for attracting and retaining top talent. Even the first contact should be professional and friendly. Throughout the entire process, applicants should be shown appreciation and given the feeling that you are interested in them and respect their time. After all, satisfied applicants become satisfied employees - and are the best advertisement for your company.

The first impression

The first contact already shapes the applicant's perception. As a company, you should respond to an application within 24 hours. A friendly greeting by e-mail or telephone shows appreciation and interest. The reply email should include contact details. This makes the applicant feel welcome and knows who to contact if they have any questions.
The visual design of the job advertisement and careers page is also important. It should look professional and at the same time reflect the corporate culture. Attractive photos and videos can give a good first impression.

Data protection

Data protection should be handled with particular sensitivity. It is important that applicants feel that their data will be handled responsibly. It is therefore advisable to only request the information that is actually relevant for the initial assessment of the application. For example, an application with a CV and certificates is sufficient to start with. Further documents such as work samples or references can be requested at a later date if the applicant is shortlisted.

Another way to ensure the protection of personal data is to use applicant management software that complies with data protection regulations. By using such software, companies can ensure that applicants' personal data is adequately protected and not inadvertently misused. Features such as secure data encryption, access restrictions and activity logging ensure that only authorized individuals can access the information. By ensuring that their candidates' information is safe and secure, companies can not only avoid data breaches but also increase the trust of their potential candidates.

Don't ask for too many documents at the beginning

Many companies request a large number of documents at the beginning of the application process, which often puts potential applicants off. However, it is advisable to only request the most important documents at first. Only once the applicant has successfully overcome the first hurdles should further documents such as references, certificates or work samples be requested. In this way, the effort for applicants is minimized at the beginning and the inhibition threshold for an application is lowered.

As mentioned, this approach also makes sense for data protection reasons. Only those persons who are directly involved in the selection process should have access to application documents. Once the application process is complete, data that is not required should be securely deleted. Structured applicant management makes it possible to keep track of which documents are already available from which applicant. This makes the application process more efficient. Applicant management systems offer valuable support here.

Communication

During the application process, it is important to maintain contact with applicants and keep them up to date on the status of their application. Once the application documents have been submitted, applicants should receive a confirmation of receipt promptly, which ideally already contains a rough timetable for the next steps. Regular status updates on the status of the application create transparency and show appreciation. Long periods of silence or a lack of feedback, on the other hand, leave a negative impression. Applicants feel left in the dark or not taken seriously. Even if there are delays in the process, a short message with reasons and an outlook is useful.

Interviews

Careful preparation and a professional demeanor are crucial for interviews. Before you talk to the applicant, read their CV thoroughly to prepare targeted and meaningful questions. During the interview, ask questions that not only shed light on the applicant's professional qualifications, but also show whether he or she fits in with the company culture. It is important to create a friendly and polite atmosphere during the interview so that the applicant feels comfortable and can express themselves openly. Give them enough time to answer the questions calmly and avoid interrupting them. Make sure to maintain professional and respectful communication, even if you decide not to hire them. At the end of the interview, politely thank the applicant for their time and inform them promptly about the rest of the selection process. Conduct the interviews in a quiet and undisturbed room to give the applicant your undivided attention. Give a positive impression of yourself and your company, but remain authentic in order to build a good relationship with potential employees.

Organisation

An organized and structured approach is essential to make a professional impression. Good scheduling and the use of applicant management software can help you organize application processes efficiently. INJOBS applicant management software allows you to easily schedule appointments for interviews and store all relevant documents in one central location, ensuring an overview of the status of applications and the contacts involved at all times. This not only creates more transparency for you, but also for the applicants. With clear and concise scheduling, free time slots can also be determined more quickly and appointments can be adjusted at short notice.

Appreciative rejection

A rejection is often disappointing for applicants. This makes it all the more important to convey appreciation even in the event of a rejection. Thank the applicant sincerely for their interest in the position and wish them all the best for their future career. This friendly and respectful attitude keeps the door open for possible future contact and shows that you want to maintain a positive relationship with the applicant in the future.

Onboarding

At the end of the application process is onboarding, a crucial step in ensuring a smooth start for new employees and maintaining a positive first impression in the long term. 
First of all, it is important to prepare the workplace so that new employees are fully operational on their first day. This includes setting up computers, access points and work materials. You should also make sure that the team is informed about the new arrival.  You can facilitate getting to know each other, for example, by organizing a joint welcome meeting to ensure a warm welcome. In the first few days, it is crucial to explain the most important processes, contacts and tools and to give an introduction to the corporate culture. To make the induction process effective, offer regular feedback meetings in the first few weeks to reflect on progress and offer targeted support. It is important to make it clear that questions are always welcome and to encourage open communication in order to reduce uncertainty and create a supportive working environment.