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Recruiting: Interview Management with Rooster

Updated: Jul 11

Introduction: 

In my 6+ Years as a user and manager of Workday Recruiting, I learned quickly how leveraging external partners helps with overcoming common recruitment challenges. I saw so much benefit in my partners that I ended up going to work for one!

In the first part of this three-part blog series, we discussed five key challenges recruiters face when using Workday Recruiting. In this second part, we’ll explore how Rooster Interview Scheduling effectively addressed these challenges for my team, inspiring me to pivot my career focus to bringing this solution to my peers!


SOLUTION SHOWCASE

Rooster for Interview Scheduling was designed by Workday experts to address critical pain points in the hiring process for all Workday customers. 


Challenge # 1: Difficulty in Tracking Candidate Progress 

A lack of transparency in the hiring process can make it challenging for recruiters to track candidate progress and determine pipeline status.

Rooster’s integration with Workday ensures that all scheduling and candidate interactions are seamlessly recorded and updated in real-time within the Workday system. This means recruiters have a clear, up-to-date view of each candidate's status throughout the hiring process, improving transparency and enabling better decision-making.


Challenge # 2:  Inefficiencies in Communication 

Recruiters often struggle to keep candidates informed and engaged, leading to frustration and missed opportunities, and frequent no-shows (and ultimately, unhappy hiring managers!). Thankfully, it’s 2024, and we no longer have to rely on our staff to manually communicate with each candidate! SMS is the preferred mode of communication for many generations in the workforce and needs to be part of your plan.


Workday’s messaging and the native functionality of most third-party tools should give you options to set reminders and schedule communications.  However, many scheduling tools go the extra mile by letting candidates self-schedule their interviews via SMS and can even send reminders via SMS and email once an interview is scheduled. When choosing a third-party tool, make sure it records any scheduled interviews back to your single source of truth (I personally recommend Workday). Some tools miss this integration, forcing you to juggle between different systems. It doesn’t have to be that way. You deserve better!


Challenge # 3: Inefficient Interview Scheduling 

Ask your recruiters: On average, how long does it take you to manually coordinate a single interview, including scheduling and rescheduling? You may be surprised by the answer. One study found that recruiters' response time was 60-90 minutes on average (Yello).  In my experience, recruiting teams can spend as much as 25% of their total time on interview scheduling. Apply some simple math, and you begin to see the true, hidden cost of manual recruiting. This is the # 1 reason why so many TA teams have been left in the proverbial dust of their competitors.


Your options to solve this challenge are bountiful and fall into three categories: personal scheduling software like Calendly, scheduling platforms built for business, and ATS optimization solutions. While this topic probably deserves its own separate blog, for the purposes of this piece, I urge recruiting teams to focus on ATS optimization solutions built for recruiting.

Rooster makes scheduling interviews a breeze by allowing you to automate the whole process while ensuring all interview details get written back into Workday. With Rooster, interview schedulers can set up interviews up to 30 times faster, saving tons of time that would normally be spent on manual coordination. This means more time for other important tasks, such as making connections with top talent. Rooster’s smart automation smooths out the entire scheduling workflow, eliminating unnecessary delays and helping fill positions over 50% faster!


Challenge # 4: Complex Interviews Across Multiple Time Zones 

If you've worked in a global business environment, this section needs little introduction. In my experience, most solutions only do an adequate job of addressing global scheduling challenges. What sets Rooster apart is its ability to consolidate all calendars into a single view, eliminating the need for clicking around or doing time-zone calculations. This feature has enabled my teams (and now, my clients) to manage global scheduling with a single click. Rooster’s interface supports over 100 languages and can translate all templates accordingly, ensuring standardization across markets. It's crucial to investigate and test these capabilities in any tool you consider for your team.


On a separate and more nuanced note, differing regulations across the globe make it challenging to rely on a single solution in all markets. When evaluating third-party recruiting products, it's essential to delve into each vendor's approach to these regulations and their strategies for accommodating cultural norms in the global markets you serve. For example, if you plan to interview candidates in China, ensure your solutions work with WhatsApp and adhere to local data security and compliance standards.


Challenge # 5: Limited Visibility into Team Performance 

Workday is known for its reporting capabilities, but many struggle to track all KPIs in the hiring process within a single system, even Workday. Workday has introduced tools like PRISM to help consolidate complex data sets, but most TA organizations struggle to quantify performance where the rubber meets the road – candidate qualification. We found that Rooster was able to collect those insights to help paint the full picture, along with real-time analytics on the performance of our recruiters and hiring managers. These analytics can help you quickly identify and understand where there might be inefficiencies in your internal processes and aid you in creating a plan of action for improvement.


Native reporting is a key element to any tool you select but be sure you understand the full breadth of reporting capabilities and the flexibility of what you can do with that data. Some systems are designed to be the source of truth for all data – others are designed with flexibility to easily share data with other systems and data warehouses.


Using tools designed exclusively for Workday, like Rooster, means top-end integration across the Workday stack.  Thus, data from Rooster flows seamlessly into Workday PRISM or other data warehouses, providing my team with a 360-degree view of all reporting processes.  You will find immediate benefit in the speed of your decision-making and ability to hold all parties in the hiring process accountable for their roles and responsibilities.


RESULTS

As an employee of Rooster’s very first customer, I can state confidently that we saw results immediately. With native Workday functionality, the time commitment for coordinating candidate interviews consumed a massive amount of my work week. Matching interviewer and candidate availability through emails and calendars, manually typing out calendar invites and emails (often leading to typos), booking rooms, creating video conference links, and ensuring everything was updated in our ATS was a complex process. Not to mention rescheduling candidates and manual follow-up to ensure they showed up to the slot!


Our leadership team recognized that no software company can do everything “great,” even Workday, so we sought out options. Here’s what we observed once Rooster was introduced:

  1. A 58% improvement in scheduling time.

  2. A 100% user adoption rate in one week. Consolidating the entire scheduling process into one platform made training schedulers streamlined and easy.

  3. A shared dashboard created a culture of collaboration where team members feel comfortable asking for help and don’t stress about calling in sick or taking time off for vacation.


But this was years ago, and Rooster has consistently enhanced the product since Client # 1. So to be fair, let’s look at a recent case study conducted with Thomson Reuters. By implementing Rooster, they achieved a 62% reduction in time-to-schedule and a 35% increase in interview completion rates. This optimization allowed them to hire top talent faster and significantly improve the candidate experience.


CALL TO ACTION

Enhancing your recruiting process with Workday solutions like Rooster can transform the way you manage interviews and engage with candidates. Discover how scheduling tools can seamlessly integrate with your Workday Recruiting to address common challenges and elevate your hiring efficiency.


Please join us in Las Vegas at the pre-Rising Weekend Learn-a-thon and Share-a-thon in September.  Registration is required. See you there!



Sources


Author: Shannon from New Hampshire




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