Recruiting Automation 2023: A Step-by-step guide

Stay ahead of the competition and surf the wave of transformation with our 10-step framework to recruitment automation.
Photo of Aditya
Aditya Datta
February 23, 2023

The recruitment approach we have used for decades is no longer effective!

You might agree or not, but:

The world is set toward a seismic shift moving the current job market from- 

Unskilled  → Skilled  → Exceedingly Skilled job requirements for a long time since the - Agricultural revolution to Industrial revolution Information Technology revolution

Evolution of Workforce & Job Market

When the job market swings in this direction, almost every other parameter eventually shifts. And, the overall approach to hiring top talents also shifts.

Although the job market moved ahead, the people or the candidates have not been able to cope with the changing skills and expertise, which has led to a gap in demand and supply.

Therefore, there is a severe shortage of qualified candidates. And the best candidates don't apply for jobs anymore.


Now what happens is that organizations are either compromising on certain parameters, assuming that people will join and learn on the job, or revisiting their current hiring approach and practices.

Recruitment Automation: Why Now?

Now we are at a junction where we are changing our processes and functions to get aligned with supply and demand. 

And in a fast-changing job market, it's hard to hire top talent by staying one step ahead of your competitors, especially when adding the right talent at a fast pace is key.

So, our recruitment effort has to be 100X more efficient than before.

But is it humanly impossible to deploy 100X recruiters to cope with the momentum?

In such cases, we need systems, automation, tools, technology, artificial intelligence, etc. And beyond all these, strategic automation is a key.

What & Why of Strategic Automation?

For every company, the recruiting standards and needs are distinct.

Therefore, it’s critical to determine:

What should be automated, and what should not?

Where should I invest my efforts and resources?

It's always important that we automate the things that are more time-consuming and mundane. Tasks that take a lot of time and reduce your productivity if done manually.

Therefore, we need to adopt a strategic approach. And hence, "strategic automation" is a term coined that has been developed to fit specific business needs.

Let's take a deep dive into how strategic automation works.

Problem Statement: Outbound Hiring

Let's say you want to hire 10 engineers with the same level of expertise as Google or Microsoft employees.

For this, you need to approach 200-400 candidates to fill one position.

And to fill 10 positions, you need to approach a mix of 4000-5000 active and passive candidates.

And the problem is:

1. How to identify relevant prospective candidates for a talent pipeline?

2. How can we reach these talent pools in a personalized & faster way?

3. How to ensure a good candidate experience? 

4. How can we ensure there is no leakage in the talent pipeline?

Solution: Outbound Automation

1. Talent Sourcing and Matchmaking

Sourcing is currently broken down into LinkedIn, Indeed, Naukri, Monster, ZipRecruiter, your phonebook, and multiple spreadsheets. 

With Talowiz, you can bring all your contacts together in one place, to manage them efficiently. 

Talent CRM for Talent Sourcing

You can add candidates in bulk by:

Connecting your LinkedIn.

Uploading resumes/CVs in bulk.

Bulk uploading through CSVs

Importing from your Gmail.

Add them manually, one by one. 

You can then slice and dice your candidate database by experience, geography, source, etc.

Talent Sourcing

2. Reduce hiring time with increased efficiency:

a. Personalized automated outreach for 10x faster reach outs.

The discovery of the candidate is not at all a problem anymore. You go to any job portal and apply a filter to match all the criteria to figure out the right candidate.

But the challenge is identifying who is interested and who is not, & that process takes a lot of time.

That means either reaching out one by one or taking bulk action. But neither of them will give you the expected results.

With Talowiz, you can build a smart, personalized outreach sequence like this.

Recruitment Email

An effective outreach should consider the following:

Personalization in subject line & body.

It should come from a genuine person in the company.

The message should talk about them.

What shouldn’t be done:

Sending unnecessary bulk emails:  

People are more likely to interact with a real person than a robot, and this seems like spam. Consequently, no one ever responds to these emails, and even if they do, no qualified individuals ever apply.

