Recruiting the Lean Way

Value Stream Mapping

Value Stream Mapping Symbols

Process Control Panel Kaizen Burst Inventory Information

Queue Withdrawal Kanban Customer

Kanban Post Inventory Inbox Withdrawal Operator

Hiring Case Study

Company ABC

Assumptions: Process Time

90% of the offers extended result in a hire

25% of the interviews conducted result in an offer

80% of the candidates submitted to a hiring manager get interviewed

It takes 1.5 hours to source a candidate worthy of submitting to a hiring manager

Each recruiter has 2.5 hours per day dedicated to sourcing candidates for submission

There are three recruiters dedicated to recruiting — thus three recruiters X 2.5 hours

per day for sourcing = 7.5 sourcing hours per day total

8 hires /month needed/90% acceptance rate = 9 offer need to be extended

9 offers/25% offer rate = 36 candidates need to be interviewed

36 interviews/80% interview rate = 45 candidates who need to be submitted to hiring

managers

45 submissions X 1.5 hours per candidate = 67.5 sourcing hours needed

67.5 sourcing hours needed/7.5 hours per day = 9 business days to source all

candidates

Current State Objective: 119 days

Future State Goal: 50% Faster

Case Study is for the hiring process of a Large Corporate

HM- Hiring Manager

HR- Human Resource

RT- Recruitment Team

ATS- Applicant Tracking System

HM

Requisition On-

Boarding

SIPOC – High Level Process Map

Suppliers Input Process Output Customer

Hiring

Committee

BU Heads

Recruitment

Team

External

Partners

Hiring Budget

Recruitment

Brief

Job

Description

CV, Social

media

profiles,

Candidates

Requisition

Management

Sourcing

Response

Management

Screening &

Assessment

Selection & On-

Boarding

New Hires

Managers

Co-Workers

Customers

Human

Resource

Dept

Cross Functional Diagram – Recruitment Process, ABC Company

Hiring Process – ABC Company

Current State Process Data

Activity/Decision Process Time

Lead Time % C & A Tools Stakeholders

Create Requisition 12 hours 1 day 100% Manual/Semi Automated ATS

Hiring Manager

Hiring Committee Review & Approval

3 hours 2 days 70% Email/Phone/In-person meeting

HM & HR

Job Posting & Sourcing – Internal

& External Sourcing channels

8 days 5 days 85% Email, Phone, Intranet, Internet

RT, EP

Screening & Assessment

40 hours 5 days 100% Email, Phone, Manual, Semi

Automated ATS

RT, HR

HM Submissions & Interviews

7 days 20 days 95% Email, Phone, In-person

HM, HR & RT

Selections & Offer Close

32 hours 5 days 90% Email, Phone, Semi Automated

ATS

HM, HR, RT

Offer Rollout/Acceptance

2 days 2 days 100% Email, Phone, ATS

HR, RT

On-Boarding & orientation

3 days 65 days 90% Semi Automated ATS, Internet, In-

Person

HR, HM, RT, BU Heads

Current State – Value Stream Map

Referring to the exhibits above process efficiency leaks can occur as a result of activities between

the departments, within the HR department or in interfaces with the external providers. The

various touch points, integration and re-entry points in the talent acquisition process can be

assessed for their contribution to the overall efficiency leakage.

Inefficiencies in requisition management

- Collaboration & decisions are difficult to manage

- Routing requisitions for approval in hard copy or email is slow and not tracked

- Documentation may be lost in the inter-office paper shuffle

Sourcing

- Significant sourcing costs wasted due to lack of sourcing strategy

- Paper based or email based employee referral program add to the complexity of the

most important sourcing tool

Response Management

- Candidate data stored in different formats, locations and storage types is

cumbersome and costly

Screening & Assessment

- Absence of automated prescreening tools

- Absence of assessment tools; intuitive hiring process

Inefficiencies linked to expenses

- Engaging external partners, Advertising, Relocation, no visibility on internal mobility

Value Stream Mapping – Kaizen Opportunities

A requisition approval process aided by workflow automation with

appropriate auto-notifiers and escalation points

ATS/ CRM capabilities integrated with sourcing & assessment tools,

job boards & external partners

Standardizing initial candidate phone screening; Skype or

Video Interviews

Creating a compliant process for documenting search strings

Creating a staffing quick reference guide for hiring managers

Creating a checklist for offer compliance

Documenting the Employee referral process

Internal mobility, redeployment process for internal hires

Introducing a Kanban for offer letters

Future State Process Data

Activity/Decision Process Time

Lead Time % C & A Tools Stakeholders

Create Requisition 20 hours 3 hours 100% Automated ATS Hiring Manager

Hiring Committee Review & Approval

4 hours 20 minutes 95% Phone, ATS HM & HR

Job Posting & Sourcing – Internal

& External Sourcing channels

9 days 1 hour 85% ATS, Intranet, Internet, phone

RT, EP

Screening & Assessment

45 hours Pre-screening in parallel with

response management

(Pull Strategy)

100% Automated ATS. Pre screening

tools

RT, HR

HM Submissions & Interviews

7 days 1 day 95% Email, ATS, Skype

HM, HR & RT

Selections & Offer Close

34 hours 4 hours 90% Email, Automated ATS,

In-Person

HM, HR, RT

Offer Rollout/Acceptance

2 days 4 hours 100% Email, Phone, ATS

HR, RT

On-Boarding & orientation

4 days 35 days 90% Automated ATS, In-Person

HR, HM, RT, BU Heads

Future State – Value Stream Map