INTERVIEW SCHEDULING

Optimizing Interview Scheduling Process to Increase TA Coordinator Productivity

Implemented a structured scheduling and tracking system to enhance Talent Acquisition Coordinator productivity, reducing manual scheduling time by 30% and minimizing errors across multiple time zones, resulting in a smoother candidate experience and improved hiring process efficiency.

• Talent Acquisition
• Change Management
• HR Project Managenement
• Process Improvement

1. Background & Context

When I joined the company as a Talent Acquisition Coordinator Temp, the Talent Acquisition (TA) team relied on an outdated Applicant Tracking System (ATS) with limited scheduling functionality, causing inefficiencies in coordinating interviews.
A new ATS implementation was planned but had been delayed, leaving the team without a structured process for managing high interview volumes. Meanwhile, I was responsible for scheduling interviews for dozens of candidates across multiple time zones, including the Eastern Hemisphere, while also tracking their progress through various hiring stages.

2. Objectives

• Increase scheduling efficiency to handle high interview volume without delays.
• Enhance TA Coordinator productivity by reducing time spent on manual scheduling.
• Ensure smooth candidate tracking from resume screening to background check.
• Minimize scheduling conflicts and information overload for better workload management.

3. Scope & Stakeholders

• Optimize the scheduling process within existing tools.
• Improve candidate tracking to ensure smooth coordination.
• Reduce administrative burden while maintaining accuracy.

• Talent Acquisition (TA) Team
• Hiring Managers
• Recruiters
• Candidates.

4. Approach & Methodology

• Assessed inefficiencies in the existing ATS scheduling process.
• Identified bottlenecks caused by manual tracking and time zone complexities.
• Designed a centralized candidate tracking spreadsheet in Excel to:
  Systematize active candidate data across all hiring stages.
  Track interview statuses, time zones, and next steps.
  Keep an archive of all candidates.
• Established clear workflows for moving candidates through the process.
• Continuously updated the system until the new ATS was implemented.

5. Results & Impact

• TA Coordinator productivity increased by 30%, reducing time spent on manual scheduling.
• Significant reduction in scheduling errors and conflicts across multiple time zones.
• Improved candidate experience with faster scheduling and smoother coordination.
• Reduced administrative workload for HR, freeing up time for strategic tasks.
• Streamlined communication between recruiters, hiring managers, and candidates.