Emails you shouldn't send to any candidates

b. Add a series of personalized follow-ups to the pipeline.

The first communication is seldom sufficient. 

People may overlook your email or fail to answer if they believe they'll do it later. 

To boost the response rate, follow-up communications are crucial. It increases the response by 4X

Recruitment Follow-up Emails

c. A/B Test different subject lines & messaging to understand what’s working & what's not.

Email subject lines have a direct impact on click-through rates. Open rates may be increased by approximately 5%-10% with personalized subject lines. 

Some of the best practices in the subject line include 

{companyname} + {candidatename}



{candidatename} + {title}

{companyname} + {candidatename} + {title}

{companyname} + {title}


d. Build a multichannel engagement sequence.

No one is limited to a single channel in today's world. A multichannel engagement sequence with email, LinkedIn InMails, WhatsApp, calls, and text messages can gradually increase your response rates by 10X.

Multichannel Outbound Hiring

e. Screening with conversational AI

AI-powered conversational assistants may screen top-of-funnel prospects using a specific set of questions based on your predefined guidelines.  (Like, "Do you have Javascript skills?" "The hourly pay is $20." Does that work for you?")

This frees up important recruiter time that can then be invested in relationship-building with applicants.

Automated Screening with conversational AI

f. Candidate-led interview scheduling

Interview scheduling- a huge time sink for most recruiters. 

Getting time from both ends, followed by multiple follow-ups, reminders, and what not.

Talowiz includes automatic scheduling functionality instead. Now recruiters and hiring managers can pre-set their availability, and candidates can book themselves at their convenience.

Candidate Led Interview Scheduling

For candidates who will be meeting with more than one interviewer, Talowiz may aggregate their schedules into a single, cohesive picture.

It also allows you to set up automatic reminders to encourage reluctant candidates to set up meetings.

3. Deliver a stellar candidate experience

Indeed reports, 76% of employers have been ghosted by candidates in the past year, and 57% believe the practice is becoming more prevalent than ever. 

So how could you deliver an exceptional candidate experience and ensure that nobody is dropped?

To do so, you must understand two things:

1. You are not the only one investing time. The candidate also invests time, which is equally important.

2. No matter how large your company, how many perks you provide, or how fantastic your remuneration, a candidate feels good only when:

They have a clear understanding of their role, company, and day-to-day responsibilities.

There is a single point of contact (SPOC) who is handling his application and can assist him with any queries.

There is a clear understanding of who is my SPOC, in which channel, & how to communicate with the SPOC.

They know what the turnaround time is.

Get regular updates about their application status. 

They get feedback. Suppose a candidate is rejected, it’s your duty to provide feedback to the candidates. 

4. Talent pipeline orchestration automation

It unites the entire process and the stakeholders involved, into a single workflow. 

Everything is triggered based on the workflow stage or team-defined process. 

How to Automate Recruitment Process

You can instantly react to candidate behaviors without lifting a finger. Automatically send emails or perform other action, based on a specific candidate behaviors or event triggers when a candidate is: 

Shortlisted for the next round. 

Invited for an activity.

Submitted an assignment.

Passed or Failed an assessment.

In the waitlist



⬆️ 10X Faster reach out.

⬆️ 10X more response rate.

⬆️ Engaged Top-of-funnel.

⬆️ Enhanced Candidate Experience.

⬆️ 75% of recruiter’s time saved on mundane jobs.

⬆️ Roles closed 80% faster.

Outcome of Recruitment Automation


Recruiting efforts are 100X of what they were before.

To maintain the pace, you cannot deploy 100X more recruiters. You need technology, tools, and automation, to make the process more efficient.

With the right tools and technology, a single individual can even effectively manage the entire recruiting process.

To orchestrate the hiring process., we have built Talowiz to serve the recruiters and evangelize their pain to arrive at a solution that makes their lives easier.

Upgrade your Hiring Now.